Choosing who can do safety checks, and how often
Safety checks (for example van, PPE or tool checks) can be switched on for the whole team or for selected people only. You can also make them due on a schedule.
Who can change these settings: office admins with the Safety Check Type permission set to Read / Write. This is the default for new office users.
Where to find the settings
Go to Company Settings → Safety Checks and open the safety check you want to change. Each check has two sets of settings:
Global Settings: the default for everyone.
Personnel Settings: per-person changes that override the default.
Each check is set up separately. If you have several checks, repeat the steps below for each one.
The settings explained
Ad-Hoc Checks: whether a person can open and fill in the check whenever they choose.
Mandatory Checks: whether the check becomes due on a schedule. When it's due, it shows as overdue in the app until it's done.
Check Can be Skipped: whether the person can skip the check.
On a person's own settings, each option can also be left on Default, which means they follow the Global Settings.
Only letting selected staff do a check
Open the safety check and click Change Settings under Global Settings.
Set Ad-Hoc Checks to Disabled and Mandatory Checks to Disabled, then save. This makes the check off for everyone.
In Personnel Settings, click the pencil icon next to each person who should do the check.
Set Ad-Hoc Checks to Enabled. If they should also be prompted on a schedule, set Mandatory Checks to Enabled and choose the timing (see below). Then save.
Everyone else stays on Default, so the check is off for them. Anyone added in future starts on Default too.
What other staff see in the app: the check still appears in their Safety Checks list, but they can't open it. If they tap it, the app tells them it can't be opened until it's due. Since it's never due for them, they won't be able to fill it in.
Important: don't turn Mandatory Checks on in the Global Settings when you only want some people to do the check. Global Settings apply to everyone, so the check would become due for your whole team. Set the schedule on each person instead.
To put a person back to the global defaults, click the reset icon next to their name.
Setting how often a check is due
When Mandatory Checks is Enabled, you choose:
Repeat
On A Schedule: due on fixed dates, e.g. every Monday at 7am.
After The Check Is Completed: the next one is due a set time after the person last did it.
From Date: when the schedule starts. With On A Schedule, the day and time you pick here set when each check falls due. For a weekly check every Monday at 7am, choose a Monday at 7:00.
Every and Timeframe: how often, e.g. Every 1 Day, or Every 2 Weeks.
What happens if someone misses a few days?
Missed checks don't pile up. Each safety check appears only once per person in the app. If they miss several days, it just shows as overdue, and they fill it in once.
After that:
On A Schedule: the next one is due at the next scheduled time. The missed days are skipped.
After The Check Is Completed: the count starts again from when they completed it.
Can't change the settings?
If you can open the page but don't see Change Settings or the pencil icons, your Safety Check Type permission is set to Read Only.
If you can't see Safety Checks at all, check that you're an admin user.
Either way, ask an admin to change your permissions under Office Users.