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.

Where do we get user support for the SafetyOne™ desktop administrator website and mobile app?

Rancho Mesa’s Client Services team is the support contact for both the desktop administrator website and mobile app.  In the next mobile app update, the support contact information is Rancho Mesa’s Client Services Department. The support button is indicated by a question mark button found on the top right corner of the app’s home screen.

Are users able to save mobile forms and observations before they are completed?

Yes, incomplete mobile forms and observations are automatically saved, so users may return to the complete them at any time.

Is spell-check available when completely field in an observation or mobile form?

Yes, the SafetyOne™ App uses the device’s spell check capabilities, if available. Users can also utilize voice dictation to complete fields.

Is there a way to score Observations/Audits to quickly see issues using numerical values?

Yes, in SafetyOne™ Pro Analytics, there is an Accident Prevention Index Dashboard that will calculate the API of the observation based on the number of questions in the observation, # of issues (open and resolved) and severity of the issue(s). Alerts can also be set to notify you when the data shows an API that has reached a specific threshold.

Does the SafetyOne™ App use Geolocation tracking?

Yes, if GPS is enabled on the device for the SafetyOne App, then the app will track the user’s location. This is useful when adding the location of the an observation or toolbox talk.

Is there the ability for conditional formatting in mobile forms?

Yes, within the mobile form creator, a “Nested Option” provides a way for companies to provide specific follow-up questions depending on the answers chosen for that specific question.

Are you able to track individual mobile users’ data to determine who has completed forms on time and who hasn’t?

From the administrator website, completed mobile forms can be filtered and/or sorted by the name of the user who completed the form along with the date the mobile form was completed.

For SafetyOne™ Pro Analytics users, Daily Form Completion Checks, along with custom alerts, can be used to notify a user when an analytical condition exists. These can be used when certain thresholds are not being met or when specific conditions merit further analysis.

How is the data stored/backed up?

The SafetyOne™ platform consists of a set of mobile apps (for iOS and Android devices) and a web-based back-end for collaboration, data analysis and system administration, which is hosted on Microsoft Azure cloud service.

Is the SafetyOne™ App HIPAA compliant?

The developer of the SafetyOne™ App is not considered a covered entity since they do not directly deal with patient data. Rancho Mesa’s clients, however, may create forms that ask for patient data.  In this case the developer would rely on Rancho Mesa’s client to be HIPAA compliant in how they use the data. 

Rancho Mesa limits access to client data on the SafetyOne™ App to Client Services Personnel for support and statistical use only. If you decide to use the SafetyOne™ App to collect and/or maintain patient data, we can discuss your individual scenarios with your Client Services Coordinator.

Can I scan QR Codes from the SafetyOne™ mobile app?

In the upper right corner of all the SafetyOne™ mobile app screens, there is a QR icon. Click the icon to open a QR Code reader. This can be used to scan any QR Codes.

Why can't I login when I'm offline?

When you first login to the SafetyOne™ mobile app, you’ll need to have an internet connection. This allows the mobile app to verify your login credentials and download the appropriate data to your device.

You’ll see the message “Hang Tight. We are customizing Rancho Mesa Safety with your Forms, Observations, Toolbox Talks, News and Files.”

However, when you are offline (without an internet connection) you can use the SafetyOne™ mobile app as long as you did not previously login out.

If you previously logged out of the app, you’ll receive the message “Error: An error occurred while submitting your credentials. Please try again.” when you attempt to login.

Tip: If you know that you’ll be in an area without reliable cell service/internet, login to the SafetyOne™ mobile app prior to going into those areas to ensure you’ll have access to your Observations, Mobile forms and Toolbox Talks.

Why aren't my employee's Certifications showing up when we scan their QR Code?

The employee certifications and training history is available via the employee’s individual QR codes when the employee has an employee ID entered on the desktop administrator website and the certification/training record is in the Training section of the desktop administrator website.

Note, the Training Documentation “Hide Old Training” option will affect if all certifications/trainings are shown or just the most current version.