Adding Users to your Account

• From your SafetyLoop account, select the “Users & Groups” tab from the sidebar.

1. Click the “New User” button in the upper right side of the page.

2. Fill in the necessary information.

a. First & last name (Mandatory)

b. Username (Mandatory)

• i. Tip: Keep usernames simple and easy to remember! Using all lowercase letters is suggested.
• ii. Tip: Using an email address is an easy to remember username!

c. Password (Mandatory): Must be 8 characters in length, these are case sensitive.

d. Employee Phone Number (Optional): Viewable in the user’s profile only.

e. Notes (Optional): Visible on the user list.

f. Hire Date & Termination Date (Optional): Viewable in the user’s profile only.

g. User Role (Mandatory):

• i. Observer: Can only view the group they are assigned to.
• ii. Employee: Can only view their own information, complete forms shared to them, and access groups they are assigned to.
• iii. Manager: Can view employees who are shared to their groups, complete forms shared to them, and access groups they are assigned to.

iv. Admin: Can view/edit everything.

h. Email (Optional): When an email is inputted, the user can also use this as their username when logging in.

• i. Employee ID (Mandatory): This can be any character. If employee ID does not exist use a placeholder. This info shows next to the name on your user list, so it can double as an identifier!

• i. Tip: When you create an external observer, indicate the details of their observing Ex: “Project AZ1 ONLY”, that way you won’t accidentally grant them access elsewhere.

j. Emergency Contact (Optional): Viewable in the user’s profile only.

k. Emergency Contact Number (Optional): Viewable in the user’s profile only.

l. Approver Status (Optional): Only select yes when the user is to approve any new risk assessments in the system. 

3. Then click “Create”.

• Instead of manually adding each user, you can also import a .CSV file to bulk import your user list.

• This will allow you to import the following:

• First Name
• Last Name
• Username
• Email (Welcome emails will be sent to users)
• User Role Type

• We strongly recommend only importing the above noted info, passwords will need to be set on an individual basis.

1. Create a spreadsheet with the following headings.

a. First Name

b. Last Name

c. Username

d. Email (if applicable)

e. Employee ID

f. Role ID

• Role ID uses a numbering system,

• We suggest limiting the number of admins in your account to maintain control and organization.

2. Now, fill in your user information. Remember, usernames are case sensitive, we suggest using all lowercase. Also, if emails are added, the user can use their username and email for login. 

3. Save the spreadsheet as a .csv file, this is the only file type supported for user import.

4. From your SafetyLoop account, click the “Company Profile” tab on the left-hand side bar.

5. Now, click the “Data Import” tab. 

6. Check the “Users” list item then click the “Choose File” button to select your .csv file.

7. Once you have located and selected your user list .csv, you will see the name of the file next to the “Choose File” button. Now, click the “UPLOAD” button. 

8. You will now see your file has been successfully uploaded, click the “NEXT” button.

9. You will now see a “Map Columns” table, here you can map each of your .csv columns to the appropriate user attribute. This should automatically map for you, check for correctness, and then click the “NEXT” button.

• a. If incorrect, click the dropdown next to your column name item and select the correct mapping.

10. The next page is a review summary of your upload, you can go back to upload or go back a page if any changes are needed, or errors are present. Click the “COMPLETE IMPORT” button to finish your upload. 

11. Your users have now been added! To update passwords and/or edit users, click the users and groups tab along the sidebar. 

12. From the user’s tab, you will now see your user list. Locate the user and click the action dots to the right of the User.

• a. You can search for specific users using the search bars at the top of the user list. 

13. In this window you can edit user information. For now, let’s just set their password.

• a. Passwords must be 8 characters in length.
• b. Passwords are case sensitive.

14. Type the new password into the password text box, then click update. You can add any other information here, if desired. 

15. The user’s password has now been reset!