Dashboard > Team > Users
and
Dashboard > Team > Records
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 edit records, users will need Edit permissions for Records & Users
Add Records to individual users and then Manage them. All within your Team module. This article will show you how!
Adding Records
Individual Users
Individual Users
In order to manage your records and certifications, you first need to add them to your users' profiles. This is done in the Users tab of your Team module.
Select the User profile to whom you wish to add a Record or Certification.
Under the General tab, locate & select the blue "Records" button at the bottom left of the profile page
Click "Add Record" at bottom left of new pop up page
A new page will appear and you can now enter all necessary details of the Record, including any expiry reminders and photos & PDFs.
Once all information is input, and you're happy with the Record's details, click "Save"
The Record will now be saved in the user's profile.
Multiple Users
Multiple Users
You can also add records in Bulk using the Actions menu. This is particularly helpful when multiple team members have taken the same course. This is also done in the Users tab of the Team module.
Select the users for whom you want to add records by checking the boxes beside their names
Under the Actions dropdown, select "Bulk Add Records"
A new pop up screen will appear, allowing you to enter all necessary details of the record you are adding.
Click "Save"
The record has now been added to each of the users chosen.
Managing Records
Now that your records have been added, you can now manage them within the designated Records tab within the Team module.
Viewing Records
Viewing Records
Under the Records tab in the Team module, you can see the records. By default the system will filter your user's records by "Active" status, but you can also choose to view by other statuses: Expired, Open, Completed, Open, Archived, Unarchived. As well, you have other filter options such as Users, Contacts, Categories, etc.
To specify your search, use the filter function by clicking on "Filters" above the records list
As long as you have entered an expiry date for your uploaded records, you will be able to see how many days you have before the record expires. This is a great way of keeping track of all your users' records in SiteMax.
Below, you can see the "Expires In" column.
Editing Records
Editing Records
Edit
In the Records tab, select the record you wish to edit
An edit screen will appear and you can make any necessary changes
Bulk Edit
Within the Records tab, you can bulk edit multiple records, to adjust issued and expiry dates, as well as the Issuing Body.
Select the records you wish to edit by checking the boxes beside each one (be sure to note the names beside each record so that you're selecting the correct records)
Click on the Actions dropdown to select "Bulk Edit"
This will bring you to a pop up screen of the information that can be edited.
Make any changes necessary (Issuing Body, Issued/Service Date, Expiry/Estimated Next Service Date)
Select "Save"
Archiving Records
Archiving Records
If a record or certification becomes obsolete, or if the user is no longer with the company, you may want to archive the record.
Archive
Open the record you wish to archive and select the "Archive" button at the bottom of the page
Bulk Archive
You can archive several records at once, whether due to expiration or blocked users.
Select the records you wish to archive (be sure to note the names beside each record so that you're selecting the correct records) by checking the boxes beside each one
Click on the Actions dropdown to select "Archive"
Setting Reminders for Expired Records
Setting Reminders for Expired Records
If a record is about to expire, you can set a reminder as the expiry date approaches. You can set this reminder for multiple recipients
Open the record you wish to set reminders for
Click on the "Remind me" box and set the reminder date and time
Select the recipients from the "Reminder Recipients" dropdown
Renewing Records
Renewing Records
When a user's record has expired, rather than uploading a new one, you can renew the existing record.
Open the record you wish to renew and click on the "Renew" button at the bottom of the page
