Meetings

The meeting section is set up to allow company staff to create a meeting and specify the meeting date, meeting time, location, and the agenda. Staff can write out an outline of what will be discussed in the meeting, add the employee’s they would like to attend and send an email notification to those employee$s so they can view the meetings agenda and meeting notes prior to attending the meeting.

Staff can choose from default meetings, Safety Net has provided a library of meetings to choose from staff can choose a default meeting and add the meetings content to their company meeting. The default meetings have been organized into 20 meeting topic types with hundreds of meetings to choose from.

Meetings can be created before the meeting or Staff can have a attendee can take notes during the meeting. Staff will sign that they attended and participated in the meeting on the Safety Net smart phone application and the meetings minutes and all attendees signatures will be sent and saved on Safety Nets server when the meeting is submitted.

A new feature on SafetyNet Meeting section, is the inclusion of Meeting Documents on every meeting. Staff can include either company policies, safe work practices, and safe job procedures, to be reviewed in the course of a meeting. These reviews when meetings are closed out will update employees review status on the safety manual documents that have been reviewed during the meeting.

Some Safety Programs require that staff complete reviews of safety manual documents on some form of annual basis, including these reviews in the course of meetings helps get this procedure completed as part of regular meetings. Another advantage of reviewing safety manual documents in meetings is younger field staff can learn from the older field staffs experience when documents are discussed in a open environment.

Along with Safety Manual Documents staff can include uploaded PDF documents that can be added to the safety meeting. This is a excellent way of including important information in a meeting.

The one requirement that SafetyNet requires is that in order for field staff to get credit of a safety document review they must complete the safety meeting and Sign in the Smartphone Application and the meeting must be closed for the document review records to be added for the employees involved in the meeting.

SafetyNets Smartphone application allows field staff to complete safety meetings in the field and submit them to the system. For information about completing a safety meetings through the Smartphone click here.

Once a Meeting is submitted:

1. 1. An Email can be sent to the employee to review the meetings. (For more information about email alerts check the email alerts section of the manual).
2. 2. Safety Net Statistics are updated for the number of meetings completed for companies and employees.

Configuring in Safety Net Meeting Start Time

You might notice that when on the Add meeting screen the meeting time is set to your companies regular start time. To configure your companies start time in Safety Net users can be configure this setting in the company safety settings.

Management, Office Staff and Safety Officers can edit how often meetings should occur in the Company section when they edit the Company Safety settings.

(For more information about company safety setting check out the Edit Company Safety Settings in the Company section of the manual.)

Configuring Safety Net for how often a Meeting should occur

Safety Net can be configured to for how often a safety meeting and tool box meetings should occur. Its important to remember that important part of setting rules as part of a safety program is, that your company can meet those goals. Setting too high of a standard and not reaching it, is as bad as setting to low of a standard.

Setting up how often safety and tool box meetings should occur

How often meetings must occur is a function of your companies policy regarding meetings. To configure Safety Net for how often meetings should occur can be configured in the company safety settings.

Management, Office Staff and Safety Officers can edit how often meetings should occur in the Company section when they edit the Company Safety settings.

(For more information about company safety setting check out the Edit Company Safety Settings in the Company section of the manual.)

The meeting section is only available to users that have the meeting section turned on for their users group. To change users access to meetings, management and office staff can change access in Application Section to view the information about the Application Section Click Here

Meetings can be searched by a combination of the 'Meeting Type' and 'Submission Status'. Users can narrow down the search results by choosing any combination of the two search criteria.

All search result can be sorted by clicking on the results headings; Date, Meeting Type and Status. Clicking on the same heading can do switching the results order from ascending to descending.

Delete a meeting may have to be done if the report is corrupted or if meeting was added to the system incorrectly. Only meetings that have not been reviewed by management can be deleted.

To delete a meeting, click the 'Delete' link of the meeting you want to delete.

To get to the edit screen of a meeting, click on the “Date” link of the meeting that you would like to edit.

To view the report in html click on the 'Html view' link of the meeting you would like to view.

To view a printable document file (PDF) view of the meeting report, click on the 'PDF view' link of the appropriate meeting report.

To add a meeting, click on the 'Add Meeting' link.

On the next screen, enter information in the following fields:

Fields

Date: The date field defaults to today$s date. The date field is formatted in YYYY-MM-DD format and will not accept any other format.

Time:The time field defaults to the companies start time. The hour select box functions in a 24 hour clock. The minutes select box has 4 selections broken down into 15 minute increments.

Overview:Allows a user to describe what the meeting will cover. The character limit of this field is 250.

Meeting Location:Allows a user to input the meeting location. Being precise in the meeting location is a good idea. The character limit of this field is 100.

Meeting Type:Allows a user to select the type of meeting. Meetings can be either:

• Toolbox Meeting: A meeting about the work to be done.
• Safety Meeting: A meeting to deal with safety issues.

Meetings can cover both types of topics.

Once the information has been input, click the 'Save Meeting' button.

Once a user has clicked the 'Date' field, the Edit Meeting window opens

Fields

Date: The date field defaults to today$s date. The date field is formatted in YYYY-MM-DD format and will not accept any other format.

Time:The time field defaults to the companies start time. The hour select box functions in a 24 hour clock. The minutes select box has 4 selections broken down into 15 minute increments.

Overview:Allows a user to describe what the meeting will cover. The character limit of this field is 250.

Meeting Location:Allows a user to input the meeting location. Being precise in the meeting location is a good idea. The character limit of this field is 100.

Meeting Type:Allows a user to select the type of meeting. Meetings can be either:

• Toolbox Meeting: A meeting about the work to be done.
• Safety Meeting: A meeting to deal with safety issues.

Meetings can cover both types of topics.

Once the information has been input,click the 'Save Meeting' button to ensure that any information changed is saved in the system.

Once you click the “Save Meeting” button, the add employees screen opens.

There is a section for adding temporary employees, including but not limited to; sub contractors, who may be in attendance at the meeting with regular employees.

Fields

First Name: Allows a user to input the temporary employee$s first name. The character limit of this field is 25.

Last Name: Allows a user to input the temporary employee$s last name. The character limit of this field is 25.

Email: Allows a user to input the temporary employee$s email address. The character limit of this field is 50.

Phone Number: Allows a user to input the temporary employee$s phone number. The character limit of this field is 20.

Company Name: Allows a user to input the temporary employee$s company name. The character limit of this field is 75

Once the temporary employees have been added, click on the 'Add Temporary Employee' button.

Below the 'Add Temporary Employees' button is a list of the company employees with an 'Add' to the right of their names. Select the employees you want at the meeting by clicking the 'Add' to the right of their names. The people on the list may be site and/or safety supervisors who will be conducting the meeting. The meeting information will be sent to all who are “Add”ed to the meeting list. The information will only be sent once the 'Email Meeting' button is pushed.

Deleting an employee may be necessary if the employee was added by accident. To delete an employee, click the 'Delete' link next to the Employee in the Meeting Attendees column.

The paragraph section allows users to add or edit the meetings notes. Users can add as many paragraphs as they want to their meeting. Users can move paragraphs up or down on the document by changing the order of the paragraphs. Users can also make paragraphs Bold and or numbered. Essentially users can write out and format their meetings document to include any information they want too.

Fields

Paragraph Order: The Paragraph Order field allows the users to set the order that the paragraphs will appear in. The paragraphs will appear on the document with the lowest paragraph order number to the largest. If paragraphs have the same paragraph order value the paragraph first added will appear first. When adding a new paragraph the paragraph order value will default to the next paragraph order value.

Text Attribute: The Text Attribute field allows users to set the typeface of the font of the paragraph. Users can choose between regular or bold font.

Number Attribute: The Number Attribute allows the users make order lists. Setting this field to Numbered will place the Number from the Number field in front of the paragraph with a period. Setting this field to Not Numbered will make the paragraph appear without a number in front.

Number: The Number field allows the user to set the number that will appear if the Number Attribute is set to Numbered. While adding paragraphs the number field will automatically increase as long as the value is not zero.

Paragraph: The Paragraph field allows users to input the text content of the meeting. Users can add as many paragraphs as they would like, but the size of each paragraph is limited. The character limit of this field is 500.

Once all paragraph information has been entered, click on the 'Save Paragraph' button to ensure that any information changed is saved in the system.

Meeting Documents section also field staff to include either company policies, safe work practices, safe job procedures and upload documents to be reviewed in the course of a meeting. These reviews when meetings are closed out will update employees review status on the safety manual documents that have been reviewed during the meeting.

Once the meeting you would like to add a document to, click the 'Add Document' link.

Open the 'Company Policies' tab

Under Company Policies the company policy names are list with the date they were last updated.

Click the 'Add' link of the policy to add the document to the meeting.

Once the meeting you would like to add a document to, click the 'Add Document' link.

Open the 'Safe Job Procedure' tab

Under Company Safe Job Procedure the company safe job procedure names are list with the date they were last updated.

Click the 'Add' link of the safe job procedure to add the document to the meeting.

Once the meeting you would like to add a document to, click the 'Add Document' link.

Open the 'Safe Work Practice' tab

Under Company Safe Work Practice the company safe work practice names are list with the date they were last updated.

Click the 'Add' link of the safe work practice to add the document to the meeting.

Once the meeting you would like to add a document to, click the 'Add Document' link.

Open the 'Upload Document' tab

Fields

Document Description: Users can enter the name of the document they are going to upload. The Character limit of this field is 100.

Click the 'Choose File' button then choose the document you would like to include in the meeting.

Click the 'Upload Document' button to upload the document to the meeting.

Once the meeting you would like to manage the documents for.

Documents added to the meeting are listed by the document description, and document type.

Click the 'Delete' link to delete the document from meeting. Only meetings that have not been closed, can have the document deleted.

Once the meeting agenda has been established and the meeting attendees are selected, click the 'Email Meeting' button. This will email the meeting participants a link to the web site so they know what the meeting is about.

Staff can choose from default meetings, Safety Net has provided a library of meetings to choose from staff can choose a default meeting and add the meetings content to their company meeting. The default meetings have been organized into 20 meeting topic types with hundreds of meetings to choose from.

To add a default meeting click the 'Add From Default Meeting' link.

When the default meeting section first opens the system brings up all default meetings for your companies audit protocol. Read the instructions on Default Meeting Search below.

To add a default meeting click the 'Add Default Meeting for Company' link. The meetings content will be added to a new meeting for your company.

Default Meetings can be searched by a combination of the 'Audit Protocol','Industry Type','Meeting Topic Type' and 'Meeting Type'. Users can narrow down the search criteria by choosing any combination of the four search criteria.

All search result can be sorted by clicking on the results headings; Overview, Meeting Topic Type, Industry Type and Audit Protocol. Clicking on the same heading can do switching the results order from ascending to descending.

To view the report in html click on the 'Html view' link of the meeting you would like to view.

To view a printable document file (PDF) view of the meeting report, click on the 'PDF view' link of the appropriate hazard assessment report.

Once a meeting has been completed, it must be submitted for review by management. To do this, click on the 'Submit Meeting' button. An email will be sent to the employee in charge of meetings if the meeting email alert has been set up for the company in Safety Net.

Once a meeting has been submitted management or a supervisor should review and sign off that meeting have been completed properly and that issue found can be brought to the attention of management of

1. The meeting were completed properly.
2. The issues found have been accounted for and dealt with.

Once a meeting has been completed, it must be submitted for review by management. To do this, click on the 'Submit Meeting' button. An email can be sent to the employee in charge of meeting thru the email alert section of safety net.