Manager Role Day in the Life

Welcome to the Manager Point of View of the Self-Guided Onboarding Program!

If you do not see any of the modules or features discussed in this article in your eCompliance instance and are interested in adding them, please contact your Customer Success Manager or shared email:csoffice@ecoonline.com

 

Lesson Objective

In this lesson, the focus is on the Manager, Supervisor, Safety Lead experience (or what we call the Manager permission in eCompliance), with the end goal being that you know how to achieve your day-to-day in the system as an individual who manages people.

 

Note: The Manager permission is a default permission in eCompliance, however the system allows the ability to create custom permissions so there may be slight differences based on if your company gave you a custom permission.

 

Reminder: The Manager permission has all the functionality of the Contributor permission. This article will only focus on functionality that the Manager permission has that the Contributor doesn't, for a review of those permissions go to Contributor Role Day in the Life.

 

Getting Started (Web)

Login to your eCompliance account at my.ecompliance.com via one of two ways:

1. Email and password
2. Username and password

 

 

Note: Username is for those that don't have a work email.

 

Setting Up Preferences

By clicking on your name in the upper right-hand of the screen you can change your preferred settings.

 

 

Click on Profile to:

• Update your preferred display language in the system
• Update your phone number (if applicable)
• Change your password

 

Click on Email Settings to configure which email notifications are received and the cadence for receiving them.

 

 

Site Navigation

The system uses a Site Tree to keep data (employees, forms, etc) organized. Depending on your role you may oversee more than one site in the account - this concept is important to get familiar with.

At the top of the screen, you will always be able to see the current site you are on which will impact:

• Data being filtered out, looking at one site will focus on the data of that site
• Sites can have sub-sites which means if you are on a site with sub-sites you will see data from all those sites
• If you are making changes to the account ensure you are at the site you want to make changes to

 

 

Managing your Employees

The Employees module will show you all the employees at the sites that you manage, allowing you to:

• Review an employee's training records, forms completed, etc.
• Add new employees

 

 

Reviewing Employee Profiles

Each employee will have a magnifying glass beside their name which will bring you into their profile. The profile can be split into 3 sections:

1. The top portion of their profile will display their employee information (name, phone number, hire date, etc) which you can edit if needed.
2. In the middle, there is a section called Site Memberships which will show you the site(s) that the employee has access to and the permission which is determining what they can do at that site. (You can use the Add Site button to add them to other sites if needed)
3. The bottom portion will display everything they have done and are required to do:
   • Training requirements with training records attached (if applicable)
   • Action items completed and in the process of completing
   • Forms submitted and involved in
   • Documents needing review and having been completed

 

 

Adding New Employees

Clicking on Add Employee will bring you to an employee profile where you need to fill out the personal information.

 

 

Utilize Add Site to add the site they belong to. Change their permission to the correct permission type required (likely will be Contributor, but you can confirm with your account admin). The final setup required is assigning a job profile which will assign the required training this employee will need to take.

 

Add Site Membership(s)

 

 

Assign Permission Group

 

 

Assign Job Profile

 

 

Click on Save and Send Invite to send out an invitation for the employee to login.

 

 

Note: If you are using the Login with Username feature as this employee doesn't have an email - once you create the profile you will need to send over the username and temporary password to that employee.

 

Training Management

Depending on how your company decided to handle uploading certificates, your workflow could follow one of two processes.

 

Frontline Upload

Frontline employees have the ability to upload their own certificates, if this is the route your company decided then you will utilize the Certificates to Approve function on the Employees module.

 

 

When there are certificates to approve that button will have a number beside it. Click on that button to review the certificates and either approve or decline.

 

 

Manager Upload

If the frontline isn't handling the certificate approval, you can upload certificates by going into the employee profile locating the training requirement and clicking on Add Certificate.

 

 

Here you can enter the Certificate Date, Certificate Expiration Date, attach the certificate, and Save.

 

 

Note: If there is no expiration date you can leave that field blank. Also, you may see that the Certificate Expiration Date is already filled out, this is due to this course having been set up with a standard expiration based on the Certificate Date.

 

Form Review & Sign-Off

Your permission ensures that when a form is submitted to your sites that you are receiving an email notification - this will be your trigger to login and review the form and close it.

 

 

There is a link in the email notification you can use to jump into the form or you can login and go to one of the three form modules (Inspections, Incident/Hazard, Meetings) to see the forms that need to be reviewed.

In addition to email notifications, you can preview forms on the web application that require your sign-off. These previews are accessible in your 'My Stuff' dashboard. To prevent an overload of forms on this list, only those forms where your employee name is included in the form template's 'Sign Off Authority' section will be displayed.

For more information about the 'Sign-Off Authority' field, you can read the article here.
For more information about previewing sign-off articles, you can read the article here.

 

 

To review a form click on the form id which will allow you to go through the employees' responses. When you have finished reviewing the form click on Options and click Sign Off.

 

 

Sign Off will lock the form to changes and indicate that you were the individual that signed off.

 

Tip: On the main form screen you have the ability to both sign off by clicking on the Pending Sign Off link in the Status Column and batch sign-off forms by toggling on the square in the leftmost column. 

 

Revisions

In the event that the form needs to be corrected or the answer isn't clear enough, you can click on Options and then Request a Revision.

This will open a text box to type in your comments and then send an email to the employee to resubmit the form with the requested updates.

 

 

Reviewing Action Items

To get an overview of the corrective actions open at your sites go to the Action Items module. This will give you information on action items such as:

• Progress
• Due Date
• Created By
• Assigned To

 

 

From here you can also action any items that are assigned to you or create a new action item.

 

Updating Action Items

 

 

Creating Action Items

 

 

Tip: Most action items will be created through forms, but the Create Action Item button is in the event that an action isn't stemming directly from a form.

 

Document Distribution

The Documents module allows you to upload documents to employees at certain sites for acknowledgment or as reviewable resources (new policies, equipment manuals, safety data sheets, etc).

 

 

Click on Upload New Document and do the following:

1. Attach the file
2. Toggle on Make Document Public to make it accessible on the mobile app
3. Document Distribution
   • At this site - if you want this document available at the current site you are on
   • At this site and below - if you want this document available at the current site and any sub-sites below
4. Read Acknowledgment
   • Nobody - for the document to be uploaded as a resource
   • Everybody - for tracking the document is read and acknowledged by everyone at the sites
   • Specific job profiles - for tracking the document is read and acknowledged by those with the job profiles selected at the sites

 

 

Reminder: Your current site is where the document will be uploaded, ensure that your current site matches the site you are wanting to upload the document to.

 

This wraps up Manager Role Day in the Life where we walked through the workflow of a typical manager experience to help you get started and find success with the tool.

 

Remember: If you run into any technical issues with the system not working as expected, contact our Technical Support Team:

• 1-800-686-1915 Option 2
• Submit a Request