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Chemical Management

Chemical Inventory: Edit Container Type

Published on 02/13/19 by karyn.menzies@safetyspot.com

Chemical Inventory Management has been updated to include container type. Now, when adding or editing a chemical, its container type can be input and edited.

Step 1

Go to Chemical Management from the drop-down menu in the top, left corner.

Step 2

Scroll to the desired site from this list and click Go to Chemical Inventory.

Step 3

Click the small, gear button located on the far left, near the chemical you'd like to edit.

Step 4

Scroll to Container and edit as needed. Note: Container type may also be input when initially adding a new chemical.

Step 5

Be sure to save.

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Locations

Create/Edit Site Liability Waivers

Published on 01/25/19 by karyn.menzies@safetyspot.com

You can create and edit a liability waiver at each kiosk location.

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Step 1

Go to the settings page of the desired location. (Select Location from the drop-down menu in the top, left corner. Select a site/location. Click the gear Settings button in the upper, right corner.)

Step 2

Go to Visitor Check-In.

Step 3

NoteVisitor Check-In must be ON for this location. Then click Add Release and Liability Waiver below.

Step 4

Edit the waiver as needed in the content box. Click Create to save.

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Training

Creating Merchant Accounts

Published on 01/25/19 by jose.vega@safetyspot.com
Release 2

Merchant accounts allow trainers, manager, and administrators to 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.

Setting Up a Merchant Account

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

Learn how to grant administrator privileges here: https://safetyspot.com/blog/granting-adminis-19-01-24

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 from the menu on the left 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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Chemical Management

Create New Chemical Manufacturer

Published on 01/25/19 by jose.vega@safetyspot.com
Release 2

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 i...

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General

Edit Training

Published on 01/25/19 by jose.vega@safetyspot.com
Release 2

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://safetyspot.com/blog/using-the-sessio-19-01-24
Training Sets: https://safetyspot.com/blog/using-training-s-19-01-24
Paid Training: https://safetyspot.com/blog/paid-training-19-01-24

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Chemical Management

Remove Or "Shelve" A Chemical

Published on 01/25/19 by jose.vega@safetyspot.com
Release 2

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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Asset Management

Shareable Assets

Published on 01/25/19 by jose.vega@safetyspot.com
Release 2

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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General

Global Search

Published on 01/25/19 by jose.vega@safetyspot.com
Release 2

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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Maximum Session Enrollment

Published on 01/25/19 by jose.vega@safetyspot.com
Release 2

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

Generating Training Certificates

Published on 01/25/19 by jose.vega@safetyspot.com
Release 2

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 e...

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Training Certificates

Published on 01/25/19 by jose.vega@safetyspot.com
Release 2

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The latest feature on the Safety Spot module is Training Certificates. This allows users to download a certification showing completion of a training course. The certificate is downloaded as a PDF as can be printed directly from the site. Managers are also able to generate and print multiple certificates for users.

FAQs

When will my Training Certificate be available for download and printing?

You will be able to generate and print your certificate upon completion of the course, and after any approval needed by the manager or trainer has been fulfilled.

Are users able to print all of their certificates in one place the way managers can?

No, not at this time. Users must print certificates individually by course. Only managers are able to generate all of a users certificates at the same time.

Follow this link for a step-by-step guide on how to generate and print Training Certificates.

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Training

Training Registration And Refunds

Published on 01/25/19 by jose.vega@safetyspot.com
Release 2

After setting up a Merchant Account, users are able to register for your course and submit payment directly to you through the Safety Spot interface. If a refund needs to be issued, this can also be directly on the website.

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 for a Training

Step 1

Go to the Training Center on Safety Spot

Step 2

Search and select the Training you would like to enroll in.

Step 3

Select a session and complete the payment form. You will receive a confirmation message and email.

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View Transactions and Issue Refunds

Step 1

Click on the Organization icon in the top, right corner.

Step 2

Select Merchant Accoun...

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Training

Share Training With Other Organizations

Published on 01/25/19 by jose.vega@safetyspot.com
Release 2

New to the Safety Spot training module is the option to share a specific training with other organizations. Once a training is complete, edited, and visible, you are able to share this training with another organization on Safety Spot.

Step 1

Start out by going into the Training Center from the drop-down menu at the top, left corner.

Step 2

Click on the blue Training Management box near the top, right corner.

Step 3

Scroll to the training you'd like to share, and click on Edit Training.

Step 4

At the top, right corner of this editing page, click on the blue Add Organization link to share this training with another organization.

Step 5

Type in the name of the organization you'd like to share this training with, and hit send. A confirmation message will pop up, click ok, and the training has been shared.

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Training

Enrollment Management

Published on 01/25/19 by jose.vega@safetyspot.com
Release 2

For training and certifications to run smoothly, it is important to have access to and manage enrollment. In the Trainer Management module, managers, trainers, and administrators have access to a full list of all enrolled users, including enrollment details and contact info. This step-by-step guide will help you navigate through the Trainer Management to manage enrollment details.

Changing Sessions of Enrolled Users

If a user needs the session they are enrolled in changed for any reason, this can be done in the Trainer Management section.

Step 1

Go to the Training Center from the menu on the left.

Step 2

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

Step3

Go to the training course you'd like to manage and click on Enrollment.

This takes you to a list of all enrolled users.

Step 4

By clicking on Show Details, additional info for this user can be viewed, including session and contact info.

Step 5

Go to Session Enrolled and select the appropriate session in which you'd like to enroll this user in.

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Contacting Students

In the Enrollment section of Trainer Management, information of each user can be found, such as phone number and email. This is useful if a trainer or manager needs to contact a student directly.

Step 1

Go to the T...

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General

Merchant Accounts | How To Create And Use A Merchant Account

Published on 01/25/19 by jose.vega@safetyspot.com

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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Personnel Management

Adding Members To An Organization

Published on 01/25/19 by jose.vega@safetyspot.com
Release 2

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 or...

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Training

Adding Trainers & Requiring Approval

Published on 01/25/19 by jose.vega@safetyspot.com
Release 2

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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Personnel Management

Assign Required Training

Published on 01/25/19 by jose.vega@safetyspot.com
Release 2

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 ...

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Personnel Management

Granting Administrator Privileges To Managers

Published on 01/24/19 by jose.vega@safetyspot.com
Release 2

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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Chemical Management

Automatically Build And Print Safety Data Sheets (Sds) Binder

Published on 01/24/19 by jose.vega@safetyspot.com
Release 2

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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Equipment Management

Uploading Pictures For Equipment And Locations

Published on 01/24/19 by jose.vega@safetyspot.com
Release 2

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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Personnel Management

Manager Password Reset

Published on 01/24/19 by jose.vega@safetyspot.com
Release 2

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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Training

Using Training Sets

Published on 01/24/19 by jose.vega@safetyspot.com
Release 2

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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Training

Granting Trainer Privileges

Published on 01/24/19 by jose.vega@safetyspot.com
Release 2

As a manager or administrator, you may need to grant a member of your organization with Trainer privileges. This allows this member to add and edit trainings on your organization's platform.

Step 1

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

Step 2

Click on Personnel Management from this drop-down menu.

Step 3

Here you will see a list of all the members of your organization. Find the member you'd like to grant trainer privileges, and click on the edit button on the right.

Step 4

Once in the member's profile, scroll down to Trainer and toggle ON, then click save.

Step 5

Once the profile is updated, you will see a green check by the Trainer label.

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Training

Using The Sessions Feature

Published on 01/24/19 by jose.vega@safetyspot.com
Release 2

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 ba...