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.

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.

How can I access landscape-specific toolbox talks?

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.

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.

How do I generate QR codes to document toolbox talk attendence?

Users can review and sign toolbox talks on their own mobile device by receiving a link or scanning a QR code.

Once you open a toolbox talk on your mobile device or tablet, tap the button “invite others'' that appears at the bottom of the toolbox talk screen. You will have the option to either email or text a link to employees, or generate a QR code for the toolbox talk that can be scanned.

Once the employees receive the link or scan the QR code, they can then review the lesson’s information and sign the toolbox on their device, documenting their attendance/participation.

This features contribute to the ease and accessibility of SafetyOne’s mobile app, allowing for quick attendance and information distribution while in the field.

Contact your Client Technology Coordinator for additional questions.

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.

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.

Why can’t I add a user I have previously deleted? The platform states the username is already registered.

Once a username has been used in the platform, it can never be used again because it’s tied to existing records. This applies across the entire platform. So, if you pick a username like “sampleemployee,” it may have already been used by any of Rancho Mesa’s clients in the platform.

We recommend using email addresses as the username since no one else should be using it. However, the username can be anything you want as long as no one else has used it.

To add a user with a username that you have previously deleted, you’ll just need to use a different username.  In the future, you can just make them inactive instead of deleting the user entirely. 

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.

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.

Why aren't I receiving push notifications on my lock screen?

In order to receive push notifications on your device’s lock screen sent by your system administrator, you must be logged into the SafetyOne™ app. The app doesn’t need to open, you just need to be logged into the app.

If you’re logged into the SafetyOne app and you are still not receiving the push notifications, it is likely a setting on your device.

Consult the instructions for enabling push notifications from your device’s manufacturer.

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.

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.

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.

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.

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.

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.

Can reoccurring deadlines be set for specific mobile forms or observations to ensure they are completed?

While mobile forms or observations cannot be assigned specific deadlines to be completed, in the SafetyOne™ Pro Analytics website, alerts may be used to notify the administrator when certain thresholds are not being met or when specific conditions exist.

Can specific data (i.e., address, contact information, etc.) be auto-populated on a mobile form when a name or company is selected on a field?

No, the SafetyOne™ App does not auto-populate data on one field based on what is entered on another field.

However, to streamline the data entry process, use the “Copy Mobile Form” feature to copy a previously generated form and make whatever changes are needed to the new form. This is helpful on daily reports where only minor information may change from day to day.