Blogbar

Visitor Check In Kiosk

Published on 11/13/18 by karyn.menzies@safetyspot.com

To keep Personnel Management running smoothly, it is important to be able to easily access features such as the visitor check-in kiosk for visitors within your site. To locate and activate the visitor kiosk, follow the steps below.

Step 1

Start by going to Kiosk from the drop-down menu in the top, left corner.

Step 2

Select Visitor Check-in.

Step 3

Choose the location.

Step 4

Fill in your first name, last name, and email.

Step 5

Click save, or continue if you are an existing member of the organization.

Step 6

Read then check the box below the Release and Liability Waiver to acknowledge understanding of the terms and conditions. Click Next.

Step 7

Type your full name for a digital signature. Sign and check in.

Step 8

You will receive a confirmation number as well as an email containing this information.

visitor.gif will be rendered here

Blogbar

Personnel Management

Remove Or Reactivate A Member/Employee Of An Organization

Published on 11/06/18 by karyn.menzies@safetyspot.com

To keep your member/employee lists up to date, it is important to know how to remove members and reactivate members, if needed.

Remove a Member/Employee

Step 1

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

Step 2

Go to Personnel Management.

Step 3

Scroll to the member which you'd like to remove. Click the small gear button on the right.

Step 4

At the very bottom of this page, click Remove from (Organization Title). Confirm your selection.

remove2.gif will be rendered here

Reactivate a Member/Employee

Step 1

Under Personnel Management, click More, located on the right.

Step 2

Select Show Removed Members at the bottom of this menu.

Step 3

Click the add member icon next to the name of the removed member you'd like to reactivate.

reactivate.gif will be rendered here

Blogbar

Personnel Management

Approve Member Requests

Published on 11/02/18 by karyn.menzies@safetyspot.com

An important part of Personnel Management is the ability to approve new member requests to your Safety Spot site. Here is a brief tutorial explaining how a manager can approve member requests.

Step 1

A new member must go to your Safety Spot site and request to join your organization by clicking Request to Join from the landing page and filling out a short form.

Step 2

Once the request is sent, a manager may log into their organization and will see a notification on the circular, group icon in the upper, right corner.

Step 3

Click on this circular, group icon and go to Requests. You should see a number by Requests indicating that new members have sent requests to join this organization.

Step 4

At the very top of the Member Request page, you will see new requests in bold type. Now, you can choose to either accept or deny this membership request.

Step 5

After approving a member request, managers may also select 'edit profile' on the right to edit details about this member such as contact info, department, access type, and trainer status. Be sure to save changes to the member's profile.

orgreq.gif will be rendered here

Blogbar

Equipment Management

Creating And Adding Equipment

Published on 10/29/18 by karyn.menzies@safetyspot.com

There are two ways in which equipment can be added to a site (building, room, or other functional space).

Adding via site, or functional space

Step 1

Go to Locations from the drop-down menu in the top-left corner.

Step 2

Select the space to which you'd like to add the equipment: site, building, building section, room, or functional space.

Step 3

Select Equipment & Personnel

Step 4

Click +Add Equipment

Step 5

Select the equipment type from this list, then proceed to fill out details about the equipment being added. Click Create to add this equipment to the site's inventory.
Note: If the equipment type you need to add is not listed, you may request for it to be added by clicking on Equipment Type not listed? in the top, right corner.

addeq.gif will be rendered here

Adding via Equipment & Assets

Step 1

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

Step 2

Select +New in the upper, right corner.

Step 3

Site, building, building section, room, and functional space are listed above the location names. Select the location type, then location name to which you'd like to add this equipment.

Step 4

Select the equipment type from this list, then proceed to fill out details about the equipment being added. Click Create to add this equipment to the site's inventory.
Note: If the equipment t...

Blogbar

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.

badge6.gif will be rendered here

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

qrscan (2).png will be rendered here

Blogbar

General

Volunteer Check In

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

There are four ways to onboard volunteers through Safety Spot:

Volunteer Method #1: Convert any laptop/computer into a sign-up kiosk with the volunteer kiosk mode.

Step1

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

Step 2

Click Volunteer Check-In.

Step 3

Fill in the form and click check-in.

v1.gif will be rendered here

Volunteer Method #2: Send out this link from your Personnel Management dashboard > Volunteer Tab

Step 1

Click on the round, group icon in the top, right corner.

Step 2

Go to Personnel Management.

Step 3

Click the Volunteer tab

Step 4

Click the link icon next to New Volunteer. The link is copied. You may now paste this link to send out to volunteers.

v3.gif will be rendered here

Volunteer Method #3: Your response team can manually add volunteer by going to your SafetySpot's Personnel Management page, then clicking on the Volunteer tab and clicking on "new volunteer" button.

Step 1

Click on the round, group icon in the top, right corner.

Step 2

Go to Personnel Management.

Step 3

Click the Volunteer tab.

Step 4

Click New Volunteer located to the far right of the screen.

Step 5

Enter the email of the volunteer you'd like to provide with the volunteer link/invite. An...

Blogbar

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.

managereserve.gif will be rendered here

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.

![excel.gif will be rendered here](https://safetyspot-blog-resources.s3.us-west-2.amazonaws.com/www/images/201...

Blogbar

General

Access Requirements

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

Linking access requirements from the Locations menu option

Step 1

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

Step 2

Select the location: site, building, room, or other functional space to edit access requirements.

Step 3

Select Access Requirements at the far right.

Step 4

Click Edit Required Training.

Step 5

Toggle select the Restricted Access option at the top to ON.

Step 6

Import the necessary for access to this location.
*Now under Access Requirements for this location, you will see all the added training required for access.

bylocation.gif will be rendered here

Linking access requirements from Equipment & Assets menu option

Step 1

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

Step 2

Select the equipment to add access requirements.

Step 3

Select Access Requirements at the far right.

Step 4

Click Edit Required Training.

Step 5

Toggle select the Restricted Access option at the top to ON.

Step 6

Import the necessary training for access to this equipment.
*Now under Access Requirements for this equipment, you will see all the added training required for access.

restrictedsets.gif will be rendered here

Blogbar

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.

HoursOP.gif will be rendered here

Blogbar

Equipment Management

Equipment Revervation Restrictions

Published on 10/12/18 by karyn.menzies@safetyspot.com

A new feature allows managers to restrict the amount of time a piece of equipment is available for reservation.

Step 1

From the drop-down menu at the top, left corner, go to Equipment & Assets.

Step 2

Scroll and select the equipment you'd like to restrict.

Step 3

Click the blue gear settings button at the top, right corner.

Step 4

Select Reservation Restrictions from the menu on the left.

Step 5

Toggle select Reservation Restrictions ON.

Step 6

Now you will be able to set an allotted time for this equipment to be reserved. Enter the amount of time by minutes, hours, days, or months. Click update.

Step 7

Now when users schedule this equipment, there will be a message indicating that one hour (or the time chosen) is the maximum time allowed. If any time exceeding that is attempted, a message will appear alerting them of the maximum time allowed and prompt them to choose another time frame. Scheduling within this time frame will be accepted and added to the schedule.

EquipmentLimit.gif will be rendered here

Blogbar

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.

IM1.gif will be rendered here

Blogbar

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.

cred2.gif will be rendered here

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 ...

Blogbar

Equipment Management

Turning Off An Energizer: Small Update To New Energizers Coming Out

Published on 08/31/18 by daniel.medina@safetyspot.com

Hello,

The new Energizers that are coming out will only turn of by pressing the Job Stop button on the Energizer.

If it is turned off via web app or due to the end of a scheduled time, the energizer will stay on but notify that it should be turned off by cycling colors on the RGB button indicator.

Blogbar

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.

EResource.gif will be rendered here

Blogbar

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.

Depts1.gif will be rendered here

Blogbar

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.

BldgAddress.gif will be rendered here

Blogbar

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.

Locations.gif will be rendered here

Blogbar

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.

chemsearch.gif will be rendered here

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.

addchem1.gif will be rendered here

Blogbar

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.

changeusername.gif will be rendered here

Blogbar

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.

customlogo.gif will be rendered here

Blogbar

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.

shareable link.gif will be rendered here

Note:

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

6.png will be rendered here

Blogbar

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.

ttransfer.gif will be rendered here

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...

Blogbar

Locations

Update On Energizers/Smart Locks

Published on 04/13/18 by daniel.medina@safetyspot.com
Updated on 07/03/18.

After some recent testing of our connected devices, we found a couple of issues:

1) A simple error when using the Smart Lock is that when it is "open", the device pauses communication with our servers. This caused our servers to think the device is disconnected, although normal operation resumes after the device "closes". This has already fixed on our code base, a firmware update will put devices to the most updated firmware version.

2) A more complicated and irregular problem is a soft-restart of the device caused by a network connection error after prolonged use. Currently, the device simply restarts itself and reconnects to resume operation, but it is causing extra data to be sent as well as the device being unavailable for a few seconds every time it happens. A fix is being tested right now, once solved a firmware update will put all devices up to date.

Please feel free reach out with questions/concerns. We want to expose our devices to as much testing as possible in order to bring a more reliable product as quickly as we can.

Thank you,

Daniel

Blogbar

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.
AddPic.gif will be rendered here

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.
erase.gif will be rendered here
...

Blogbar

General

Custom Sub Domains: What’s Changing & Why

Published on 12/13/17 by dustin.thelen@safetyspot.com
Updated on 07/03/18.

On Tuesday December 19, 2017, new custom sub domains for each organization are scheduled to go live. We want you to be aware of a minor change that Users may notice when they are signing in.

The simplest way to deal with this change is for users to always navigate to the custom sub domain URL for your organization when they want to sign in which takes them to a screen like the one below so they can proceed as usual. (This URL was sent to your account's Administrator earlier this week.)

Screenshot-2017-11-30-14.24... will be rendered here

Alternatively, users can receive a reminder showing the custom sub domain(s) for all organizations they are a member of.

Screenshot-2017-11-30-14.42... will be rendered here

And for people that want to request to join your Organization on Safety Spot but who don't get an invitation sent to them, all they have to do is enter your organization's custom domain "name" into the your-organization field of the landing page shown below. This screen is also where you can click to request a reminder. (Please note, if their organization is an affiliate under yours, they will need to enter the parent organization's custom domain "name".)

![Screenshot 2017-11-28 13.30... will be rendered...