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Asset Scheduler

Published on 03/09/20 by karyn.menzies@safetyspot.com

Our latest feature makes viewing and making new reservations of available equipment more easily accessible.

Step 1

From the drop-down menu in the top, left corner, go to Asset Scheduler.

Step 2

Select whether you want to search reservations by location or equipment.

Step 3

When searching by location, choose the site of the equipment. When searching by equipment, type in or select equipment from the list.

Step 4

Find and select the desired date and time by clicking the box where the time and desired equipment name intersect.

Step 5

Enter details for the reservation. Save.

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Equipment Calendar View

Published on 02/07/20 by karyn.menzies@safetyspot.com

Our latest feature, the Equipment Calendar View, displays all scheduled equipment information within a location in a calendar view.

Step 1

From the drop-down menu on the left, go to Locations.

Step 2

Select the desired location.

Step 3

Go to Equipment and Personnel.

Step 4

Select the box labeled Calendar View.

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Chemical Management

Bulk Chemical Inventory Upload

Published on 02/05/20 by karyn.menzies@safetyspot.com

The Chemical Inventory Bulk upload feature allows managers to generate a spreadsheet with all of the chemical inventory information for a particular site.

Step 1

From the drop-down menu in the top, left corner, go to Chemical Management.

Step 2

Click the More box in the upper, right corner.

Step 3

Select General Information.

Step 4

Click More in the upper, right corner.

Step 5

Select Chemical Inventory Bulk Upload.

Step 6

Select the desired site.

Step 7

When prompted, open the file to view the spreadsheet.

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Training Report

Published on 01/31/20 by karyn.menzies@safetyspot.com

Training Reports is our latest feature for training management. This feature allows managers to generate a spreadsheet for its organization including information such as each member's individual training completion and approval status. The spreadsheet also includes member contact information, enrollment date, training expiration, and payment information.

Step1

From the drop-down menu in the top, left corner, go to Training Center.

Step 2

Select Go to Trainer Management in the upper, right corner.

Step 3

Click More in the upper, right corner and select Generate Training Report

Step 4

The complete Excel spreadsheet will be emailed to you.

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Sds Binder Update

Published on 01/21/20 by karyn.menzies@safetyspot.com

An update to the Chemical Inventory module addresses chemicals with no functional SDS sheet. Now, when the SDS email is sent, if no SDS information exists, it will be displayed as shown below.

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Note: This tutorial explains how to generate/download an SDS binder.

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Location Access Requests

Published on 01/21/20 by karyn.menzies@safetyspot.com

An update to the Request Dashboard, Location Requests, allows managers to utilize the dashboard to approve building, room, and other location access requests.

Step 1

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

Step 2

Go to Requests & Feedback

Step 3

Select Location Requests. New and past requests will appear here.

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Standard Operating Procedures (Sops)

Published on 12/19/19 by karyn.menzies@safetyspot.com

A Standard Operating Procedures tab is now available under the Documents module.

Step 1

Go to the drop-down menu in the top, left corner and select Document Center.

Step 2

Click the SOPs tab.

Step 3

To add new SOP documents, click the +Attach New box on the right.

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Training Center Slide Captions

Published on 12/19/19 by karyn.menzies@safetyspot.com
Updated on 01/07/20.

The latest feature added to Training Management allows captions on training slides.

Step 1

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

Step 2

Click the Trainer Management box in the top, right corner.

Step 3

Scroll to the desired training and click Edit Training on the far right.

Step 4

Scroll down to the desired lesson and click Edit Content.

Step 5

Click the slide in which you'd like to attach a comment and click the Edit button on the top, right next to the small gear icon.

Step 6

Type in the desired caption and click Save.

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Location Check In With Email

Published on 12/14/19 by karyn.menzies@safetyspot.com

Our latest deployment is the Location Check-In with email. This feature allows students and personnel to check-in to labs, shops, and maker spaces, etc. with their email.

Step 1

Go to the drop down menu in the top, left corner.

Step 2

Go to Kiosk.

Step 3

Select Location Check-In.

Step 4

Choose Location.

Step 5

Click Check-In.

Step 6

Type in your email. Click Check-In.

Step 7

Be sure to look for the welcome banner at top of screen after checking in.

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Note: This updated kiosk code also features a tab under each location that lists people that have checked-in. To view this list, follow he steps below.

Step 1

Go to the drop down menu in the top, left corner.

Step 2

Go to Locations.

Step 3

Click the Check-In tab.

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Equipment Management

Equipment Settings: Viewable Or Hidden

Published on 11/05/19 by karyn.menzies@safetyspot.com

We have now deployed the equipment view feature. All managers and admins will be able to search/find/view equipment regardless of viewable/hidden status. However, non-managers and admins will not be able to view hidden equipment. The default setting is visible.

Step 1

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

Step 2

Scroll to and select the desired equipment.

Step 3

Click the small gear Settings button in the top, right corner.

Step 4

Under Visibility, toggle select ON or OFF, as desired.
Note: Visibility must be ON for users to see this equipment. When set to OFF only organization and equipment managers will be able to view.

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New Nfc Card, Smartphone And Watch Reader For Equipment Energizers

Published on 10/26/19 by admin@safetyspot.com
Release NFC 1.1

The new NFC card, smartphone and watch reader Equipment Energizer add-on option enables access to your equipment through tap card, phone or watch tap automatically. This new capability was publicly disclosed at ISAM 2019 in New Haven, CT @ Yale University. Your safetyspot community is growing. This directly results in advancing practical commercial grade technologies for your shop, lab, facilities and maker space to Make it Smart and Keep it Safe.

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Equipment Management

New Auto Allow Equipment Access

Published on 10/08/19 by karyn.menzies@safetyspot.com

The new Auto-Allow Equipment Access feature automatically allows access when training requirements are completed for a specific piece of equipment.

Step 1

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

Step 2

Scroll to and select the desired equipment.

Step 3

Click the small gear Settings button in the top, right corner.

Step 4

Go to Restricted Access from the menu on the left.

Step 5

**Note: Restricted Access must first be turned on to access the auto-allow feature.
Once Restricted Access is on, toggle select ON the auto-allow feature

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Document Center

Published on 10/05/19 by karyn.menzies@safetyspot.com

The Document Center allows users to search for and upload documents such as liability waivers, permits, and plans & policies.

Liability Waivers

Step 1

From the drop-down menu in the top, left corner, go to the Document Center.

Step 2

Select Liability Waiver.

Step 3

Search for existing liability waivers in the search bar.
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Permits

Step 1

From the drop-down menu in the top, left corner, go to the Document Center.

Step 2

Select Permits.

Step 3

Search for existing permits or attach new permits by clicking +Attach New.
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Plans & Policies

Step 1

From the drop-down menu in the top, left corner, go to the Document Center.

Step 2

Select Plans & Policies.

Step 3

Search for existing plans and policies or attach new plans and policies by clicking +Attach New.

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Chemical Management

Make Chemical Inventory Owner Anonymous

Published on 05/17/19 by karyn.menzies@safetyspot.com

With the latest feature in Chemical Management, managers may now make their organization's chemical inventory owner anonymous, making only personnel with management or administrative clearance able to see this information.

Step 1

Click on the circular group icon in the upper, right corner and click on the organization title.

Step 2

Select Chemical Management from the menu on the left.

Step 3

Toggle select ON the Anonymous Chemical Owner option to allow only managers and administrators to view ownership information.

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Chemical Management

Change Chemical Inventory Location

Published on 05/17/19 by karyn.menzies@safetyspot.com

How to move chemical inventory from site to site.

Step 1

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

Step 2

Scroll to the desired site or space and click Go to Chemical Inventory.

Step 3

Click the small gear button labeled Edit in the upper, right corner.

Step 4

Go to the Location field and edit the location of this chemical inventory. Save.
Note the listed location of this chemical inventory changes.

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Personnel Management

Form Builder For Onboarding

Published on 05/16/19 by karyn.menzies@safetyspot.com

The Form Builder MVP is a new feature that allows managers to customize the fields required when onboarding a student or employee to the organization's Safety Spot.

To access the Form Builder MVP:

Step 1

Click on the circular group icon in the top, right corner and click on the organization name.

Step 2

Go to Settings by clicking the small gear button near the top, right corner of the organization page.

Step 3

Go to Privacy to access the form builder for new accounts.

Step 4

Toggle select ON to require more information in requests.

Step 5

Click Edit Required Questions.

Step 6

Select +Add More to add fields for new questions. Edit questions as needed. Be sure to click Save.

Note:Responses can be found within your requests dashboard under membership requests.

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Personnel Management

Training Status

Published on 04/10/19 by karyn.menzies@safetyspot.com

Manager may view the expiration status of trainings assigned to members of their organization via Personnel Management.

Step 1

Click the circular group icon in the upper, right corner and go to Personnel Management.

Step 2

Under the Training column, a check mark indicates there are no training assignments pending. An exclamation point indicates a training is not current.

Step 3

Under the exclamation point, you may click on the incomplete assignment.

Step 4

This takes you to the personnel profile. Click the arrow next to Courses to view details and state of training completion.

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Equipment Management

Equipment Request

Published on 04/08/19 by karyn.menzies@safetyspot.com

An additional feature of the Request Dashboard is Equipment Requests. Managers may view and accept or deny equipment requests as well as download the organization's equipment request history.

To access Equipment Requests via the Request Dashboard:

Step 1

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

Step 2

Go to Requests. This takes you to the Request Dashboard.

Step 3

Select Equipment Requests from the menu bar.

Step 4

New requests will appear at the top of this page. You may accept or deny new requests and view request history.

Step 5

To download the organization's entire request history, click the Download Equipment Request History link at the top, right corner.

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Community Feedback

Published on 03/25/19 by karyn.menzies@safetyspot.com

As part of the new Request Dashboard, Community Feedback allows managers to view all feedback history for their organization. Managers may download feedback history as well as view the details of each entry, including who sent the feedback and what it's regarding.

To access Community Feedback via the Request Dashboard:

Step 1

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

Step 2

Go to Requests. This takes you to the Request Dashboard.

Step 3

Click on the Community Feedback tab. Here managers can download feedback history and view feedback details.

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Request Dashboard

Published on 03/25/19 by karyn.menzies@safetyspot.com

The Request Dashboard is a new feature for managers on Safety Spot. The Request Dashboard allows managers to view and manage all membership requests for their organization.

To access the Request Dashboard:

Step 1

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

Step 2

Go to Requests. This takes you to the Request Dashboard where you can view new and old membership requests for your organization. New requests will appear at the top of this list.

Step 3

There is also a link in the upper, right corner to download the organization's entire request history.

Step 4

The Community Feedback tab shows all feedback received for this organization. Managers are able to view details of feedback such as who it was sent from, the organization name, and what the feedback is regarding.

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Training Center

Maximum Session Enrollment

Published on 01/25/19 by jose.vega@safetyspot.com
Updated on 01/07/20.
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 Center

Course Preview

Published on 01/25/19 by jose.vega@safetyspot.com
Updated on 01/07/20.
Release 2

Since some trainings require payment for the course, users now have the ability to preview the course before enrolling and paying for it. Managers can set a lesson as a preview, or create a separate course to serve as a preview course.

FAQs

How much of the course will users get to see in the preview?

This is up to the trainer or manager of the course. Trainers may create a short \"preview course\" or make the entire course available as a preview. Of course, this will not count as completing the course.

Are previews only available for paid trainings?

No, but the main purpose for previewing is to allow users to make sure they want to take the course before paying.

Follow this link for a step-by-step guide on how to use and create course previews.

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Merchant Accounts

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

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.

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Training Center

Training Sets

Published on 01/25/19 by jose.vega@safetyspot.com
Updated on 01/07/20.
Release 2

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!

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Personnel Management

Personnel Management: New Layout & Training Reminders

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

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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