How Staff members become Users in your Organisation

People are at the heart of Safety the PeopleSafe Way, so it’s important to understand how we put people at the centre of our software. 
Safety the PeopleSafe way is about getting everyone involved which means adding them as a User in your Organisation. 

In this article

Access your Organisation in PeopleSafe using:

  • The PeopleSafe Mobile App from their mobile device
  • The PeopleSafe Web Application @ my.peoplesafe.co.nz
  • PeopleSafe TXT-in via sending a TXT to 4164 from a cellular phone

Access  your safety information and processes including:

  • Safety Plans
  • Emergency plans 
  • Receive Safety Alerts 
  • Tell Your Story® Process
  • Online Learning 
  • Update Personal Contact Information

It means your Organisation 

  • One place to keep track of and share safety information with that User including:
  • Essential contact information (including emergency contact details, important medical information)
  • Records of Training and Skills achieved (Safety Inductions, Licences, Certificates, Industry training etc)
  • Can easily send Safety Alerts and Task Notifications 

How staff members become Users in your Organisation 

  • Staff are added as Users in the People Section in your Organisation.   
  • Once a Staff member is added as a User in your Organisation we call that record a User Profile.

What makes up a User Profile?

A User Profile is made up of two parts that you see at the same time when you View a User Profile 

PART ONE

Contact and Login Details 
These are specific to each User and are able to be updated by the User.  

Contact Details Include:

  • Name (including Nick name if added)
  • PeopleSafe ID Number
  • Mobile Phone Number
  • Best Contact Email
  • Address 
  • Date of Birth
  • Gender
  • Emergency Contact Details 
  • Important Medical Information
  • NZQA Number
  • Drivers licence details (+ endorsement) and Expiry
*NOTE* The User has full control over which of these details your Organisation can View and Edit and can restrict your level of access under privacy settings.  If this happens you’ll need to Request Access to their Contact Details again.

Login Details include:

A User will access your Organisation in PeopleSafe using their PeopleSafe Login, which is made up of a Username and Password, unique for each User. 
How does a person get a PeopleSafe Login?
The first time a person is added as a User of PeopleSafe a Username and Password is created for them. They will need to reset and create their own password to start using PeopleSafe.

PeopleSafe ID#
When a PeopleSafe User Profile is created, an ID number is auto-generated and allocated to that person. This number is stored in PeopleSafe and stays with that person. It means that a User can be identified in PeopleSafe independent of what Organisation they are working with, and allows them to be in multiple organisations at the same time. If they join another organisation that uses PeopleSafe, for example a sports club, they will be connected to that sports club via their PeopleSafe ID.  Once a User has a PeopleSafe Login it is their Personal Login to PeopleSafe and remains with them forever.  

PART TWO

Organisation Details 

These are specific to your Organisation and belong to your Organisation. It includes the information about the work they do for you and includes 
  • Where Work related Emails are sent
  • Employee Number 
  • Start Date
  • Relationship (Staff Member or Friend/Contractor)
  • Security Clearance (what can they see and do in your Organisation) 
  • Let this person see & manage people who do these jobs (Manage Users)
  • Hours (weekly) 
  • Work Phone Number
  • Work Mobile
  • TXT Alert Phone Number
  • Jobs they do (which allows Manage Users to see Users with this Job)
  • Job Skill Sets (displays skills required of the Jobs they do)
  • Training and Skill Records are also displayed for both Online Learning and Offline Training  on a Staff profile (but are added under Training)
  • Notes and Attachments can be added to the Staff Profile 

Who manages User Profiles?

PeopleSafe Coordinator

  • Add a NEW User  Profile in your Organisation
  • Deactivate / Delete a User Profile
  • Updating Organisation Details

Manage Users

Adding information to a User Profile
  • Adding a Record of completed Training
  • Add Notes or Attachments
  • Reset Password if the User has given permission to VIEW & EDIT their Contact Details

Information needed to add a Staff Member as a User

To make sure you can use PeopleSafe to effectively work together with your Users, the minimum details should be added to a Staff profile.  

Contact Details 

  • First and Last name
  • Best Contact Email Address [for Password Reset Emails]
  • Mobile Phone Number
  • Date of Birth
  • Emergency Contact Details
  • Important Medical Information 
  • A Username (when adding a new PeopleSafe User)

Organisation Details

  • Work email address [ All Work related emails are sent here]
  • PeopleSafe Username [usually their Best Contact Email Address]
  • Security Clearance (most Users will be Standard Staff and can be upgraded later if needed)
*NOTE* The following article gives an explanation on security clearances and deciding how to pick one

Gather the information needed

1. From your Payroll System
2. By getting your team members to fill out PeopleSafe Staff Profile document and give it back to you

To add a User in your Organisation 

You will need to have PeopleSafe Coordinator clearance to add a new User

Before you add a new User

Check if they already have a User Profile in your Organisation
  • The have worked for you before and are returning
  • They are only casual and have been made inactive while they are not working for you
  • You might be unaware they previously worked with you 
To do this you need to check both the active and inactive lists under People in your organisation. 
If they do have a User Profile then you can make their User Profile active again.

Ask if the Staff member is already a User in PeopleSafe

If they already use or have used PeopleSafe with another organisation they'll  have a PeopleSafe Login and PeopleSafe ID# .  When you add an existing User, all you need is their existing unique PeopleSafe ID Number to connect them as a User to your Organisation.  

Add an EXISTING PeopleSafe User to your Organisation

Using their unique PeopleSafe ID Number you can Add them them to your Organisation via the Connect option in their Profile.  
This article helps you explain where to find their PeopleSafe ID Number 
https://help.peoplesafe.co.nz/article/318-find-my-peoplesafe-id-number
This article explains how to Connect a Staff member to your Organisation 
https://help.peoplesafe.co.nz/article/304-connect-a-staff-member
Once you’ve added a User Profile they will get an email asking them to accept your connect request, which once accepted will give you access to the Contact Details section of their Staff Profile.  (You will get an email once they have accepted).  
*NOTE:*As soon as you have created their Staff Profile it becomes active.    

Add a new PeopleSafe User 

Most of the time you will add a new User to your Organisation one at a time.  
https://help.peoplesafe.co.nz/article/542-add-a-user-to-your-organisation

Add multiple new PeopleSafe Users

PeopleSafe has the ability to set up multiple Staff Profiles and Users by importing a .CSV file.
This is a good thing to consider when you need to add a lot of Users (more than 20) to your Organisation at one time.  For example when you first join PeopleSafe or you employ a large number of staff.  

Give a User permission to Manage other Users 

The PeopleSafe Security Clearance feature is part of every Staff Profile. Most Users are either Standard Staff or Friend.  See our glossary of terms.
You can change what each User can see and do.
This article explains the permissions for each Security Clearance
https://help.peoplesafe.co.nz/article/540-user-permissions-quick-guide

When you want to give a User the ability to manage other Users in your Organisation you need to change their *Security Clearance for what the User can do and see* in the *Organisation Details* in their User Profile to say *Manage Users*

This article explains how to change a Users Security Clearance
https://help.peoplesafe.co.nz/article/1074-change-a-users-security-clearance

Once this is selected an additional field will appear called:
*Let this person see & manage people who do these jobs* . select which *Jobs* this User is responsible for managing and Save the Staff Profile.
Once saved, this User will now:
  • Manage other Users where the  *Jobs they do*  selected in the users *Staff Profile* includes one or more of the Jobs they manage.
  • Get Notifications about Stories relating to Users with that Job, Training Expiring / needed for Use
  • Be tasked with Reviewing Stories 
  • Have access to the Contact Details of Users with that Job, and be able to update Contact Details on behalf of Users they Manage
  • Create Safety Plans
  • Add training records 
  • Book Online Learning
  • Add Gear
  • Record Gear Checks Completed
  • Add Documents 
  • Add tasks for other Users

Give Staff their Username and Password

To give staff login access to their profile print a PDF:   When you view the person you can click on the link that says   Reset Password and Generate Password PDF.  This will save to your downloads folder or where you choose.

You can then print off the PDF and give it to your staff member. The PDF will contain a temporary password. They will need to choose a new password the next time they login.

Supporting PeopleSafe’s Good Safety Habits

The Person Profile is at the centre of all of PeopleSafe's 5 Good Safety Habits 

Habit 1 - Get Involved and Work Together 

  • It gives them access to PeopleSafe
  • It gives them multiple ways to access your safety information so they can work together with you

Habit 2 - Tell Your Safety Story

  • It gives them the ability to use the Mobile App, Web Application or their Mobile Phone to easily make this Habit real.  It removes all excuses for not bringing up safety stories.

Habit 3 - Use Safety Plans

  • It gives them the ability to view all your safety plans and attachments on their Mobile device
  • It allows them to see ALL your risks from a Web Browser

Habit 4 - Check Your Skills and Know Your Limits

  • It is where they can go to check what skills are expected via Safety Plans
  • It allows them to see a list of all the training and skills they have gained

Habit 5 - Check Your Gear is Safe

  • It allows workers to find information about gear in the Safety Plans for the gear they are using

Still Stuck? Email the Help Team Email the Help Team