SafetyCulture is designed and built to empower teams. Companies use SafetyCulture for 3 main reasons:
- They want visibility into their organization
- They want to know what’s working and what’s not, and
- They want to receive reports faster and save time spent inspecting
By working in a team with SafetyCulture, you can collect uniform data, and make decisions with better information. A digital trail is secure and cost efficient.
Read on to understand how to set up your team.
How to set up your team
One of the first things to do, before you invite any team members is to create your organization and set up groups. Here’s a step-by-step guide on how to start your organization.
SafetyCulture groups are like setting up folders within an account or organization. Individual team members are added to the groups you choose in order to share templates and inspection data. Read more.
They also help you manage data sharing and ensure the right people have access to templates and information.
We recommend having at least two people in your SafetyCulture organization account with super-admin access. This means that two people can add users, assign permissions, share templates and access billing details.
We recommend keeping it close to your organizational structure. For example, if you have project managers for different sites, you can create location-based groups. You can also create a group for management or a field worker group that only gives your workers access to the templates, but without the ability to edit or delete them.
Basic organization structure:
Complex organization structure:
Best practices for groups
- Keep your naming conventions easy to understand and alphabetically so the sub-categories are easily located
- Set-up sharing after you set up groups (add users later)
- Know who you want the inspection data to go to (for example: do you want all the admins or regional directors to receive all the completed audits? Then you’ll need to set this up when you’re creating the groups)
Permissions in SafetyCulture allow you to control who has access to templates, inspection data, and edit access in your organization. There are two ways you can set permissions: either at a group level, or at a template level.
We recommend setting up permissions with groups. If you want your team to only see the Templates but not be able to modify, edit or delete them – we recommend creating a group for team member’s with this access level. This group will be for people who only conduct inspections.
You can also assign permissions for templates. When you go to share a template, you will be provided with options such as:
- View only
- View and edit
- View, edit and delete
If you want to share a template to someone who will only inspect with it, we recommend giving them view access only. However, this is much easier to share via a group, particularly for larger organizations.
Inviting your team
The ideal SafetyCulture set-up looks like this: you (the manager) sets up the account, groups, organization and creates the company templates, all through SafetyCulture, the web app. Your workers (team) use iAuditor the mobile app to conduct inspections and collect the data.
Once you invite users to your organization, they will receive an email with an invitation to create a SafetyCulture account.
Add team members in bulk
If you’re a large company and adding individual users sounds painful, don’t worry there’s a solution for that. You can add users in bulk by uploading a CSV file or entering the users into the table. You can even set the password for them. In this instance, your team won’t receive the invite email so you’ll need to communicate what their login details are to them.
Once everyone has a login, they can sync their data back to your organization account. They will however, need to download iAuditor the app on their mobile device. Ensure you let your team know they need to be signed in to access the templates you’ve shared.
For a step-by-step guide on adding team members, click here.
After you’ve set up your groups and created an organization and invited team members, your next question might be: how do I share templates with the right people?
We recommend having your groups set up, to make sharing really simple. This is really important to do before you add team members. Groups will make your life easier. See the #groups section for more information.
The last thing to get your team underway is to share that template to a group. Here’s a step-by-step guide.
Ensuring the data comes back to you
Once your team has accepted the invite (or received login details from you), downloaded iAuditor, they can access the template you’ve shared with them via the app. Here’s a guide on how to set up syncing.
Auto sharing inspection data
The template sharing and auto-sharing permissions need to be set up on each template you’ve created. Here you can specify which team members or groups (recommended) have access to the templates and inspection results.
For example, you might want to share your template with a “Field Workers” group, but share the audit results with the “Administration” group.
If you set up the sharing settings now, you’ll save yourself a headache at a later date.
Receiving auto audit results
If you’ve set-up auto-sharing during the template sharing phase, the group or individual will be able to see each individual audit in their Audits list in SafetyCulture, the web app.
You can also send the inspection results to Dropbox or another third-party system using our integrations on the SafetyCulture premium plan. Read more about that here.
Watch this video to learn more about template and audit sharing:
Export Profiles allow you to customize the appearance of your final report (eg. the fonts, colour, whether you have a cover page or not etc). It can be created and applied to a specific template, to ensure the reports will be uniform in appearance.
Read more about creating Export Profiles.
You can also customize the share settings with an export profile. For example, you might want to send all your reports to once email or a Dropbox account for safe-keeping.
If you just wanted to send all the reports to a Dropbox folder, you could name that Export Profile “Dropbox” and apply it to a template.
You can only however, edit and create Export Profiles in the iAuditor app on Android, iOS or Windows. This can’t be modified in SafetyCulture, the web app.