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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.

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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.

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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.

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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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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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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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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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Personnel Management

Granting Administrator Privileges To Managers

Published on 09/01/17 by karyn.menzies@safetyspot.com
Updated on 10/18/18.

The Safety Spot module gives access to members, managers, and administrators within an organization, including various roles and access levels. Here's a quick tutorial on how to change a manager's status to Administrator, or Super-Manager.

Step 1

At the top, right corner of the screen, click on the circular group icon and click on Personnel Management.

Step 2

Click on the Managers tab, and go to the manager you'd like to make an Administrator

Step 3

Click on Manager Settings to the far right of their name.

Step 4

Go to Organization Administrator and select toggle this option ON.

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Personnel Management

Manager Password Reset

Published on 07/07/17 by karyn.menzies@safetyspot.com
Updated on 12/01/18.

The manager password reset feature allows managers to send individual members of their organization a link to reset their password or reset and send a new password to the member.

Step 1

Go to Personnel Management from the circular group icon in the top, right corner.

Step 2

Scroll to the member in need of a password reset. Click the small gear icon on the far right.

Step 3

Scroll to the bottom of this form and click Reset Password.

Step 4

Here you can choose whether to send the password reset instructions to the member by email or phone or reset the password on their behalf and send the member the new password.

Note:Members can also independently reset their password by going to Safety Spot's sign in screen and clicking on the Forgot your password? link

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Personnel Management

Personnel Management: New Layout & Training Reminders

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

New Dashboard Layout

Managers now have the option to view the member list in a table view. With this layout, managers are able to see, along with the contact info and other information, which members have incomplete training assignments pending. Managers may also quickly send a reminder to the member, via email or text, to complete this assignment.

FAQs

What does the check-mark under training mean?

A check-mark under training indicates that this member has no incomplete or pending assignments.

What is a training reminder?

Safety Spot will remind all users of any required training that they have not yet completed. However, a manager can now send the user an email or text message reminder that they have outstanding required training.

How do I assign required training?

There are several ways to assign required training to a user's curriculum. For more information, you can check out our How To on assigning training to users!

Dashboard View

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Personnel Management

Adding Members To An Organization

Published on 06/28/17 by karyn.menzies@safetyspot.com
Updated on 10/26/18.

Let's take a quick look at how to add members to an organization!

Members are added to an organization to gain access to trainings and communicate within the organization. Members may be added by a manager by phone number and/or an email address. There is a short form to fill in, and the member is added to this organization.

Step 1

Click on the circular, group menu at the top, right of your screen.

Step 2

Click on Members, and this will take you to the member’s section of your organization. Here you can view all members of your organization, as well as, add, remove, and edit members.

Step 3

To add a new member, click on add member just underneath the search bar. This will prompt you to select whether you want to add member by phone or email.
Please note that whichever method you choose, there is still the option to notify the member by the alternate as well. The method you choose will simply be the required information you need to add the member.

Step 4

After selecting a method, fill in the form and click save. This person will then be notified. You will also then have the option to fill out additional details for this member. Be sure to save.
The added member will receive a notification based on the method in which they were added, either a text or email to confirm, and allows the member to activate their account. If this person is already a member of Safety Spot, they will see the notification that they've been added to the organizati...

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Personnel Management

Assign Required Training

Published on 06/27/17 by karyn.menzies@safetyspot.com
Updated on 10/26/18.

A key feature of the Safety Spot platform is the Training Center. Trainers can add and manage training lessons. Managers can assign required training in five ways. Required training can be assigned to individual members, or by team, organization, access level, and department.

Assign Training to Individual Members

Step 1

Start by clicking on the circular group icon at the top, right corner of the screen.

Step 2

Go to Personnel Management

Step 3

Click on the name of the user in which you'd like to assign a training.

Step 4

Go to the trainings tab, then select a training from the drop down bar, and click assign. This adds the training you selected to this individual's required trainings.

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Assign Training by Team

Step 1

From the menu on the left of the screen, go to the Community Center.

Step 2

In the Community Center, select the team in which you'd like to assign a training.

Step 3

Go to the Required Training tab and click edit.

Step 4

Select a training from the drop-down box to assign to this team, and click assign. This training is now a required training for all individuals on this team.

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Assign Training by Organization

Step 1

Start out by c...