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Personnel Management

Volunteer Badges

Published on 10/19/18 by karyn.menzies@safetyspot.com

Managers are now able to download and print badges with a unique QR-Code for volunteers.

Step 1

Click on the round, group icon in the top, right corner and go to the volunteer index page.

Step 2

Click on the Print Badges button located under New Volunteer.

Step 3

Select the volunteers in which you'd like to generate badges for. You may select more than one at a time.

Step 4

Click Generate Badges and the badges will be generated, available to be printed, cut, and distributed to volunteers.

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Note: After the QR-code is scanned, this is the view that will be generated.

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Manage Reservations

Published on 10/17/18 by karyn.menzies@safetyspot.com

In addition to our latest asset reservation updates, managers may now also manage asset and equipment's availability to be scheduled for reservation. This comes in especially handy when the equipment is being serviced or no longer available to the organization.

Step 1

Go to Equipment & Assets from the drop-down menu at the top, left corner.

Step 2

Select the equipment in which you'd like to manage reservations.

Step 3

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

Step 4

Go to Manage Reservations from the menu on the left.

Step 5

Toggle select 'Allow Reservation' ON or OFF depending on whether you'd like this equipment to be available for reservations. When Off is selected, users will not be able to select 'Schedule a Job' for this equipment.

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Under the Manage Reservations tab, managers may also download the Excel spreadsheet of the equipment's entire reservation history.

Step 1

After selecting the desired equipment, click the blue gear button in the top, right corner.

Step 2

Go to Manage Reservations.

Step 3

Now, go to reservation History and click Download xsl. An excel spreadsheet including this equipment's full reservation history will be generated.

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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...

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Equipment Management

Uploading Pictures For Equipment And Locations

Published on 12/28/17 by karyn.menzies@safetyspot.com
Updated on 09/19/18.

To reinforce maximum efficiency and accuracy, managers now have the ability to upload pictures for locations within a site and equipment in their inventory. Managers may add, delete, and select a main picture for each piece of equipment and/or location managed by their organization. This ensures proper identification when equipment or a location is being used or out for maintenance.

Uploading Photos

Step 1

Click on the drop-down menu in the top, left corner.

Step 2

Go to Equipment and Assets (or Locations to add picture of a location).

Step 3

Select inventory from this list (or select a location under sites).

Step 4

Once on the landing page of the equipment or location, click on Add Picture in the top, left corner.

Step 5

Select the appropriate picture and upload.
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Removing Photos

Step 1

Click on the drop-down menu in the top, left corner.

Step 2

Go to Equipment and Assets (or Locations to add picture of a location).

Step 3

Select inventory from this list (or select a location under sites).

Step 4

Once on the landing page, click on the picture in the top, left corner.

Step 5

Click on Settings in the top, left corner. Select Delete Picture.
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Global Search

Published on 11/28/17 by karyn.menzies@safetyspot.com
Updated on 07/03/18.

New Layout!
Note there's a change to the SafetySpot.com layout. The main menu has moved from the menu on the left to the drop down menu in the top, left corner.

In an effort to make the Safety Spot interface more user-friendly, we've added the Global Search feature. Now, at the top of the front page, there is a search bar that shows results from trainings, equipment, and locations within Safety Spot organizations. Type keywords and/or numbers in the search bar and view results from all of these categories, making searching all of SafetySpot.com easier.

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Asset Management

Shareable Assets

Published on 11/28/17 by karyn.menzies@safetyspot.com
Updated on 09/19/18.

Locations, equipment, and assets can now be made public and shared on Twitter, LinkedIn, or Facebook. There is also the option to copy the shareable link which can be used anywhere, such as sending the link via email. Only managers have access to edit privacy settings.

Step 1

Click on the drop-down menu in the top, left corner.

Step 2

Click on Locations or Equipment and Assets depending on what you'll be sharing.

Step3

Scroll and click on the site or equipment which you'd like to share.

Step 4

Once on the front page of this equipment or site, in the upper, right corner, you'll see icons for sharing. The lock icon at the end takes you to Privacy Settings. Click on the lock icon.

Step 5

Select the toggle to ON to make this site or equipment shareable. You will be prompted to choose the information you want and do not want made public. Click save changes.

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Chemical Management

Automatically Build And Print Safety Data Sheets (Sds) Binder

Published on 11/09/17 by karyn.menzies@safetyspot.com
Updated on 09/25/18.

Another feature we will demonstrate is generating and printing the SDS Binder for a particular site.

Step 1

Start out by clicking Chemical Management on the menu on the left.

Step 2

Scroll to the site or building in which you'd like to generate the SDS Binder for; click on Go to Chemical Inventory on the right of the selected site.

Step 3

From the menu bar at the top, click on the Collate SDS Binder tab. You will receive an alert message saying an email with this information will be sent to you.

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Chemical Management

Create New Chemical Manufacturer

Published on 11/01/17 by karyn.menzies@safetyspot.com
Updated on 09/19/18.

Now we will explore how to create a new chemical manufacturer.

Step 1

Click on the Chemical Management tab from the menu on the left.

Step 2

Click More and select +New Chemical Inventory from the drop-down menu. You will be adding a new chemical and new manufacturer at the same time.

Step 3

Enter a location, choose privacy settings for this chemical inventory, and designate users of the organization that will have access to this inventory. Click Create Inventory.

Step 4

In the upper left corner, click +Add Chemical.

Step 5

Instead of selecting sciencelab.com as a manufacturer, click +Create Custom Chemical in the upper right corner.

Step 6

Fill in details on this form. At the top, you have the option to select an existing manufacturer or create a new chemical manufacturer. This is where you can add an emergency number for this manufacturer. Fill in further details about this chemical.

Step 7

At the bottom of this form, you have the option to upload the SDS for this chemical. Click Create Chemical Type.

Step 8

The new manufacturer is created. Select the chemical from the drop-down menu of this new manufacturer. You will be prompted to add information about this chemical as previously shown in the Create New Chemical Inventory blog post.

Step 9

Click save. This chemical is now added to your inventory.

Note: Now when you click +Add Chemical, the manufacturer you created will appear as an option in the drop-down ...

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Chemical Management

Remove Or "Shelve" A Chemical

Published on 11/01/17 by karyn.menzies@safetyspot.com
Updated on 09/27/18.

Next for our Chemical Management series, we will review how to remove or "shelve" a chemical from the inventory.

Step 1

Go into Chemical Management from the menu on the left.

Step 2

Scroll to the desired site and click Go to Chemical Inventory.

Step 3

On the far left, click on the settings icon for the chemical in which you'd like to remove.

Step 4

Scroll to the bottom of this form and click Remove Chemical located on the left.

Step 5

Enter the reason for removal and method of disposal, then click Remove Chemical.

Step 6

You will be taken back to the site inventory overview. The Removed Chemicals tab is located at the top right of the page. Click this to view all chemicals that have been removed from this site.

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Chemical Management

Create New Chemical Inventory

Published on 10/31/17 by karyn.menzies@safetyspot.com
Updated on 09/27/18.

We will begin the Chemical Management tutorials with how to create a new chemical inventory for your company using an existing chemical manufacturer, sciencelab.com.

Step 1

Click on the Chemical Management tab from the menu on the left.

Step 2

Click More and select +New Chemical Inventory from the drop-down menu.

Step 3

Enter a location, choose privacy settings for this chemical inventory, and designate users of the organization that will have access to this inventory. Click Create Inventory.

Step 4

In the upper left corner, click +Add Chemical.

Step 5

Select a manufacturer, which in this case is sciencelab.com

Step 6

Select the chemical you'd like to add to your inventory from the drop-down menu. Click Create.

Step 7

You will see a pop-up notification that this chemical has been added. Fill out the required details for this chemical.

Note: The specific location of the chemical can be 'under the sink' or 'on top shelf'.

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Training

Mark Training Completed

Published on 10/05/17 by karyn.menzies@safetyspot.com
Updated on 10/16/18.

We've added the option to manually override and Mark Lesson as completed. Trainers may mark a lesson as completed without waiting for the student to complete it.

Step 1

Go to Training Center and click on Training Management.

Step 2

Go to the training course and click on Enrollment. You will see a list of enrolled students.

Step 3

From there, click on Show Details of the student you'd like to mark as complete.

Step 4

Under Lessons on the right, you will see a small box. Checking this box marks the lesson as complete for the student.

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Training

Maximum Session Enrollment

Published on 10/05/17 by karyn.menzies@safetyspot.com
Updated on 10/01/18.

To make Training Management easier and more efficient, we've added a new feature. Max Enrollment allows trainers to set a maximum number of enrollments to limit the number of students per session.

Step 1

Go to the Training Center and click on Training Management.

Step 2

Click on Edit for the training of which you'd like to limit capacity.

Step 3

Scroll down to Training Sessions and click on Edit Training Sessions.

Step 4

Here you will see the option to add a maximum number of enrollments for your sessions. Fill in this form, click save.

Step 5

The next screen will show that the session has been updated. Scroll down and click save.

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Training

Creating And Viewing Course Previews

Published on 09/15/17 by karyn.menzies@safetyspot.com
Updated on 10/16/18.

Creating a Course Preview

Step 1

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

Step 2

Click on the blue Training Management button in the top, right corner.

Step 3

Click on the name of the training in which you'd like to create a preview for.

Step 4

Click on Settings in the top, right corner and scroll down to the list of lessons for this course.

Step 5

Click on edit lesson and scroll down to the lesson options.

Step 6

Turn the Use as Preview option to ON. Click save. This will take you back to the page and you will notice a small green, flag icon marking the lesson as a preview.

Viewing a Course Preview

Step 1

Go to the Training Center from the drop-down menu at the top, left corner.

Step 2

Here in the Training Center, you will see a list of available trainings and the ability to search for various trainings. Click on the training in which you'd like to view a preview.

Step 3

In the upper-left corner, click on the Preview box beneath the course title.

Step 4

Here, you are able to view the slides available in the preview. Click finish once done and you will receive a completion message.

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Training

Generating Training Certificates

Published on 09/14/17 by karyn.menzies@safetyspot.com
Updated on 10/16/18.

Managers and users are now able to download a certification upon completion of a training. Certifications can be downloaded as a PDF and printed. Here are a few steps detailing how to generate and print Training Certificates.

Generating Training Certificates (for users)

Step 1

Go to the Training Center from the drop-down menu at the top, left corner.

Step 2

Click on the tab that says Your Training Certificates. Here you will find a list of all of your completed trainings.

Step 3

Click on the training in which you'd like to view and print your certificate.

Step 4

You will see your certificate come up as a PDF, and from this screen, you are able to print or save the certificate.

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Generating Multiple Training Certificates (for managers)

Step 1

Click on the round, gray, group icon in the upper, right corner.

Step 2

Go to Personnel Management.

Step 3

Click on More located to the far right.

Step 4

From the drop-down menu, select Download Training Certificates.

Step 5

You will be prompted to select the name(s) of the user(s) in which you'd like to generate certificates for.

Step 6

Click Get Certificates. Depending on the number of certificates the selected user has, you may be prompted to enter an email in which the certificates will be sent. The email will include a l...