How to Setup SafetyOne™ Toolbox Talks

To begin setting up your SafetyOne™ account to utilize Toolbox Talks in the mobile app, as an Administrator, log in to your SafetyOne website account.

Create a Project

Since everything in the SafetyOne mobile app is organized by individual projects, crews, facilities or programs, the Administrator will need to first create a Project for which the toolbox talk topic(s) will be assigned. If the Project has already been created, skip this step.

To create a Project, click on “Administration” in the navigation panel, click on “Projects,” then click “Add Project.” Note: the Project Name field is required; all other fields are optional). Then, click “Save.”

Assign Toolbox Talks Topic(s) to Project(s)

Now that the individual project, crew, facility or program has been added to SafetyOne, the Administrator will assign the toolbox talk topic(s) to the Project(s). This allows the SafetyOne users who are assigned to the Project to access the assigned toolbox talks.

To assign Toolbox Talks to Projects, click on “SafetyOne” in the navigation panel, click on “Toolbox Talks,” then click on “Templates.”

On the Assign tab, click the toggle switch to show a list of the Projects. Click the pencil icon under the templates column next to the project name.

Use the search box to locate the toolbox talk topics you want to assign to the project Then, click the box to the right of the topics you wish to use, then click done.

This will assign all of the selected toolbox talks to that Project at once. (Remember, even if you go to the next page of the toolbox talks list, it will remember the boxes you checked on previous pages.)

You then need to assign yourselves to this Project. To do so, select Administration, then select Projects, then select List Projects. Select the pencil icon under Users to the right of the project name and on the next screen, click on the toggle to the right of your name and then click done.

The Toolbox Talks you have selected will now be available when assigned users log in to the mobile app.

As a reminder, if you want something available on the mobile app, it has to be assigned to a project. And if you want to have access to said project and all of the documents assigned to it, you have to be assigned to the project. 

To access the completed Toolbox Talk Report, once logged in to the SafetyOne Platform select SafetyOne, then select Toolbox Talks, and finally select Reports. You will be able to view and print the report by clicking on the title; or share the report via a URL link. You can export the report as a PDF by selecting the box to left of the title, selecting the three dots at the top of the list and then selecting Export PDF.

If you should require further assistance, please contact your Client Technology Specialist at Rancho Mesa.

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.

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.

What is a Supervisor’s Role in SafetyOne™?

A user license is required for anyone who needs access to the SafetyOne website and the mobile app. Each user license is given a different level of access, depending on the users’ role at the company. 

A person with a Supervisor user license is someone who manages one or more projects, crews, facilities, or programs. The Supervisor role might also 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. 

While Supervisors have access to all functions within the mobile app, their access is more limited (compared to an Administrator) in the SafetyOne website. Supervisors can view, add, edit, share and delete records for their assigned projects only.  

 Supervisors will have the following access within the SafetyOne website:  

Administration 

• Add new users (if the Administrator has granted them permission) 

• Assign users to their project(s) (if the Administrator has granted them permission) 

Company News (Push Notifications) 

• Can view and share via URL 

File Cabinet 

• Can view, edit, download, share, and delete existing files 

• Can add new files 

• Can edit, add, and delete folders 

Lessons Learned 

• Can only view, edit or share the lessons they have created 

• Can manually add a new Lesson from the website 

Mobile Forms 

• Can copy, view, edit and share existing reports assigned to their project 

• Can manually submit mobile forms from website for their project(s) 

• Can create new forms, assign, and download any QR Code for their project(s) 

• Cannot edit any mobile forms in the library 

Observations 

• Can view, edit or share any existing reports only 

• Can view category questions 

Policies 

• Can view library, download, and assign policies to their project(s) 

Risk Dashboard 

• Can view data for their project(s) 

Toolbox Talks 

• Can view and share reports for their project(s)  

• Can view library, create new Toolbox Talks, and assign Toolbox Talks to their project(s) 

• Cannot edit or delete any Toolbox Talks from the library 

Training 

• Can view all training documentation and download certificates of completion as PDFs 

• Only has access to their own ‘Perform’ tab in the Learning Management System 

• Cannot add outside trainings, upload, delete or change settings 

• Cannot view training library, assign, add, nor edit any trainings 

While users with the Supervisor access can access many areas within the SafetyOne website, for the most part they are limited to their project(s) data.  

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 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.

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.