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Company Settings - Safety Program

Understanding your Safety Program and how to manage it

Kelly Shee avatar
Written by Kelly Shee
Updated yesterday

Dashboard > Settings > Safety Program

Permissions

Always remember to ensure the correct people have the appropriate permissions to access your company and project data. This can be done per individual or by applying Permission Templates.

In order to access all areas of Company Settings, users will need Manage permissions for Settings

What is the Safety Program?

Your Safety Program is where you can store and organize all your Safety Documents, as well as manage the Settings for your Compliance features.

Please note; Compliance is an additional module. For more information, reach out to your CSM.

For users with Compliance, there are 3 separate tabs in your Safety Program:

This article will help to explain how to understand and manage each one.

Safety Manual

Your Safety Manual works like your Documents module in that it houses documents. We keep it separate, so that you can focus specifically on Safety and Compliance documents, such as safety procedures, guidelines, policies, and practices implemented by your company.

Add Files to Safety Manual

  1. Click "+ Upload PDFs or Images"

  2. Locate your file and open in the pop up window

  3. Click "Upload" to add the file to your Safety Manual

Create New Folders in Safety Manual

You can organize your Safety Manual with folders

  1. Click on "+ Add a Section Folder"

  2. Enter the name for your folder in the field provided

  3. Click "Save" to create your new folder

Renaming Files/Folders

  1. Click on the pencil icon to the right of your file/folder

  2. Enter the new name in the field provided

  3. Click "Save" to save your changes

Deleting Files/Folders

  1. Click the trash can icon to the right of your file/folder

  2. Click "OK" to confirm

Safety Logs

Your Safety Logs tab is where you can manage the different Safety Log Types and Safety Attributes.


What are Safety Log Types?

Safety Log Types are basically the types of Safety Logs you will create within your organization. The Type refers to what kind of information the Safety Log will record.

In your Safety Logs tab, you can create as many Safety Log Types as needed, but your system will include a number of default Safety Log Types.
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Default Safety Log Types:

  • Emergency Drill

  • Equipment Safety Check

  • Hazard Observation

  • Incident

  • Near Miss

  • Safety Inspection

  • Safety Observation

What are Safety Attributes?

Within each Safety Log Type are different data points related to the Type. These are called Attributes. Attributes collect pieces of information attributed to the Type of Safety Log. Each can be attributed to multiple Types of Safety Log.

You can also add as many Attributes you like, but you will receive a number of default Safety Attributes when you add the Compliance module.
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The image below shows some of the Attributes included in the Compliance module, as well as what helping to outline the different components of each.

  1. Order - This is the order your Safety Attributes will appear (Note; order can be changed)

  2. Name - The name of the Safety Attribute (what information you are recording)

  3. Value Type - How you are providing the data for your Attribute (ie; Select, Multi Select, Number)

  4. Type - The Safety Log Type the Attribute applies to

  5. Options - The value options you have to choose from when filling out your Safety Log

  6. Status - The status of your Safety Attribute (Active, Archived)

Now let's learn how to create and manage your Safety Log Types and Attributes!

Creating Safety Log Types

Creating Safety Log Types is easy, just a few simple steps and you're done!

  1. Click "Add Safety Log Type"

  2. Enter the name for your Safety Log Type and click "Add" to save it.

Managing Safety Log Types

You can easily manage your Safety Log Types with the Actions menu. You can Archive/Unarchive, or Delete them entirely.

Archiving Safety Log Types

  1. Select the Safety Log Types by checking the boxes beside each one

  2. Click on the Actions dropdown, and select "Archive"

  3. Click "OK" to confirm

  4. Your Safety Log Types will now be listed as "Archived" under its Status column.

Unarchiving Safety Log Types

  1. Select the Archived Log Types under the Status column and check the box beside the ones you wish to Archive.

  2. Open your Actions dropdown and select "Unarchive"

  3. Click "OK" to confirm

  4. Your Unarchived Safety Log Types will now appear as "Active" in the Status column

Deleting Safety Log Types

Note; Deleting is permanent and cannot be reversed

  1. Select the Safety Log Types you wish to delete by checking the boxes beside each one.

  2. Open your Actions dropdown and select "Delete"

  3. Click "OK" to confirm

  4. Your Safety Log Types will now be deleted from your system

Creating Safety Attributes

A Safety Attribute functions much like a Custom Field, allowing you to define and capture specific data within a log. With Safety Attributes, you can name each field and provide a predefined list of selectable options or numbered entry, ensuring accuracy in safety reporting. Customize Safety Attributes based on the Safety Log Type to capture the exact information needed for each entry.

  1. Click "Add Safety Log Attribute"

  2. Enter a Name for the attribute

  3. Then select a Type of response from the options provided

    1. Number - if the response requires a number value

    2. Select - if the response is one of a selection

    3. Multi-Select - if the response requires more than one selection

  4. If Select or Multi-Select Type responses have been chosen, enter the response options users will select from when creating their log. You can add as many options as needed. For a yes/no question, add the values "Yes" and "No".

  5. Select the Safety Log Types where this attribute should appear. For example, if the question should be included in inspections, maintenance logs, and emergency drills, keep these log types in the Included column. Use the arrows to move your Types back and forth. (Note; Attributes can be applied to multiple Safety Log Types)

  6. Click "Add" to save your Safety Log Attribute

Managing Safety Attributes

You can Archive/Unarchive your Safety Log Attributes, Delete them, or change their order with our Actions menu.

Archiving Safety Log Attributes

  1. Select the Attributes you wish to archive by checking the box beside each one.

  2. Under the Actions dropdown, select "Archive"

  3. Click "OK" to confirm

  4. Your Archived Safety Attributes will now appear as "Archived" in the Status column.

Unarchiving Safety Attributes

  1. Select from your "Archived" Safety Attributes by checking the box beside each one

  2. From your Actions dropdown and select "Unarchive"

  3. Click "OK" to confirm

  4. Your Safety Log Attributes will now appear as "Active" in the Status column

Deleting Safety Log Attributes

Note; Deleting is permanent and cannot be reversed

  1. Select the Attributes you wish to delete by checking the box beside each one.

  2. Under your Actions dropdown, select "Delete"

  3. Click "OK" to confirm

  4. Your Attributes will now be removed from your system

Reordering your Safety Log Attributes

You can change the order of your Attributes

  1. Under the Actions dropdown, select "Reorder" (no need to check boxes)

Records

Records are how you keep track of your company's records. Items like Permits, Certifications, Service Records, and Agreements are Types of Records. There are multiple Types of Records, and while you can create as many as you like, your system will come with a collection of default Record Types.
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Understanding Record Types

  1. Name - This is the name of your Record Type

  2. Workflow - The workflow that the Record Type will follow (ie; Approve, Renew, Resolve)

  3. Category - The category your Record Type will fall into (ie; Compliance, Equipment, Health & Safety)

  4. Contexts - This is what the Record Type will pertain to within your organization (ie; Users, Projects, Contacts, Equipment, etc.) Note: Your Record Types can apply to multiple contexts

  5. Status - The status of your Record Type (ie; Active, Archived)

Within each of your Record Types will contain at least one or more Attributes. These Record Attributes collect specific pieces of information attributed to the Type of Record. Each can be attributed to multiple Types of Records.

Understanding Record Attributes

  1. Order - This is the order your Attributes will appear when creating your Records (Note; These can be re-ordered)

  2. Name - The name of your Attribute

  3. Value Type - This refers to the way you collect the information for the Record (ie; Select, Multi Select, Number)

  4. Record Types - These are the Record Types your Attributes will be attributed to (Note; Attributes can be applied to multiple Record Types)

  5. Status - The status of your Record Attribute (ie; Active, Archived)

Creating Record Types

Record Types are the kind of record you are recording. It determines what category it falls under, what workflow you want to use for it, as well as any further information needed to create your records.

Before you create your new Record Type, it's good to understand the Categories and Workflows available to you.

Workflows

There are three Workflows designed to manage your Records:

  • Approve - Records that require an approval

  • Renew - Records with an expiration date

  • Resolve - Records that have actions that must be completed

Categories

There are three Categories to choose from when creating your Record Type:

  • Compliance - This can refer to items like a Vendor Agreement, or training required by safety boards

  • Equipment - This can refer to Maintenance Records, like tune ups and oil changes, etc.

  • Health & Safety - This can refer to Safety Acknowledgments or Corrective Actions after incident reports

Now you're ready to create your Record Type!

  1. Click "Add Record Type"

  2. A new screen will appear where you can enter all the necessary fields

    1. Name of Record Type

    2. Workflow

    3. Category

    4. Allowed Contexts - Choose what this Record Type will pertain to

  3. Click "Add" to save your new Record Type

Managing Record Types

With your Actions menu, you can Archive/Unarchive or Delete your different Record Types.

Archiving Record Types

  1. Select the Record Type(s) you wish to archive by checking the box beside them.

  2. Under your Actions menu, select "Archive"

  3. Click "OK" to confirm

  4. Your archived Record Types will now appear as "Archived" under the Status column

Unarchiving Record Types

  1. Locate your Archived Record Types and select them by checking the box beside each one

  2. Under your Actions menu, select "Unarchive"

  3. Click "OK" to confirm

  4. Your unarchived Record Types will now show as "Active" under the Status column

Deleting Record Types

You can completely remove Record Types you no longer use

Note; Deleting is permanent and cannot be undone.

  1. Check the box beside the Record Type(s) you wish to delete.

  2. Under your Actions menu, select "Delete"

  3. Click "OK" to confirm

Creating Record Attributes

Your Record Attributes is the information you are gathering within your Record Types. You can choose how the information is gathered (Numbers, Select, or Multiple Select options) and attribute them to multiple Record Types.

  1. Click "Add Record Attribute"

  2. A new screen will appear where you can give your Attribute a name (ie: the information you are gathering)

  3. Choose what type of answer you require (ie; Number, Select, or Multi-Select)

  4. If Select/Multi-Select is chosen, selection options will now need to be added. You can add as many options as needed, and you can always remove any with the trash can icon.

  5. Finally, choose which Record Types you want your Attribute to be included in. Click on the Record Type in the "Excluded" box and use the arrow keys to move it to the "Included" box. (Note; Record Attributes can be included in multiple Record Types)

  6. Click "Add" to save your new Record Attribute

Managing Record Attributes

Archive/Unarchive, Delete or Reorder your Record Attributes with your Actions menu. Here's how!

Archiving Record Attributes

  1. Select the Record Attribute(s) you wish to archive by checking the box beside them.

  2. Under your Actions menu, select "Archive"

  3. Click "OK" to confirm

  4. Your archived Record Attributes will now show as "Archived" in the Status column

Unarchiving Record Attributes

  1. Locate your archived Record Attributes from your list and select the ones you wish to unarchive by checking the box beside each one

  2. Under your Actions menu, select "Unarchive"

  3. Click "OK" to confirm

  4. Your unarchived Record Attributes will now appear in your list as "Active"

Deleting Record Attributes

You can completely remove unused Record Attributes completely from your system.

Note; Deleting is permanent and cannot be reversed

  1. Select the Record Attributes you wish to delete by checking the box beside each one

  2. Under your Actions menu, select "Delete"

  3. Click "OK" to confirm

  4. The Record Attributes will be removed from your list

Reordering Record Attributes

You can change the order in which you see the Attributes in your Record Types

  1. Select "Reorder" under your Actions menu (no need to check boxes)

  2. A new screen will appear allowing you to drag and drop the Attributes where you want them

Related Articles
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