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Lesson Prerequisites

Published on 12/14/18 by karyn.menzies@safetyspot.com

A new feature added to Safety Spot Training allows managers and trainers to require prerequisites for individual lessons within a training course.

Step 1

Go to the Training Centert from the drop-down menu in the top, left corner.

Step 2

Go to Trainer Management.

Step 3

Scroll to and select the course you'd like to edit. Click Edit Training.

Step 4

Scroll down to the lessons of this course. Go to the lesson you'd like to edit and click Edit Lesson.

Step 5

Scroll to Prerequisites and click the bar to add lessons as prerequisites.

Step 6

Click save.

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Note: Now when a user goes to enroll in this lesson, they will receive a message to first complete this lesson's prerequisites.

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Prerequisites

Published on 12/04/18 by karyn.menzies@safetyspot.com

We've added a new feature to Safety Spot Training. Managers and trainers may now add prerequisites to a training. This will require users to complete listed prerequisites before enrollong in a training course.

Step 1

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

Step 2

Go to Training Management.

Step 3

Scroll to the desired training, and click edit training. on the right.

Step 4

Scroll down to Prerequisites and toggle ON.

Step 5

Now, add the trainings you'd like to have as prerequisites for this training. Save.

Note Now when a user goes to enroll in this training, they will receive a pop-up message prompting them to complete the listed prerequisite trainings before enrolling.
The prerequisite trainings can also be seen when viewing the training's main page.

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Bulk Member Upload

Published on 11/22/18 by karyn.menzies@safetyspot.com

New to Personnel Management is the ability to bulk upload members to an organization.

Bulk uploading members

Step 1

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

Step 2

Go to More and click Upload Bulk Member List

Step 3

Click Download Template

Step 4

This will take you to the Excel template. Fill in members' first and last name and email. Phone numbers are optional.

Step 5

Save the spreadsheet as a .CSV file

Step 6

Go back to Safety Spot and click Browse. Select the saved Excel file.

Step 7

Click Import CSV.

Step 8

To ensure the members have been added, go to Sort at the top, right corner. Select Newest First. This will reorder the list of members by putting the newly added members first.
You should see the new members you've added at the top of this list.

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Duplicate Equipment

Published on 11/21/18 by karyn.menzies@safetyspot.com

How To Create Duplicate Equipment

Step 1

Select the equipment you'd like to duplicate from the main page or the Equipment & Assets page.

Step 2

Click on the 3 small dots on the far right.

Step 3

Go to Make Duplicate.

Step 4

Here you can fill out details about the new equipment added. Users are urged to rename the model title of this equipment.

Step 5

Other details such as technical specifications, managers, and reservation options may also be edited. Click save.
This equipment has now been added to the organization's list of equipment.

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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.

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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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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.

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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...

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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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