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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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Merchant Accounts

Published on 08/29/17 by karyn.menzies@safetyspot.com
Updated on 07/03/18.

New Feature for Training Center

SafetySpot has launched a new feature for the Training Center. Training managers may now charge and receive payment for trainings directly through the training center, instead of going through SafetySpot administrators. Training managers must set up a merchant account either as an individual or business, with a valid checking or venmo account. All you will need is your information, or legal business information, and banking information.

New Feature FAQs

Will the amount paid be sent directly to me?

Yes, instead of going through SafetySpot first, monies paid will be sent directly to the account information you add when setting up the merchant account.

Do I have to have a business account?

No, you can also set up to receive payment as an individual and personal banking information.

Are we able to issue a refund directly through the merchant account?

Yes, issuing a refund is simple and available directly through the merchant account.

Setting up a Merchant Account

Follow this link for a more in-depth tutorial on how to use the Safety Spot’s new merchant account feature.
http://beta.safetyspot.com/blog/using-merchant-a-17-08-29

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General

Merchant Accounts | How To Create And Use A Merchant Account

Published on 08/29/17 by karyn.menzies@safetyspot.com
Updated on 07/03/18.

Setting Up a Merchant Account

Note: You must have administrator privileges in your organization to activate Merchant Account.

Step 1

Click on the Organization icon on the top right and select your organization.

Step 2

Click on the settings link to open your organization settings.

Step 3

Click on the Merchant Account and click the activate your merchant account link.

Step 4

Fill out the New Merchant Account form. You can select to either register as a company or as an individual.

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Charging for a Training

Step 1

After setting up a Merchant Account, navigate to the Trainer Management section.

Step 2

Find the Training you would like to charge for and click on the Edit Training button.

Step 3

Find the Charge For Training field and switch it on.

Step 4

Choose the amount you would like to charge per enrollment and check the box to agree to the Terms and Conditions.

Step 5

Click save and the process is complete.

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Enroll in and Pay f...

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Equipment Management

Safetyspot.Com Welcomes Csu La To Our Family Of Innovative Universities That Put Safety First!

Published on 08/29/17 by admin@safetyspot.com
Updated on 07/03/18.
Release v.1

CSU-LA is known for their hydrogen station and fuel cell cars. CSU-LA was the first hydrogen station in California to be certified to sell fuel to the public. Safetyspot.com welcomes CSU-LA to our family of innovative and complex facilities that put safety first!

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Training

Edit Training

Published on 08/25/17 by karyn.menzies@safetyspot.com
Updated on 12/01/18.

Editing trainings and training sessions

Step 1

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

Step 2

Go to Training Management

Step 3

Scroll to the training you'd like to edit and click Edit Training

Step 4

Here you can edit trainers for this course, visibility, change approval status, edit sessions, or make the course a paid or unpaid training.

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Note: Why aren't students seeing my training? Be sure to make the lesson visible. This is an important step because you will not be able to make the training visible until there is at least one visible lesson. Click save.

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Once a training is complete, there are other modifications that can be made such as session, the option to charge for a training, and training sets. Here are some tutorials on how to complete these additional tasks.
Training Sessions: https://www.safetyspot.com/blog/using-the-sessio-17-06-27
Training Sets: https://safetyspot.com/blog/using-training-s-17-08-09
Paid Training: https://safetyspot.com/blog/paid-training-17-09-12

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Training Sets

Published on 08/09/17 by karyn.menzies@safetyspot.com
Updated on 07/03/18.

New Feature for Training

SafetySpot has launched a new feature for the Training Center. Training managers may now group a number of trainings under one set for an organization. When going into the training manager to add a new training, there is now the option to add, or begin, a training set. From there individual trainings may be added. Training sets previously added, along with all of the lessons attached, may also be added to a new training set in its entirety. For example, if 3 lessons were added to a lab safety training set, this entire set including the 3 lessons can be added to a new hire training set, if needed.

New Feature FAQs

How many lessons can we put into one training set?

There is currently no limit on the number of trainings that may go into a set.

Are trainers able to view enrollment by training set?

Yes, there is an option to view enrollment under details of a training set.

When will I need to import a training set?

Importing training sets can be useful for different reasons. You may need to import a training set if some of the lessons required are the same for another training set. Also, for restricted access equipment, managers may import the entire training set needed for access to that equipment.

Using Training Sets

Follow this link for a more in-depth tutorial on how to use the Safety Spot’s new training feature!
https://www.safetyspot.com/blog/using-training-s-17-08-09

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Training

Using Training Sets

Published on 08/09/17 by karyn.menzies@safetyspot.com
Updated on 10/10/18.

Starting a new training set; importing training and other training sets

Step 1

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

Step 2

Go to Training Management.

Step 3

Click +New at the top-left corner.

Step 4

Select New Training Set.

Step 5

Enter set name and click Create Training Set.

Step 6

Add existing training and training sets from the drop-down bar. Click add/import. Save.

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Importing a training set for access to restricted equipment

Step 1

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

Step 2

Select the equipment in which you'd like to attach a training set for access.

Step 3

Go to Access Requirements at the far right.

Step 4

Click Edit Required Training.

Step 5

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.

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Safety Shop

Safety Spot Shop: Item Search, Adding Items To Cart, Checkout

Published on 07/27/17 by karyn.menzies@safetyspot.com
Updated on 07/03/18.

Safety Shop

The SafetySpot Shop has all of your safety need from goggles to safety vests. Various industries from construction, labs, to restaurants have a need for safety supplies to keep their business running safely. Safety Spot makes searching for these items easy and we include specifics to ensure you are making the right purchase.

Searching for Items

The Safety Shop is easily accessible from the menu on the left. From here, we can search for safety items by typing in simple keywords to describe the desired product.
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Adding Item to the Shopping Cart

Once you've found your desired product, you'll need to select a location and quantity. Then, you can add this item to your shopping cart and either view your cart, checkout or continue shopping.

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Shopping Cart View

This is a view of the shopping cart from which you can continue shopping or continue to checkout.

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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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Reports For Site Activity

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

Stay Current with Site Activity Reports

Safety Spot now has a new feature for managers to report and communicate any events that took place at a particular site. If any work needs to be done and reported to the organization, managers can go into Reports and record events pertinent to the site. This feature includes the ability to attach equipment to the report, if the report includes a particular piece of equipment that may have been damaged or malfunctioning in some way, i.e. smoking, won't turn on, or making noises. From there, managers can update reports by marking any action taken and recording the service order number for this repair reaction.

Using this feature, managers may also generate a report for any date or dates, and view all activity for that time frame. This report may be printed or downloaded as a pdf.

New Feature FAQs

What is a Site Activity Report?

A Site Activity Report is a feature that lets users record daily activities. This is ideal for routine inspections or equipment logging. Dates and activities for each entry, along with the selected equipment, are saved for future data analysis.

Who has access to this feature?

Users with manager status are able to create, edit, and delete activities. Regular users are able to view reports posted to the bulletin board.

Can I add equipment from this feature?

Yes, a manager is able "Quick Add" equipment from this feature.

Am I able to view a summary of the activities?

Ye...

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Reports

Using Site Activity Reports

Published on 07/07/17 by karyn.menzies@safetyspot.com
Updated on 10/23/18.

Site Activity

Communicate with members of your organization easier with Site Activity Activity Reports. Start by going into the Reports tab and clicking on Site Activity. This will bring you to the site activity homepage where you can select the specific site in which you’d like to report an activity. After selecting the site, you are able to add reports and view existing records on the next page. When adding a new report, you will need to enter a date, select equipment if needed, and a message.

Step 1

Go to Site Activity Reports from the drop-down menu at the top, left corner.

Step 2

Select a site.

Step 3

Fill out the information under Add New Record; date, equipment, and explain the event/issue with this equipment. Save activity and the entry will be recorded at the bottom of te screen.

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Adding Action Taken

Once an activity report is saved, managers may go back and add any action taken regarding this issue.

Step 1

From the selected site's Site Activity page, locate the record, and click the small gear button to the right.

Step 2

Click on the box with the 3 dots on the right.

Step 3

Select Action Taken and fill in what action has been taken regarding this issue. Save activity.

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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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New Training Feature: Sessions

Published on 06/27/17 by karyn.menzies@safetyspot.com
Updated on 07/03/18.

New Training Feature

Safety Spot has launched a new feature for trainers. The training management module now includes Training Sessions. Training Sessions allow trainers to create and manage training sessions within the online training module. Trainers can now create sessions, such as a fall or spring sessions. Sessions may be toggled opened and closed to better manage enrollment and required trainings.

New Feature FAQs

Can students enroll in a closed session?

No, when enrolling in a course, students are only able to view and enroll in open sessions. Closed session will not show up in the selection bar.

Is there a limit on the number of enrollments for a session?

Not at the moment. Our team is actually working to implement this feature soon.

Can a student change their session enrollment?

The enrolled session may be changed; however, this must be done by a trainer.

If a student cancels a training, will a refund be issued?

If a refund is required, please contact Safety Spot at help@safetyspot.com

Using the Sessions feature

Follow this link for a more in-depth tutorial on how to use Safety Spot’s new feature!

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Training

Using The Sessions Feature

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

Getting Started with Sessions

To use the sessions feature, go into the training center and click on training management. Here is the list of your available trainings. Click on edit training for the training you'd like to add sessions to. At the bottom of the edit training screen is a toggle selection for sessions.

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Editing Sessions

Once sessions are turned on, you can click on the edit training sessions option. This is where sessions are added. You can add sessions by title, start date, and open or close a session.

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Enrolling in a Session

Now, when a student enrolls in a training course, they will be prompted to select a session. Notice the closed sessions do not appear.

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Managing Sessions

Now that there are users enrolled, trainers can go in and manage enrollment by session. Under the training manager, click on enrollment for the same training we added sessions to and enrolled in. This view will show enrollment for all sessions. The selection bar allows you to choose a specific session and view enrollment based on...

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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...

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Training

Adding Trainers & Requiring Approval

Published on 06/27/17 by karyn.menzies@safetyspot.com
Updated on 11/06/18.

An important feature of the Training Management tool is being able to add trainers to trainings. Now when managers go in to edit or create a new training, they are able to add trainers. Managers are also able to select whether a training requires approval.

Adding Trainers

Step 1

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

Step 2

Go to Training Management.

Step 3

Select the training in which you’d like to add a trainer, and click edit training, or click ‘add new’ to create a new training. Now we’re editing or creating a training.

Step 4

Scroll past the title, description and time of the training, and you will see a drop box in which to select and add trainers. Be sure to save this change.

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Requiring Approval

Also on this form, you will see where we can toggle select whether we want to require approval for this course. Once this change is saved, you will see that approval is required for enrolling in this course.

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Safety Shop

Safety Spot, Inc. Wallet

Published on 06/01/17 by karyn.menzies@safetyspot.com
Updated on 07/03/18.

New Feature for Safety Shop

SafetySpot’s Safety Shop now has a new feature to make payments easier! Instead of re-entering your credit card information for each purchase made in the safety shop, customers now have the option to save payment methods for future purchases. Cards may now be stored in a virtual wallet after a payment is made.

New Feature FAQs

Can multiple cards be stored in the wallet?

Yes, multiple cards can be stored. Cards may be stored after a purchase, so as long as the card is used for a purchase it may be added to the wallet. A card will set as the default payment option, but this can be changed in the wallet settings.

Can I add a payment option without making a purchase?

No, a card may not be added directly to your wallet without using the card to make a purchase. The option to save the credit card information is included the checkout process.

Will my credit card information be stored automatically when I make a purchase?

No, your information is not saved automatically. There is a box (located at the bottom of the payment form) that must be checked in order to store your information. Customers also have the option of deleting a payment method from their wallet.

Using the Safety Spot Wallet

Click here for a more in-depth tutorial on how to use the Safety Spot’s new wallet feature!

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Safety Shop

Using New Wallet Feature

Published on 06/01/17 by karyn.menzies@safetyspot.com
Updated on 07/03/18.

Safety Spot’s new wallet feature

Located at the bottom of the payment information form, there is the option to save your credit card information to a virtual wallet that may be used for quick, 2-click purchases in the future. Check this box only if you want your payment information saved.

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Once a card is saved to the wallet, it will become the default payment method for future purchases. After selecting the address for your order, your default card will appear, so you simply have to click Place Order.

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Storing cards in the wallet

Please note that cards are not stored across organizations; only within the organization in which the purchase was made, will your credit card information be stored. If storing multiple cards, the first card used is automatically set as your default card. Your default card may be changed by going into settings>payment methods, or clicking the Open Wallet option.

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Teams: Certifications, Leads, And Bulletin + Guest Services

Published on 04/21/16 by admin@safetyspot.com
Updated on 07/03/18.
Release 1.2.0

Let's imagine for a second that you are a Manager at the FooBar Organization. As a manager, you probably have a team of employees; and as a manager, your job is to manage this team.

This is why we have included, as one of our core modules, the Team Management feature — let's take a quick overview on its functionality and how it could be used to serve your needs.


Creating a Team

To create a team, you must first have a Manager Account in the Organization (if you do not, you can send a request under Organization Settings). With a Manager Account, you should find the following form under Team Management:

create-team

After entering a name to create a Team, the next step is to Add Members:

add-members

And as simple as that the Team is complete! But before you go and create your teams, let's explore the different functionalities that we have included for Teams.


Team Settings

Firstly, you will notice the Navigation Menu on the left has a link to Certifications. This link will bring you the the Team's Certification Settings where you can assign any of the available certifications to your team.

team-certs

Unless otherwise specified, all the Team Leads will receive notifications when a team member completes any of Team's Certifications.

Speaking of Team Leads, this is ano...

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Multiple Memberships, Notifications And More

Published on 03/27/16 by diego.diaz@safetyspot.com
Updated on 07/03/18.
Release 1.1.0

Safety Spot is releasing version 1.1.0 and we are very excited to launch the following features.

Memberships

Users can join multiple Organizations

We are introducing the ability for users to join several organizations using the same account; there's a couple of ways to do that. In Account Settings, there is now a dropdown that allows users to send a request to become a member an Organization, even after the user is already member of one:

You may have also noticed the new Organizations Dropdown in the Navigation bar. Users can use this to quickly send a request or switch between the Organizations they already belong to.

We hope this feature will allow users to seamlessly switch between organizations and eliminate the need to create a different account for each one.


Notifications

Keeping Users informed

With this release, we are also introducing Notifications. Users will now get notified when they have been added to an organization, when they are given a Manager Role, and many more actions that are relevant to the user. When notifications are sent, the user will see a number on the top navigation bar corresponding to the number of new notifications.

notifications

This feature has enormous potential and will be expanded as Safety Spot grows.


Name Input

Users can eas...