How can I give Supervisors the ability to add new users in SafetyOne™?
In order to allow Supervisors to add new users to SafetyOne™, an Administrator will need to turn on Custom Permissions.
In order to allow Supervisors to add new users to SafetyOne™, an Administrator will need to turn on Custom Permissions.
Custom Permissions can be turned on for a Supervisor via the SafetyOne™ website once they have been added as a user.
Enable for New Supervisor Users
To add a new Supervisor with the ability to add new users, the Administrator will first need to log in to the SafetyOne website, then click the “Administration” drop-down menu.
Click on the “User” drop-down menu and click “Add User.”
Fill out the required data fields for the Supervisor, Employee ID, and select the User Role as “Supervisor.”
When the role of Supervisor is selected, the Custom Permissions toggle switch will appear. Turn on Custom Permissions to allow the Supervisor to add new SafetyOne™ users to the platform.
Note, this functionality should only be turned on for those Supervisors who understand the licensing agreement for the SafetyOne platform and who are knowledgeable about different roles and the access that is granted.
Enable for Existing Supervisor Users
To enable this permission for existing Supervisors, click the “Administration” drop-down menu, click “Users” and then click “List Users.”
Click the “Edit” icon next to the name of the supervisor you wish to give Custom Permissions. Then, turn on Custom Permissions using the toggle switch.
I assigned a training to a Trainee user, how do they recover their login information if they have forgotten their username/password?
If your employee does not remember their SafetyOne™ username or password, they will need to navigate to the login screen and click on the “Forgot Username / Password” links.
If your employee does not remember their SafetyOne™ username or password, they will need to navigate to the login screen and click on the “Forgot Username / Password” links.
If the employee needs to recover their username, they can click the “Username” link and enter their email address. They will then receive an email with their username.
If the employee needs to recover their password, they can click the “Password” link and enter their username. The system will send them an email where they can reset their password.
If an employee has forgotten both their username and password, they must first complete the steps listed above to recover their username, and then complete the steps to recover their password.
If the system doesn’t recognize them as a user, then it is likely because they never setup their account and password. In this case, the administrator will need to resend the welcome email.
To resend the welcome email, select the “Administration” option from the list on the left side of your screen. Then select “Users” and finally “List Users” from the dropdown menus. Click on the edit icon next to the name of the employee you want to resend a welcome email to.
If you see the “Resend Welcome” button, that means they never setup their account. If you don’t see the button, they will need to use the Forgot Username/Password” links on the login screen.
How can I access tree care-specific toolbox talks?
The tree care-specific toolbox talks are available in your SafetyOne™ account. To make them accessible via the mobile app, you will need to assign them to a group.
However, it is a best practice to first, create a toolbox talk group in the administrator website, then assign 52 toolbox talks to the group. This will allow you to easily assign the entire group of toolbox talks to future projects/crews.
The tree care-specific toolbox talks are available in your SafetyOne™ account. To make them accessible via the mobile app, you will need to assign them to a group.
However, it is a best practice to first, create a toolbox talk group in the administrator website, then assign 52 toolbox talks to the group. This will allow you to easily assign the entire group of toolbox talks to future projects/crews.
Setup
1. Create a toolbox talk group.
From the administrator website, click on the “SafetyOne™” section. Then, click on “Toolbox Talks.” Click “Toolbox Talk Groups,” then, add a new group and give it a name. We recommend naming the group something like “Tree Care Toolbox Talks”.
Pro Tip: You can set the group to automatically assign these toolbox talks to all existing and any new projects/crews by making it a default.
2. Assign toolbox talks to a group.
Now that the group has been created, assign the toolbox talks to the group. Locate the new group on the list and edit the group.
Filter the list of toolbox talks by using the search bar and entering the word “Tree Care.” This will display 60 tree care-specific toolbox talks. You can assign all of the toolbox talks to this group using the check box at the top of the page. Or, pick and choose the individual topics by selecting their individual check box.
In order to make these toolbox talks available on the SafetyOne™ app, assign the group to your project.
Contact your Client Technology Coordinator for more information.
How can I access landscape-specific toolbox talks?
The Landscape-specific toolbox talks are available in your SafetyOne account. To have them accessible from the mobile app, you’ll need to assign them to a project or crew.
We recommend, first, creating a toolbox talk group. This will make assigning future crews or projects the same set of toolbox talks much easier.
The landscape-specific toolbox talks are available in your SafetyOne™ account. To make them accessible via the mobile app, you will need to assign them to a project/crew.
However, it is a best practice to first, create a toolbox talk group in the administrator website, then assign all 52 toolbox talks to the group. This will allow you to easily assign the entire group of toolbox talks to future projects/crews.
Setup
1. Create a toolbox talk group.
From the administrator website, click on the “SafetyOne™” section. Then, click on “Toolbox Talks.” Click “Toolbox Talk Groups,” then, add a new group and give it a name. We recommend naming the group something like “Landscape Toolbox Talks” or Landscape Default Toolbox Talks.”
Pro Tip: You can set the group to automatically assign these toolbox talks to all existing and any new projects/crews by making it a default.
2. Assign toolbox talks to a group.
Now that the group has been created, assign the toolbox talks to the group. Locate the new group on the list and edit the group.
Filter the list of toolbox talks by using the search bar and entering the word “Landscape.” This will display 51 landscape-specific toolbox talks. Use the “Toggle All” switch to assign all of the toolbox talks to this group. Or, pick and choose the individual topics by toggling their individual switch.
The 52nd toolbox talk is titled “Fertilizer and Soil Amendment Safety/Seguridad de fertilizantes y enmiendas del suelo.” Enter the title in the search bar to locate the final toolbox talk. Toggle the switch on for this topic. Click “Done.”
3. Enable the Group for the Project.
Note: This step only applies if the group was not set as a default.
To assign this group of toolbox talks to projects/crews, use the “Assign Toolbox Talks to Project” screen. Select the project you want to assign, then turn on the group you just created.
Contact your Client Technology Coordinator for additional questions.
I assigned a training to a Trainee user, how do they receive their login information to access the training?
Once a user has been added as a Trainee in the administrator website, they will receive a welcome email with a link to setup their password. Once they setup their password, they will be able to login to the platform and access their assigned training.
Once a user has been added as a Trainee in the administrator website, they will receive a welcome email with a link to setup their password. Once they setup their password, they will be able to login to the platform and access their assigned training.
Can I create generic user accounts that are shared between multiple people for the SafetyOne platform?
No, Rancho Mesa’s user agreement requires that each SafetyOne™ user (i.e., Administrator, Supervisor, Employee, Field Employee, Training Manager, and Trainee) has their own individual username and password to ensure data integrity. Sharing generic logins is not permitted.
No, Rancho Mesa’s user agreement requires that each SafetyOne™ user (i.e., Administrator, Supervisor, Employee, Field Employee, Training Manager, and Trainee) has their own individual username and password to ensure data integrity. Sharing generic logins is not permitted.
This rule was established to prevent data integrity issues which would render certain functions unusable.
Data integrity is important when utilizing technology to manage and administer a safety program. Accurate data is imperative for documentation and reporting purposes.
For this reason, SafetyOne users cannot share logins to access and/or use the mobile app or website.
Issues Caused by Generic User Logins
Toolbox Talks
When a toolbox talk is completed in the SafetyOne mobile app, a report is automatically generated. The system logs the topic, project, date and time, and the person who conducted the toolbox talk. If multiple supervisors or foremen are using one login, the administrator won’t know who actually conducted the safety meeting and they won’t be able to filter or sort the records by the specific supervisor or foreman, either.
When providing individuals with their own login, the platform will accurately document who conducted the toolbox talk safety meeting.
Risk Observations
The Observations tool allows users to complete safety inspections or audits on their jobsites and facilities. If a generic login is used to access the SafetyOne mobile app and complete these observations, the report will not show the person who actually conducted the observation, nor could the person conducting the observation assign another user to correct issues that are found. Since the mobile app sends notifications based on the individual user, if a generic login is used, all users would be notified of an issue. This defeats the purpose of assigning an individual to fix an issue.
So, if there is an incident where an employee is injured as a result of something like a ladder failure and an inspection was done on the ladder only a day before the incident, and a generic user was assigned to fix the issue, the documentation would not accurately show who conducted the inspection nor who was actually assigned. It would only show the generic user logins. When providing individuals with their own login, the platform will accurately document who is responsible for the observation and correcting any issues that are found..
Mobile Forms
Mobile forms would also be negatively affected by using a generic SafetyOne login. Again, if a generic login is used to complete a mobile form, the person receiving the completed form will not know who it is from.
These are just a few examples of why using a generic user login for multiple people is not permitted in SafetyOne.
Contact your Client Technology Coordinator for additional questions.
How do I collect and manage Certificates of Insurance from my sub-contractors?
The SafetyOne™ platform can be used to collect and manage certificates of insurance for both the organization and it’s sub-contractors.
The SafetyOne™ platform can be used to collect and manage certificates of insurance for both the organization and it’s sub-contractors.
Setup
From the administrator website, the Mobile Form must setup.
1. Create a mobile form.
From the Mobile Forms/Create Mobile Forms screen, add a new mobile form. It can be as simple as adding the ability to upload a file and the Expiration Date. But, it’s up to each organization can collect as much or as little information as they want.
2. Turn on Alerts
From the Mobile Forms/Settings screen, enable Alerts to be sent to the appropriate internal recipient. This person will receive an email notification when someone submits their certificate of insurance through the platform. Click the Alerts icon and select the person(s) from the list.
3. Enable the Mobile Form for the Project
From the Administration/Projects/List Projects screen, enable the mobile form for the Projects for which the certificate will be uploaded.
Pro Tip: Enable the Certificate Mobile Form for all Projects and make it a standard form that is enabled every time a Project is added.
4. Create a Folder in the File Cabinet
You’ll want to organize your Certificates of Insurance in the File Cabinet. Add a folder for your Certificates of Insurance. You’ll add them to the folder once they have been received.
Pro Tip: Turn on the Project Specific Files, Expiration Date, and Contractor Specific Files so you can track all of that information for each certificate of Insurance.
Request Certificate of Insurance
1. Request Certificate of Insurance
Once you have setup the mobile form, turned on alerts, enabled it for your Project(s) and created a folder to store the certificates, you are ready to request the certificate of insurance.
From the Mobile Forms/QR Codes screen, find the mobile form in the list and select the Project name. Click download. Either copy the URL or download the QR Code.
You can open your email and paste the URL directly into the body of the email.
The recipient will click the link in your email and complete the form.
Upon completing the form and attaching the Certificate of Insurance PDF and clicking “Submit,” an email alert will be sent to the person submitting the certificate along with the user that was selected in the administrator website.
Review and Manage Certificates of Insurance
Once the alert email is received, you are ready to review the certificate of insurance.
1. Review the Certificate of Insurance
Either click the in the email or open the SafetyOne website.
From the Mobile Forms/View Reports screen, locate the submitted Certificate of Insurance Request Form. Click the View icon to see the submitted information.
Click the attachment and review the certificate of insurance.
Submitted Certificate Mobile Form in web browser
Submitted Certificate Mobile Form on SafetyOne™ website
2. Document the Certificate of Insurance
From the File Cabinet, open the Certificates of Insurance folder you previously created. Click “Add File.” Enter the Contractor, Expiration Date and Project (if those fields are available). Click Upload.
Now, your certificates of insurance will be accessible through the mobile SafetyOne app for those who are assigned to the Projects.
How should I use job groups when assigning training?
Job training groups work the same way as employee groups, only you group trainings together rather than employees. This allows you to choose a list of trainings that need to be done within a group rather than having to make each training active when you assign training to employees.
Job training groups work the same way as employee groups, only you group trainings together rather than employees. This allows you to choose a list of trainings that need to be done within a group rather than having to make each training active when you assign training to employees.
For our example, we can create a “Driver Training” job training group for all the driver trainings that are available in the platform..
How should I use employee groups when assigning online training?
Employee groups can be set up when there are employees that are categorized the same way and take the same training. This makes it easier to assign training to a group of people rather than assign them one at a time.
Employee groups can be set up when there are employees that are categorized the same way and take the same training. This makes it easier to assign training to a group of people rather than assign them one at a time.
For example, there might be a group of supervisors that need a specific sexual harassment prevention training course and another group of employees who need a different sexual harassment prevention training. By creating employee groups, these supervisors or employees can be grouped together. This makes assigning trainings easy.
What is the difference between an Employee and Field Employee?
The Employee role provides access to perform tasks from the mobile device, but they are unable to delete or edit information from the website. They are only able to view any information that they generated from the website as well as access the their online trainings.
Field Employees are able to perform tasks from their mobile devices and only access their online trainings.
The Employee role provides access to perform tasks from the mobile device, but they are unable to delete or edit information from the website. They are only able to view any information that they generated from the website as well as access the their online trainings.
Field Employees are able to perform tasks from their mobile devices and only access their online trainings.
What role should I select for employees who only need training?
The Trainee permission structure allows users to only perform Training and generate a certificate of completion. They cannot log into the mobile application.
The Trainee permission structure allows users to only perform Training and generate a certificate of completion. They cannot log into the mobile application.
When uploading a spreadsheet of employees into the administrator website, the Role column should read “Trainee.” This will ensure that the correct permissions will be assigned.
Can the observation reports be fully customized to match our company branding?
There are four standard report templates to choose from that display your company’s logo and custom footer text (i.e., disclaimer).
If additional customization like a specific font and color scheme is desired, it can be done for a fee to cover the development costs.
There are four standard report templates to choose from that display your company’s logo and custom footer text (i.e., disclaimer).
If additional customization like a specific font and color scheme is desired, it can be done for a fee to cover the development costs.
Is there the ability for conditional formatting in mobile forms?
Yes, within the mobile form creator, a “Nested Option” provides a way for companies to provide specific follow-up questions depending on the answers chosen for that specific question.
Yes, within the mobile form creator, a “Nested Option” provides a way for companies to provide specific follow-up questions depending on the answers chosen for that specific question.
Are you able to track individual mobile users’ data to determine who has completed forms on time and who hasn’t?
From the administrator website, completed mobile forms can be filtered and/or sorted by the name of the user who completed the form along with the date the mobile form was completed.
For SafetyOne™ Pro Analytics users, Daily Form Completion Checks, along with custom alerts, can be used to notify a user when an analytical condition exists. These can be used when certain thresholds are not being met or when specific conditions merit further analysis.
From the administrator website, completed mobile forms can be filtered and/or sorted by the name of the user who completed the form along with the date the mobile form was completed.
For SafetyOne™ Pro Analytics users, Daily Form Completion Checks, along with custom alerts, can be used to notify a user when an analytical condition exists. These can be used when certain thresholds are not being met or when specific conditions merit further analysis.
Why aren't my employee's Certifications showing up when we scan their QR Code?
The employee certifications and training history is available via the employee’s individual QR codes when the employee has an employee ID entered on the desktop administrator website and the certification/training record is in the Training section of the desktop administrator website.
The employee certifications and training history is available via the employee’s individual QR codes when the employee has an employee ID entered on the desktop administrator website and the certification/training record is in the Training section of the desktop administrator website.
Note, the Training Documentation “Hide Old Training” option will affect if all certifications/trainings are shown or just the most current version.
