Getting Started with SafetyLoop (Part 1)

Welcome to SafetyLoop! We’re excited to get you fully introduced to the SafetyLoop platform and we look forward to working with you. While we begin the process of building out your forms, you can get started with the following items in your new account.

1. Adding a Company Logo

2. Adding users to your account
3. Creating training topics
4. Creating job profiles
5. Creating a group (projects)
6. Adding Company Documents

Each page will populate with a tutorial that will walk you through each process, you can also click the blue “Tour” button to follow along with the tutorial multiple times. If you have any questions along the way, feel free to reach out to our chat support bubble. We’ll be happy to help or will get back to you as soon as we can! 

The icons below can be found on the desktop webpage and mobile app:

The company logo you add to your Company Profile will appear on all PDF copies of completed forms. This will show to the left of the page above the company name. 

.PNG and/or .JPG file types work best; size and quality of upload will impact the appearance on the completed forms.

1. After logging into your account, click the “Company Profile” tab along the left-hand sidebar.

2. This page will contain your company information as well as some permissions that can be enabled or disabled for your account. Click the “Upload File” button next to your Company Name.

3. After clicking this button, your file explorer/finder window will open. Locate your Company Logo, select it, then click the open button. Now, you should see your file in green font, this means the file has successfully been added.

4. Now, click the “UPDATE” button new the top of your company profile page. UPDATE must be clicked for your logo to save. 

5. Your logo will now be next to your Company Name on the homepage (Top Left Corner) and all completed/in-progress forms when viewed. 

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

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

2. Fill in the necessary information.

• NOTE: On smaller screens you may need to scroll down to see the information below “Employee Notes”. 

o Mandatory items are marked with a red asterisk (*).

o Usernames and Passwords are case sensitive.

• Passwords must be 8 characters.

o User Role:

• Manager: Will see everything that is assigned to them, this includes any forms, users, trainings connected to or completed towards their assigned projects.
• Employee: Will see everything assigned to them and only their own data. They will not see the forms, records, etc. of others.
• Observer: View only access to any group/project they are assigned to.
• Admin: Full access and editing privileges.

o Approver: This allows the user to approve newly created Risk Assessments. Typically, this will remain unchecked or set as no, admins can create and approve.

o You can also enable or disable inventory and time tracking here. 

3. Once the info has been filled out, click the “Next” button.

4. You will now progress to the User Assignments window, here you will add the user to groups/projects and job profiles. You can also assign individual forms; however we strongly recommend using job profiles, this allows you to ignore the Forms portion of user assignments!

First, check all the groups/projects the new user should be assigned to, then click the right arrow (>) to move it into the selected column.

Next, scroll down to the “Assign Job Profile” boxes. Check the boxes in the left and move them over to the right! 

5. Once you have selected your groups/projects and job profiles, click the “Submit” button. 

• 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

• Passwords

• Choose something simple for the passwords, remember they are case sensitive and must be 8 characters long! 
• Users will not be sent these passwords, you will need to provide them with them. On first login they will be able to change them.

1. First, click "Users & Groups" from the side bar.

2. This will bring you to the User List page, click the "Import" button.

3. You will need to upload a CSV file with the proper columns, click the "Download Sample CSV" link to get a sample spreadsheet.

4. Once downloaded, open your spreadsheet. You can begin adding your user data. 

• Role Type must be spelt exactly as it is in User Profiles,

• Admin - Full visibility & editing access

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

• Manager:
  Full visibility of assigned groups/projects
• Employee: Visibility of their own info and data
• Observer: Full visibility of assigned groups/projects (VIEW ONLY)

5. Once you have filled out your user data, save the CSV and go back to your "Bulk Import Users" window. Click "Choose File" (you will notice the file gets listed next to this button once added), then click "UPLOAD"

6. This will bring up your mapping screen to map the data. It will show the column names, provide some sample data from the spreadsheet, and have a "Map to Field" column. 

The "Map to Field" column will be where you connect you columns to the applicable fields in the user profile. 

Click the dropdown box in each of these rows to map the data, once complete click "NEXT".

7. You have now imported your bulk users! The final page will give you a summary of your upload, if there are any errors these will need to be resolved before the import is successful. 

1. To update passwords and/or edit users, click the users and groups tab along the sidebar, then click “Users List”.

2. From the Users List, you will now see your user list. Locate the user and click the action dots to the right of the User, then click “Edit”.

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

3. In this window you can edit user information, it will be the same window as when you create a new user. For now, let’s just set their password.

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

4. Once you’ve changed the password, click the submit button. The user’s password has now been reset!

• Note: Users can change their passwords through the app, what you set it as may change if they do so.

• Before any records of training can be uploaded, training topics must be created. This ensures a standard topic list is available and no redundancies occur.
• Training topics can also be attached to Job Profiles, this allows you to track against training requirements for users. 

1. First, select “Training” from the side bar, then click “Records of Training”. 

2. Select “Configuration”. 

3. Next, select “+Add Topics”. 

4. Type in your training title and add a description (if desired).

• You can also select expiration periods that will automatically apply to a user’s Record of Training upload.  

5. Then click “CREATE”. 

• Job Profiles can be assigned to users, these profiles will assign training topics and forms to the users within them.

• Forms assigned to a job profile will follow those users to any group/project they are shared to. This greatly reduces administrative steps when organizing forms, a new group can be created, users assigned, and then you’re good to go! 

1. From your SafetyLoop account, select the “Users & Groups” tab from the sidebar, then click “Job Profiles”.

2. Click the “+ New Job Profile” button.

3. This will open the “+ Create Job Profile” window, here you will be able to create a profile and assign training topics, users, and eventually forms (once we’ve built out your forms!). 

4. First, name your profile. Organizing profiles by position is often a best practice, as all users in that profile will have similar requirements in terms of forms and trainings. Some examples include, worker, manager, superintendent, foreman, health & safety team, etc.

5. To assign training topics, check the ones you would like to assign in the left-hand box, then click the arrow pointing to the right box ( > ).

• Once you have checked the required training topics and clicked the right arrow ( > ), you will see those selected topics move into the right-hand “selected” box. 

7. Lastly, it’s time to assign users to your new profile. Repeat the process found in steps 7 and/or 8. 

8. Review your new profile and click “Create”. 

9. As forms are created you will need to revisit the profile and select the new forms to be assigned to the applicable profiles.

• Job profiles allow you to assign forms and training topics to a group of users, this profile follows them across all groups/projects that they are partied to. They will have access to these forms on all projects they are shared with.
• Users can be assigned to multiple profiles and vice versa. 

• The mandatory training topics will show as “Missed” if the users in the profile do not have any trainings uploaded for the selected topics.
• This will appear in the User edit window, under the user trainings tab. 
• They will also show in the Training Matrix as "YTS", meaning Yet to Start! 

• Any forms selected for the job profile will be available to all users assigned to that profile, access to these listed forms will be available on ALL groups/projects the users are shared to.
• Profiles should always be used to manage form sharing. Once setup there will be minimal effort to maintain form availability to workers across their applicable projects.
• When a new group/project is created, you will only need to complete the standard new group information and assign the users. The forms will follow all those users to the new group/project. 

• The users selected here will have any mandatory trainings (selected in profile) marked as missed if they have not uploaded a record for them.
• The users selected here will have access to the shared forms (selected in profile) across all projects/groups they are assigned to.
• When a new user is added, you can edit an existing profile to add them here OR in the new user window you can assign them the profile (recommended).
• Using the user edit feature you can also assign a profile to existing users. 

• Groups are how you organize your projects in SafetyLoop, when users start a form, they will then select from a list of your created groups and complete their forms to the appropriate group/project they are on.
• You will then be able to filter completed forms by each of these groups. 

1. When in your SafetyLoop account, click the
“Users & Groups” tab from the sidebar, then click “Company Groups”.

2. Click the “+ New Group” button.

3. This will open the “Add New Group” window. First, you will fill in the group/project information.

• Group Name – This is the name that will appear in the group list when users are starting a new form.

• Description (if applicable) – This will appear in your group list next to the group name.
• Parent Group (if applicable) – This allows you to nest a new group under another. This is great for organizing your group listings, for example you may have a group named “Active Projects” and you nest all other projects within this main header.
• Any users shared to the main group will have access/visibility into all projects within (access dependant on user role). 

• Upload File – You can upload a project/group logo, this will show up on the upper right side of completed forms (Company logo will still show on left!)

• Address: You can toggle on group address; this will override mobile GPS so the location and weather will use your inputted address information.

4. Once complete with Group Information, click Next. In this window, you will find user info. The first row of boxes is for assigning managers to your new group, the second row is for assigning employees to your group. 

5. Let’s start with managers. Check the managers you would like to assign to your new group. You can also click the “Select All” check box to quickly assign all managers to the group. Once you’ve checked them off, click the right arrow ( > ) button.

6. The selected managers will now show in the right-hand box.

7. Repeat steps 6 & 7 for employees.

8. At the bottom of this window, you will see “Email notification upon form completion”, here you can add email addresses to receive emails for every form completed in the group.

9. Once you have shared managers, members, and added any emails (if applicable), you can click the “Next” button.

10. This will bring you to the Global Project window. A global project opens your group/project up to the SafetyLoop ecosystem, this allows you to invite other accounts to join your global project. This would be used when a sub trade is already using SafetyLoop on their own.

Once enabled, you can select a company from the list and invite them to your project, they will receive an invite notice via email and will be able to accept through their “Users & Groups”>” Assigned Global Projects”.

11. Once you have completed all the information, click the “Submit” button. 

12. Your group has now been created and will be available to all selected users when they complete their forms! Job Profiles follow each of these users to this new group/project.

• Company documents is a place you can store any folders or files you would like your users to have access to through their SafetyLoop accounts. 

1. From your SafetyLoop account, click the “Documents” tab in the sidebar, then click “Company Documents”.

2. This will bring you to your documents page. You can create a folder by clicking the “+ Create Folder” button.

3. Next you will give the folder a name, description (if applicable), expiry date (if applicable), and mark it as visible to HSMS (visible to your users). Once you have completed this info you can click “CREATE”.

• Once an expiry date has passed, the file or folder will show in red and be marked as expired. 

4. To upload files to your new folder, click on the folder.

5. This will open the folder, from here you can
click the "Upload” button to upload files into your folder OR you can click the “Bulk Upload” button to drag an entire folder or file(s) into your SafetyLoop document folder.

• You can also bulk upload entire folders using the “Bulk Upload” button instead of manually creating a folder. From your main document page click the “Bulk Upload” button then drag your files/folders into the upload box. 

The action dots to the right of the files and folders allows you to:

• Delete
• Edit
• Copy Link: This will be a link to the file or folder, you can place these links in templates and allow users to have access via the link.
• Duplicate
• Download

You can also change your document view from list to tile view by using the icons below the “Bulk Upload” button.

• When uploading documents or creating folders, you do not need to worry about the visibility check boxes below expiration. However, if you would like the file or folder to ONLY be visible to a specific project/group, check the "Visible ONLY to selected Global Project". 
• If you do not see a project in this list, simply go to company groups and enable the global project for that group through it's edit menu!