How can I embed links in observation questions?

You can add imbedded links for websites or files to custom Observation questions in the SafetyOne™ Administrator Website, providing your employees with direct resources accessible from the SafetyOne Mobile App.

You can add a link to a file stored either in SafetyOne’s File Cabinet or any online file storage site, such as Dropbox. For a file stored in the File Cabinet, click “Share” in the dropdown of the corresponding file and retrieving the link.

You can also link to a website, however, if this URL is changed, the embedded link will also need to be updated in order to work.

Setup

1. Create a Custom Category

Before adding custom questions or embedding links, you must first create a custom category.

To do so, login to the SafetyOne Administrator Website. Click the “SafetyOne” dropdown, then “Observation,” then “Categories.” Select “Custom Categories” and “Add Custom Category”. Name your category and assign it to your projects.

2. Create a Custom Question

Next, add a custom question.

From the “Observation” dropdown menu, click “Questions,” then “My Questions.” Select “Add Question” and select the custom category that this question will be a part of and add the question’s text.

3. Embed a Link

To embed a link in this question, click the link icon next to the “Question” header. From here you will be able to copy and paste a link to a website or file stored online into “Web Address.”

“Display Text” will be what is hyperlinked in the question. This could be a title of the document, website, or a corresponding section of the question.

You can also add a “Title”, but this won’t be visible for those conducting the Observation on the Administrator Website or Mobile App.

If you need to edit the link or display text you can select “Edit” from the “My Questions” screen. Then, click the linked text and edit the appropriate sections.

Once a category has been assigned to a project, their corresponding questions and embedded links will be available to your employees.

When a company news email is sent, will I get multiple notifications if I have the same email for multiple users?

No, you will not get multiple notifications, the company news alert will only be sent once per notification.

What does each user role have access to?

There are two types of licenses, user, trainee, and recipient.

User licenses are required for anyone who needs access to administrator functions via both the website and the mobile app. Below are descriptions of the roles that require a user license.

Administrator: have access to everything in the platform and mobile app. They can add and delete Projects and Users as well as perform any administration functions. Administrators can also create company news, delete observations, toolbox talks and forms, and configure what other users can see on their mobile devices by assigning categories, forms and toolbox talks. In all likelihood, your organization may have one or two Administrators.

Supervisor: can add, delete and edit any of the functions within the SafetyOne app section on the website but only for projects in which they are assigned. Also, when a User is setup as a Supervisor, a custom permission is displayed that allows the Supervisor to add, assign and unassign Users to projects in which they have been assigned. The Supervisor role might be used by a safety manager or project manager in a construction company, a facility director in a home health care company, or a program director in a non-profit organization. These are people who are managing one or more projects, crews, facilities, or programs.

Employee: allows access to perform tasks from the User’s mobile device but they are unable to delete or edit information from the website. Also, they are only able to view any information that they generated from the website as well as access the Learning Management System for training that they have been assigned. The Employee role may be used for Superintendents at a construction company or a manager in a human services organization.

Field Employee: are able to perform tasks from their mobile device that they have been assigned, and only access the Learning Management System for training that have been assigned. These are people who may be a foreman that is leading a crew, or a team lead within a facility. However, not all foreman or team leads need to be assigned the Field Employee role. Only assign the role if they need to complete assigned tasks in the mobile app.  

Training Manager: role allows users to create training modules from the website, but they cannot log into the mobile app. This role is designed for large organizations with a dedicated training department. Smaller organizations are less likely to need this type of user role.

Trainee licenses only allows them to complete online training and generate a certificate of completion. They cannot log into the mobile application. Most regular employees, who would complete online training, fall under the Trainee role. Keep in mind, if an employee is a trainee and training history is manually documented, but no online training is assigned, you can add as many of these as you want and they won’t count towards a trainee license.

Recipient licenses only allow them to receive email notifications when Company News is sent to a Project that they are assigned. They will not set a password nor will they be able to log into the mobile application nor the website. This is used to efficiently distribute company updates to employees who otherwise wouldn’t receive notifications via the SafetyOne app. Equivalent to Trainee in pricing, if an employee with this license role is transitioned over to a User or Trainee license, they will then receive an email to set their password.

How many attempts are allowed to complete an online quiz?

There is no limit to the amount of attempts for completing a quiz for online training.

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.

Is there the ability to synch data to a company drive on our server (i.e., auto renaming of forms, saving to folders, etc.)?

While the file cabinet can be set up with an integration that mirrors the two integrated systems, this is not a standard feature and may require a fee to setup.

Where do we get user support for the SafetyOne™ desktop administrator website and mobile app?

Rancho Mesa’s Client Services team is the support contact for both the desktop administrator website and mobile app.  In the next mobile app update, the support contact information is Rancho Mesa’s Client Services Department. The support button is indicated by a question mark button found on the top right corner of the app’s home screen.

Is there a way to score Observations/Audits to quickly see issues using numerical values?

Yes, in SafetyOne™ Pro Analytics, there is an Accident Prevention Index Dashboard that will calculate the API of the observation based on the number of questions in the observation, # of issues (open and resolved) and severity of the issue(s). Alerts can also be set to notify you when the data shows an API that has reached a specific threshold.

How is the data stored/backed up?

The SafetyOne™ platform consists of a set of mobile apps (for iOS and Android devices) and a web-based back-end for collaboration, data analysis and system administration, which is hosted on Microsoft Azure cloud service.

Is the SafetyOne™ App HIPAA compliant?

The developer of the SafetyOne™ App is not considered a covered entity since they do not directly deal with patient data. Rancho Mesa’s clients, however, may create forms that ask for patient data.  In this case the developer would rely on Rancho Mesa’s client to be HIPAA compliant in how they use the data. 

Rancho Mesa limits access to client data on the SafetyOne™ App to Client Services Personnel for support and statistical use only. If you decide to use the SafetyOne™ App to collect and/or maintain patient data, we can discuss your individual scenarios with your Client Services Coordinator.