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General

Scheduling Hours Of Operation

Published on 10/15/18 by karyn.menzies@safetyspot.com

Managers have the access to schedule specific hours of operation for a given site, building, room, or lab within their organization.

Step 1

Start by going into Locations from the drop-down menu at the top, left corner.

Step 2

Select a site, building or any location type in which you'd like to edit the hours of operation.

Step 3

In the upper-right corner of this page, click the small, blue gear button to get to settings.

Step 4

Select Hours of Operation from the menu on the left.

Step 5

Here you can select a specific day of the week and schedule an opening and closing time for that specific day, then add additional days as needed and schedule hours of operation.

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Locations

Adding Sites, Buildings, Building Sections, Rooms, And Functional Spaces

Published on 10/04/18 by karyn.menzies@safetyspot.com

Organizations may be divided into sites, buildings, building sections, rooms, and functional spaces

Step 1

Go to Locations from the drop-down menu at the top, left.

Step 2

Select +New Site to add a site to your organization.

Step 3

Edit name, address, and access for this site. Click Create Site.

Step 4

Once a site is created, you may add buildings and building sections to the site by clicking +New Building/+New Building Section.

Step 5

Select +New Room/+New Functional Space to add a room or functional space (designated laboratory bench, microscopy room, reactor workroom, machine learning space, etc.) to your building.

Step 6

Equipment may also be added to a particular site, building, or room by clicking on the site, under the Equipment and Personnel tab. Another way to add equipment is by going into Equipment & Assets from the main drop-down menu and clicking +New.

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User Credentials

Published on 10/03/18 by karyn.menzies@safetyspot.com

User Credentials allows members to upload and edit their credentials. This tutorial shows managers how to grant members access to this new feature.

Step 1

Go to Organization Settings.

Step 2

Click Settings at the top, right corner of this page.

Step 3

Go to Members from the menu on the left.

Step 4

Toggle select to allow members of this organization to upload and edit credentials.

Step 5

Now we will show the updated credential access in the member's settings. Click on the member icon at the top, right.

Step 6

Select your name to go to your member profile.

Step 7

Go to Credentials from the menu on the left.

Step 8

Now you will see the options to attach new and edit files here.

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Organization managers may grant managers the access to attach/edit credentials for other members. These steps show how an organization manager can grant and revoke this access, allowing managers to edit members' credentials.

Step 1

Go to Personnel Management

Step 2

Click on the Managers tab.

Step 3

Scroll to the manager in which you'd like to grant access and click Manager Settings.

Step 4

Under Manager Settings find and select the box granting this manager permission to create user credentials. Click save.

Step 5

To view the updated permission, now go tot he personnel tab and select the ...

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Equipment Management

E Resources

Published on 08/17/18 by karyn.menzies@safetyspot.com

E-Resources is a feature for equipment management. Documents pertaining to the equipment may be uploaded and managed under E-Resources. Here is a quick tutorial demonstrating how.

Step 1

Go to Equipment & Assets.

Step 2

Select the equipment in which you'd like to view or edit a document for.

Step 3

Click the 3 tiny dots on the far right of the menu bar.

Step 4

Go to E-Resources.

Step 5

Here you can click to view and download existing documents from this list, as well as search, add new, or edit documents.

Step 6

Under Edit, you can make the file public for anyone to download, or delete the file.

***Note

When you select Allow to make it a public file, you must click Update File to save this change.

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Personnel Management

Adding Departments To Organization

Published on 08/16/18 by karyn.menzies@safetyspot.com

Organizations on Safety Spot can be divided into Departments. Here is how to add departments within your organization.

Step 1

Go to your organization by clicking on the circular organization icon in the upper, right corner of the organization welcome screen.

Step 2

Click on Settings.

Step 3

Select Departments from the menu on the left.

Step 4

Here you can add departments to your organization, as well as assign required training for each department.

Step 5

Be sure to click Save to save newly added departments.

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Add/Update Building Address

Published on 08/13/18 by karyn.menzies@safetyspot.com

The Safety Spot platform now provides the ability to add a unique physical address to buildings within a site. Here is a brief tutorial explaining how to do this.

Step 1

Go to Locations and select the building in which you'd like to update or add an address.

Step 2

Click the blue gear button in the top, right corner.

Step 3

Here you may edit the specific address for this building, if different from site address, or prompt it to use the site address.

***Note

When adding a new building, you will be prompted to input an address, if different from site address.

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Locations

Editing Locations

Published on 08/10/18 by karyn.menzies@safetyspot.com
Updated on 10/15/18.

Here is a brief tutorial on how to edit locations such as sites, buildings, building sections, rooms, and other functional spaces.

Step 1

Start by going into Locations from the drop-down menu at the top, left corner.

Step 2

Here you can view, edit, and add sites, buildings, building sections, rooms, and functional spaces. To edit, select a site, building or any location type.

Step 3

In the upper-right corner of this page, click the small, blue gear button to get to settings. Here you can edit the site's name, address, emergency contact information, as well as personnel, access requirements, visitor check-in, hours of operation, and privacy settings from the menu on the left.

***Note

When going in to edit a site, you may also edit and add buildings within this site. When editing a building, you may edit and add building spaces and rooms. All of these locations may be accessed individually from the main Locations page.

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Chemical Management

Chemical Search

Published on 08/06/18 by karyn.menzies@safetyspot.com

Safety Spot users are able to search for chemicals in the chemical inventory by chemical name or cas#. The following illustrates the easiest way to do so.

Step 1

From the drop-down menu at the top-right corner, go to Chemical Management.

Step 2

To the right of the screen, find and click the Go to Chemical Inventory tab.

Step 3

Here you will see a search bar above the listed chemicals. You may search for a chemical by its name or cas#. As you type, chemicals matching the description will pop up.

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Search is also available when adding a chemical to the inventory. This way you are able to add a chemical by its cas#.

Step 1

Go to the chemical inventory by repeating steps 1 and 2 from above.

Step 2

From here, click Add Chemical from the menu bar at the top, left.

Step 3

Select the manufacturer of the chemical you are adding. Click next.

Step 4

Click Select Chemical Name and a search bar will appear right above this list of chemicals. Here you may also search by name or cas#.

Step 5

Once the desired chemical is found, select it and click create. From there you will be able to enter additional details about this chemical and save.

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General

Editing User Personal Information And Username

Published on 07/27/18 by karyn.menzies@safetyspot.com

When you sign up on Safety Spot, you will be automatically assigned a username. If you need to change this username for any reason or edit personal information such as first and last name, email, or phone number, follow the following steps to do so.

Step 1:

Go to Personnel Management.

Step 2:

From this list of personnel, scroll to your name and click Settings on the right.

Step 3:

On this form, you may change your username as well as other personal information, if needed.

Step 4:

Scroll down and click Save.

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General

Customizing Organization Logo And Background Image

Published on 07/27/18 by karyn.menzies@safetyspot.com

Organizations on Safety Spot now have the ability to customize their own logo and background image! This feature is accessible to organization admin only.

Step 1:

To begin, go to your organization's main page.

Step 2:

Click on Settings in the top, right corner.

Step 3:

From the menu on the left, go to Images.

Step 4:

Here you can upload your Organization's logo from your computer's files as well as a background image for your organization's login page, or choose from the preloaded background image samples.

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Personnel Management

Shareable Visitor Check In Link

Published on 07/25/18 by karyn.menzies@safetyspot.com

Here is a short tutorial on how to generate the visitor check-in link.

Step 1

Go to Personnel Management.

Step 2

Click on Visitors.

Step 3

Go to New Visitor in the far-right corner.

Step 4

Choose desired location.

Step 5

From here, the sharable link will be generated and can be shared directly via email, or copied and pasted.

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Note:

Below is the form visitors will be taken to via the shareable link.

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Training

Transferred Training Credentials

Published on 07/13/18 by karyn.menzies@safetyspot.com
Updated on 09/19/18.

When a user navigates from one organization to another one, their training credentials from the previous organization will transfer over to the new organization as their personal Safety Spot account holds all of their training which carries over from organization to organization. Below is an example of a user switching from the University organization to the LACI organization, showing their training certifications are still in place.

Step 1:

Go to Training Center and view your Training Certificates.

Step 2:

From the top menu, switch the organization you are logged into, or request to join a new organization if needed.

Step 3:

Go back to the Training Center and view the Training Certificates; you will see the same certificates have transferred when you log into a new organization.

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It is also possible for trainers and managers to make trainings available for different organizations. Below is an example of how a trainer may make a training available to another organization.

Step 1:

Go to the Training Center.

Step 2:

Go to Training Management, the blue box in the top, right corner.

Step 3:

Select a training.

Step 4:

Go to Settings.

Step 5:

At the top, right corner click Add Organization.

Step 6:

From here, you may send the training to another organization as well as view o...