Personnel Profile

Owned by Ray (Unlicensed)
Last updated: Sept 17, 2019

This is accessed by opening the People module and double clicking on any entry in the list.

A personnel profile is made up of the following fields.  The fields are divided into nine (9) sections that, in the desktop application, are collapsible.  The creation of a personnel profile is not possible from the iOS/Android applications but with the build of the web access it will be accessible via any web enabled device.    The only field that is mandatory is the User Name field.

Contact information 

  • User Name – it is suggested that the users email be used here as the user name need be unique not only to the account but to the global platform.
  • Employee ID – many companies issue employee IDs. This employee ID can be used to access the individual’s digital signature for signing forms in the desktop application.
  • Preferred Name – should the individual have a preferred name designated of their first, middle, or last name. Perhaps a nickname.
  • Title – self explanatory
  • Salutation – Dr, Miss, Mr, Mrs, Ms, or the default of blank.
  • First Name
  • Middle Name
  • Last Name
  • Gender – not specified, female, male, or the default of blank.
  • Date of Birth
  • Status – representing the individual’s employment status
  • Company Name - in case it differs from the overall company name (for example for a subcontractor)
  • SIN/SSN
  • Personal Phone Number
  • Personal Cell Number
  • Personal Email
  • SMS Phone Number Field – this is for texts from the system. Currently used for direct messaging communication from administrators of the system along with Lone Worker compliance monitoring.  The default of “Do not send SMS messages” need not be changed should there not be a number associated with the profile
  • Work Phone Number
  • Work Cell Number
  • Work Email
  • Email Address Field – the default is “Do not send emails” as not all users need receive notifications. “Work email”, “Personal email”, and “User Name” can be chosen.  “User Name” often works best as the default.
  • Address
  • City
  • Province/State
  • Country
  • Postal/Zip Code
  • Language – this is not used as a system language determinant but simply to catalog the languages spoken by the user.
  • Show in Training Matrix? – this is a check box that will include the user in the Training Matrix so that certifications may be tracked for completion and expiration. The acknowledgement of Policies, SWPs, SOP, etc. are also tracked using this method.
  • Send Training Notifications? – this is a check box that, when checked, will include the user in the notification of trainings tracked in the Training Matrix that are about to or have expired.
  • Is Safety Administrator? – this is a check box that, when checked, will notify the user of all form submissions and allow access to all submitted documentation regardless of position in the Organizational Chart.
  • Is Active – this is a check box that, when checked, allows the user access to the system and the data they are entitled to see. When not checked, the user’s access to the system is suspended and all of their information is “hibernated” until such time as that person returns and is reactivated.  Perfect for seasonal workers.
  • Form Access – the user’s access to blank company form templates (fillable documentation) can be customized here.
  • Security Level – the user’s level of access is determined here. There are five (5) levels of access that can be customized in Company Settings>Security.
    • User
    • Manager
    • Senior Manager
    • Administrator – a super user that can access all information including the Company Settings Module to administer to the system.
    • External Auditor – it is intended to be read only access to all information required to conduct an independent safety audit.
  • Photo – a photo of the user may be loaded to the system for identification purposes.
  • Signature – a signature scan may be loaded to the system for use with the Employee ID in signing digital forms in the Desktop/Web environment.

Driver’s License

  • License #
  • Expiry Date
  • Issuing Country
  • Issuing Province/State
  • License Class
  • Type – Blank is default but “Driver”, “Commercial”, “Non Driver”, “Light Vehicle Driver”, “Heavy Vehicle Driver”, or “Compensated Driver” may be selected.
  • Additional Notes
  • A scan of the License may be imported.

Employment Information 

  • Type – Permanent, Non-Permanent, Special/Other, and Contractor are the selections while blank is the default.
  • Specific – this is a free text field to help define the type of employment.
  • Hours Per Week
  • Shift
  • Payment
  • Salary
  • Day Rate (Office)
  • Day Rate (Field)

Emergency Contact – This information can be accessed (along with training data) via the scan of the QR code on the system generated User ID Card.  All fields are free text 

A system generated User ID card would look like the following: User ID Card. Scanning the QR code would send you to a report that looks like the following: User Report

  • Contact Name
  • Contact Relationship
  • Contact Email
  • Contact Home Phone
  • Contact Work Phone
  • Contact Cell Phone

Additional Information 

  • Health Providing Province
  • Health Provider (Other)
  • Health Provider Number
  • License Type – Drivers, Firearm, Passport, Other are the selections with blank as the default. The Training Matrix may also be used to track these and other certifications.
  • License Number
  • License Photo

Job Location – This information is used to quickly sort submitted information by the common denominators.  When the user is signed into the system this information can be automatically populated in a fillable form template (either visible or invisible, fixed or changeable).  These “Picklist” items are customizable by any administrator in Company Settings>Picklists. 

  • Job Classification
  • Department
  • Division
  • Location
  • Client
  • Subcontractor
  • Union #
  • Initial Hire Date

GPS Tracking – personnel may be tracked both via their mobile device (the opt in is manual and controlled by the user due to privacy legislation in differing jurisdictions) or via satellite phones or two way satellite communicators such as SPOT or InReach devices.

  • Is tracked – this is a checkbox that, when checked, will show the user in the Location Tracking module along with their last reported position. Again, the default in the application is for the tracking to be off and it is a manual and voluntary toggle to opt into the tracking.  Historically we have had little or no pushback to being tracked once the purpose of the tracking is explained.
  • Tracker Id – once a two way satellite communication device is configured in the system by an administrator in Company Settings>Tracker the name of the tracker can be inserted here assigning the device to the user in the Location Tracking module.

System Information – this section is not fillable but displays the following information 

  • Created Date – the date and time the personnel record was created.
  • Last Login Date
  • Last Password Change
  • Last Lockout Date – due to too many errors in entering username/password combination.
  • Failed Password Attempts

Comments – this is a simple expanding text field to house general comments.  As an example the sample user report indicates an allergy to bee and wasp venom.