Safety Monthly November 2024 Webinar

Hello everybody, we have started the webinar so we see people trickling in. Perfect. So we're here, it's November. What a surprise. So we've got three big topics to cover today. And as always, Scott, you're already doing it. We just need people to raise their hands so we know you can hear us. Just so we make sure we're not talking to avoid. And perfect. Thank you, James, Sarah, Scott. So we'll keep going. The three big topics we're covering today is a little update on Skills, which Gaston will talk about. We are also going to cover meetings. We have some updates within there. We're gonna be talking about something we're currently working on, something we're working on soon. And actually, Gaston, can you go to the next slide? Yes, I can. And the other thing we're talking about is job access. So we'll be going through each of those. And as always, free to ask questions. There's now a react button. I haven't played with it. So feel free to let us know anything you like, don't like, questions you have. And with that, let's get started. Gaston, I think you're up first. Yep. Okay. So let's talk about job access. So and I'll open up the credential screen here in just a second just to take a look. But job access is something where you can control what data users, either in the field or in web apps, are able to see based on job. It's pretty straightforward. So So right here, you can see I've got a user profile and I could go in and pick all jobs or I could select specific jobs from a list or, you know, I could go just where the employee code is. So if you're controlling it that way and only having employee codes active in certain jobs, you could do that or by HeavyJob tags if you're using those. And the current behavior in Safety Manager itself is that it doesn't respect these job accesses. Historically, it hasn't seemed like something that people needed. A lot of the Safety Manager or Safety Workers were looking at all jobs, it wasn't a thing that people were restricting. But coming up here pretty soon, we're gonna due to customer requests, we're gonna start respecting the job access settings that you set here in credentials, which will apply in Safety Manager. By the way, it has already been applying and has always applied to the field users, just to clarify. I can't remember if I said that. But in Safety Manager here, whenever you're going in to say view the history and you're selecting jobs, you're even you're viewing everything, you'll only be able to see the jobs for which you have access. So, you want your people to have access to see all of the jobs, make sure in their user accounts they have access to all jobs like it would be right here or you know, customize as you see fit. And, Kath, I'm going to jump in there just because you're you're so quick and I know sometimes people have remarked, like, we can just slow down and give a full explanation, it would help them, especially people who are newer to the system. So, to summarize the key points from that, there's a place in credentials, which is what the screen Gaston was showing. And you might not be a credentials admin at your company. There's always going to be someone at your company that has access to credentials. And what they are controlling is who has access to what jobs, as well as there is some controls around within credentials of what people have access to. There's more mobile controls and things like that. But the thing that you really just need to know is there is people who can define what jobs your safety professionals, as well as your field workers, have access to. Historically, like Gaston said, Safety has been seen as very collaborative. You didn't need to have on the web, so hcsssafety.com, credentials locked down so you can exclude people from seeing certain things. But we've heard requests for this and as always, we talk to y'all, we get y'all's feedback on what is needed. So we're starting work on this and we're giving y'all a heads up because if you're a team that says, you know, I just want people to be able to see their their region. I just want people to be able to see their, you know, thirty jobs, their ten jobs, whatever it is, this is important for you. And Gaston, what is the default? So if no one has ever set up for their team, job access, what what would they be looking at? The default should be all jobs. Okay. Whenever you set up so whenever you set up a user and credentials, all job all jobs is the automatic selection, and then you can customize from there. Perfect. So I know for some people, they're gonna wanna use this right away. And for other people, they say, we wanna use it right away, but it might take us a little bit of time to just get that set up. It's okay if they don't take action immediately. Correct? Yes. Okay. Sorry. And I see tentative timeline December. Tentative timeline December. We're just starting work on it. We think we have an idea of how much time it's going to take us. So tentatively, middle of December is what we're thinking. And we'll you know, we can update as we get closer to that. Does that apply to every single screen on web for Safety Manager? It applies to every screen with the kind of sort of exception of alerts. So whenever you're setting up alerts, because alerts often or don't even have to go to users, you're setting up someone's email address and name, it's not applying there because those people who are recipients in the alert screen are not actual users in the system. That makes sense. I know when I talk through with some people, they've always had just questions around what job access is and how is that different from the administration tab within Safety. And just to get ahead of anyone who has some questions on that, job access is literally just what jobs you can see in a list and the data you have for it. The administration, which is exactly what Gaston is showing, this is controlling what modules you can see. So those are two separate things that slice across your system and your data. So, I just want to clarify that. Yeah. With the administration, control that in Safety and job access here in the credentials per user profile. And some of you have lots and lots of users. So, maybe you're going to control this via you can update it via an API that is yes, done. Yes, we just released that. So if you guys are managing thousands of users for some of you and you really want to be able to do it programmatically, that's an interest to you. That is a thing that has recently been released and you can go update everyone that way if you needed to do something like that. Awesome. I think that's a good summary. Is there anything else on this? It doesn't look like we have any questions or Q and A, so it looks like pretty straightforward here. Okay, yep, I think so. All right, let's talk about Skills. This one's pretty straightforward too, but I do have a question for you, so get ready for that. The thing that we are doing now is whenever you're adding a skill to an employee, if you have a number of days set, and I'm going show all this here in a second. If you have a number of days set for the expiration sixty days or five years or whatever it might be, then we will just auto populate the expiration date for you and once that has been populated, you can change it. We're not locking you in and I'm going to put out a poll here in a second where you guys can answer the question here, but I'm wondering what method you guys want for that calculation. Before we get into that poll, let's take a look at it. So if I was to go over here into our Skills and I'm just going to pick a completely random skill that has an expiration. Alright, so you notice this one says expires after five years. So if I go to add that to someone and I pick a date, it is going to automatically populate the expiration date to try and save you a little bit of work. Now, the question that we have and I'm going to go ahead and put this poll live so that you guys can answer it is does this date did the poll come up? It pops right up. Okay, perfect. Does this date need to include the certification date? So for example, you know, if it's January one, as I put there in the poll, does it expire on the thirty first of December? Or does it expire on January one? You'll notice the right here in this iteration, it goes from the sixth to the sixth. So, this example, would it need to go to the fifth instead? So, if it needs to go to the fifth, answer yes on the poll. If it needs to go to the sixth, like you see here on my screen, then answer no. And feel free to chat us if you have some additional context that you'd like to add to that. Or maybe it's not just a straight up yes or no. Throw that in the chat and we'd love to see that. By the way, we do have a question from James about percent complete on the Skills dashboard. We have fixed that. I believe that just released or is about to release within the next couple of days, but I think it just released maybe yesterday or the day before. And the what what he's talking about here is on the Skills dashboard, and you'll notice there are decimal points here, so that tells me we have released it. We were showing a percentage without decimals and it was rounding. So once it got to zero point five, so say it was ninety nine point five percent, it would round up to one hundred percent. Well, one hundred percent and you've got three people who are expired is not accurate, right? And then it would round down to the zero and it made it look like the percentages looked inaccurate even because of the rounding. So what we've made is that it will never show a hundred if it's not actually a hundred and it will never show zero if it's not actually zero. And hopefully that takes care of that for you, James. Yeah, good. Good eye, James. It looks like most people have voted. Oh, thanks, James. We appreciate you sharing things and appreciate you noticing when we make updates and giving us feedback that, yes, this is helpful. So, in our focus right now of trying to understand what is the best way to include for Skills exploration certification or not? It looks like y'all are a little split. It seems like most people are leaning towards yes, but this sounds like something that we should talk through a little bit more to people. It sounds like some of you are giving us some really good insight. Anthony is sharing OSHA language with state X days from the date of certification. Matt is sharing expiration dates can depend, some are to the day, some carry to the end of that month. So we're gonna have a few more conversations with some of y'all to see what is the easiest, simplest, best solution that we can give you here without potentially making this very difficult and complicated just to set up what things should be doing with the the expiration. Yeah. And even even with the variation, hopefully, is helpful. If you're trying to figure out what, you know, sixty days is or or whatever it might be, five years, us pre populating it. And if you know, oh, you know what? It should be counting the first day of certification. You can just go change it back by one day or something like that if you need to adjust. Hopefully, this is still helpful even if it's not picking the exact day, but definitely send us more context if you like on how that would work. Thanks for We'll be reaching out to some of y'all just to to clarify and make sure, you know, we understand the different, the different needs here. But for now, this is, this is live or about to be live, This is live now. I'm showing it in production. So both this and the update on the expiration to show the decimal points are live. As always, put something out, we talk to y'all, we get feedback, so we might make some tweaks on this. And if you like it the way it is, if you don't want any tweaks, do share that as well. Great, I don't see any other questions or comments. Anything else, Gaston? I believe that is it. I don't have anything else. Awesome. Then I think it's my turn to share screen once I get this set up. Okay, let me know when you can see my screen. I am seeing your screen. So we are we are seeing the meetings list. And the reason why we're talking about this is I talked about it last month, but I just wanna reiterate for anyone who's coming in fresh. We're doing updates on meetings, doing some things to make it a little faster, just improve the experience there. And y'all probably noticed that we've done a lot of work on inspections in the past year, even a little bit longer than that. So we're doing some stuff to to make it work a little more similarly so that training is easier, so that patterns that we've heard from y'all have been helpful, have made a difference in the field, we're taking over into our other modules. So like I discussed last time, within meetings, we have the ability to see scheduled items over time. So you can see anything that was overdue in the last fourteen days. You can also see things that are upcoming in the next seven days. And this is what it used to look like differently is it would just show the day and whether it was scheduled or not. It just shows in a list. So we're trying to make it just a little bit easier. Going to the next screen. We talked about the meetings this last time, so I'm not gonna dig into that. But what I am gonna talk about more, something you guys haven't seen before, it is the meeting screen itself. It's the place where people are adding attendees, adding content, signing, doing all of that fun, important stuff. So I've got some mock ups to show you today. Some of you who are here have actually already seen this before because you were part of our feedback group, and this is not currently in progress. So if you've got strong feelings on this, do talk to us about it. But there's a few things we're hoping to achieve with this update on meetings. We're trying to make this easier to skim, less overwhelming. We've heard some feedback from foremen in the field, especially when they're getting out there and just starting to train that on first look, the current way that meetings looks, it it can just it can be a lot. You don't know where to start, and it it's it's a little nerve racking when you're like, I've just got a lot to do today to try and figure it out. We're also adding in the ability to ask scheduler's notes. We've got two signature workflows. We're making it easier to just find your subject attachments. I've got some different ways to get your duration in there, and we have a summary screen. So I am going to just jump straight into the mock up, which hopefully you can see. Can you? I am seeing it. Okay. Great. So you can see we're trying to make it really easy when you first come in here to just skim down, similar to how inspections, forms, other things work. So you've got your meeting date and time that auto fills, don't worry about that. Job, it'll pull in whatever it is, but you can actually change the job from there. And if this is a scheduled meeting, now on web, well, not now, but after this, you'd be able to schedule a meeting and have specific notes that show up to people. They're not editable. It's just a read only field so that people know, oh, okay, is the requirement related here or if there's something special you don't normally require group photos, you can ask for something like that. So, hopefully it helps communication a little bit more. So, within here, the new convention would be you've got agenda and attendees, which most teams that is the most important thing, what they care about. Some teams also require certain notes, photos, and attachments. So, that's here in the secondary tab. And we've made a few changes in the way that we're presenting the type, topic, and subject. That is right now we have switched subject, which is always unique. It's the thing you're really talking about. That is the item on top. And then the type, which in this case is daily huddle, that is more hidden. The type and the topic, you know, really, those are almost like folders for the subjects. So just a little tweak there so people can easily skim, oh, these are the three subjects we're talking about today. So, another big twist that we need feedback on is actually changing the way that we present the type and the topic. The current convention right now, if you pull up your iPad or your phone, is you see just all of the types in a list. You select one and then you see the topics that are the secondary, that are derivative of that type. Hopefully that made sense. In this screen, we're getting feedback that it might be easier just to display both the type and the subject in a scrollable list because often in the field they don't care about the type that much. They just want to know what is the topic so they can drill down to find a relevant subject. And of course, is only relevant to people who have their field select topics or have their Safety professionals when they hold meetings select topics for you that just scheduled, just ignore this point. But I'd love to hear if anyone has any thoughts of should we keep the current convention, which is a full type list you click, then you see topic and subject, or mixed, which gives you a lot more searchability. You can search across all types and subjects within this list. So, that's a lot. I don't know if we have any feedback on that, but you want to pepper in Gaston. If not, I'll keep going. I don't think I have anything to add. Okay, Perfect. So if you've selected things, if you come in here, you can see, oh, there's already something within here. It's already preselected. You can see all these subjects, but the new thing here is you can actually preview. Without having to get away from the screen. If you're trying to just quickly say, I know there's one that has this form that I've attached to it, I want to find that quickly. You can click in here and you can find it and then say, yes, I want to select this and you can see others. Okay, we have the same thing attached there. But you can quickly see what is within each of those subjects, select the things you and then be done with that. So hopefully that saves just a little bit of time when you're setting up your agenda for the day. And then of course, we've made it much more clear that there is something attached to these subjects to see. So instead of just the little paperclip icon, it is much more clear of the review subject. It pulls these subjects within here. You can view it in full screen, you can leave it smaller, and you can easily go through and just talk through your agenda. The other twist here is historically people have always entered duration. We've, of course, kept that. Some people have said some of our teams would like to be able to just come in here, hit start timer, and it'll capture the time. So it's not another field that they have to enter. It just rolls. And when they're done, they just hit done, and it stops timer. It takes them out of it. So we've heard mixed feedback. Some people say yes, we would use that if you put it in there. Some people say oh, we'll probably just enter duration like normal. So if you like that timer functionality, let us know. Let us know if you think that you would use it. And the point I want to make on that is the timer only would run when you have this screen open. If you hit start timer and you hit back, it'll automatically just pause it, take you out of it. So, it's a little flexible in that way. Coming in here, meeting attendees. The other main workflow, the other thing people are often doing is we're keeping the same pull in crew workflow that has been very popular, we've heard. So of course you can pull in from time card. We wanna pull in from daily dispatch. A new thing we're adding is Skills QR code. Some of you are having meetings if you're having a training day and you're having ninety people that you're having to add to a meeting in order to give a skill or you are pulling everyone together on a job site just to do an incident review or something like that. And we want to make it easy if you have days where you've got many people or if you're always having many people part of your meetings. The Skills QR code would allow you to just pull up your camera and mass add people. So you'd be scanning their Skills QR code, and it would just add them to a list just like this one. And then we were, of course, keeping the previous meetings. You can see these were previous meetings and the attendees. You can review it. You can say yes, everybody, and even unselect certain people. Say, well, I don't want to pull Gen in. She's not here today. You hit done and it flows through. And then, of course, the normal select attendees workflow where you're typing in someone's name. So that's a lot within attendees. A few other things is if someone is attended but not on-site or did not attend, that is where these controls are. It shows a different icon. And we're, of course, keeping our visitor workflow to where you can add people who are visitors, they're not employees, and you can even give them a title. So you can retain that and view it here. And then the sign in workflows, there are two signature workflows. Some of you actually use meetings as your sign in sheet for the day. So we wanna make it easy that yes, if Cassandra comes up, you add her, you can give this to her to sign, you're done. And for other people, if you get signatures at the end of the meeting, you can have this list here and just go through, get everyone to sign, and you're done that way. So there's a mass signature ad workflow and then a single person signature ad workflow. And then the one thing that I ran through super quick is when you're done with your meeting and you hit send, you get a chance to review things. You can see the subjects. You can see edit duration. So if your timer, you know, you forgot to hit it, but you forgot to enter it on that screen, you get a chance to change that right here. And if you have people who are on the job site, but they didn't sign, you will see sign with a little bit of prompt. And hopefully that's going to help us get some more signatures in. And I think that is the nuts and the bolts of it. We have had a few questions such as whether we're gonna do multi type meeting, which I answered in the chat. We're looking at it, scoping it out. Some questions about the timer, about what happens if they hit start timer more than once. Will it show if the times have been edited? We haven't built the timer yet, so this is a good time to ask questions like that. If you have preferences on that, the current version of meetings doesn't have the timer, so in this mock up, we're just kind of floating the idea to see what you guys think. So if you have opinions on how that timer should function, this is a great time to mention that. And how we're currently thinking is when you come in here, you hit start timer, it runs the timer. If you hit back or you hit done, it's going to pause that timer And if you come back in, we're split. We don't know if it should automatically resume the timer. We were thinking that. Or if you need to actually hit start timer again. So, whoever it is, if you want a personal meeting with us to run through this, give thoughts. We are in need of that right now. That was James and Anthony asking about some specific timer functionality. Perfect. Any other questions? Oh, we did have from a little further back, it's like Zach asking about when updating employees, then it would delete previous attachments. It should be Zach and you can go check on actual matter of fact well, I guess I can't show it right now, but it should be that whenever you update an employee certifications, those previous attachments should move with the certification into the archive tab and there should be a column that has a link that says view attachments where you can still view those old attachments there. Let me know if that's not showing up for you, but that's what I'm seeing on my screen. I just walked through it real quick just to make sure that that's what I see happening. And just one thing, I know we're right at time, guys. I promise this will be the last thing I bring up. So we're talking a lot about timer and other things like that because we're trying to make sure that the duration of meetings is it's easy to add and it's it's clear. It is the the correct time on things. But I just wanna remind everyone that in the system today for meetings, JHAs and inspections, there are advanced timestamps that you can see on your PDF. You can also export your PDFs without those advanced timestamps if you don't want to include those. But what those timestamps do is you don't see it on field, but when you open a meeting, it saves a timestamp. When you hit send, it saves a timestamp. And when it's actually received by our servers, it saves a timestamp. So you've got three timestamps that you can use to compare to know, okay, when did they create the meeting and when did they send it? And so you can very easily see, okay, if this meeting was created and sent within three minutes and they said that this was a twenty minute meeting, something's going on there. People could be talking about things without having the meeting open, but it just it raises some question marks. So what we're figuring out with the timer, these timestamps, all of that is how do we help reduce pencil whipping? And when it does occur, leave breadcrumbs so that your team can explore and just figure out, you know, is there a conversation that needs to be had? And we're trying to do this in a way it's not intrusive to the field. They're not having to add lots of different notes and do other things to, you know, better accurately capture time. So this is a big focus of y'all's if you all have feedback, we do want to hear. And we are at time, so if there's any questions or comments that we've missed, we'll be sure to cover that in the future. And thank you guys. It's always good to get some feedback. I appreciate taking that Skills poll and I guess we'll see you all next month. Sounds good. Everybody have a great rest of your week. Yeah. Thank you, guys.