Health and Safety Meetings
Creation date: 14/10/2021 2:27 pm
Updated: 26/2/2024 10:15 am
Health and Safety meetings are a feature in Engage that allow you to organise meetings, record minutes, location / date / time information and relevant documents as necessary. You are also able to generate actions against H&S Meetings, which can be assigned to employees with due dates. This information can later be recalled for auditing purposes or as required.
Authorities
Please note, there are a few layers of authorities for H&S Meetings:
- If you are marked as a View Only attendee, you have the ability to View the H&S Meeting.
- If you are marked as an Attendee, you have the ability to View and make amendments to the meeting as applicable. Please note any changes made will be captured in the Change Log.
- You can also mark External People in attendance. This includes their Full Name and Email. This is for detail recording only.
- You can select All Employees if the whole company was in attendance of the meeting.
- If a meeting is set to Public, all employees are able to view information about that particular H&S Meeting.
- If a meeting is set to Private, employees marked as a View Only, an Attendee, those that have H&S Meeting: View Only (ability to view) and H&S Meeting: Manage (ability to view and edit), and those who are Admin: Companies can see the meeting details.
- If an employee has H&S Meeting: View Only authority, they are able to view all H&S Meetings, but will only be able to make changes if they are listed as an Attendee.
- If an employee has H&S Meeting: Manage authority, they are able to create new meetings and edit any listed meeting.
Creating a New Meeting
To create a new meeting, click on Health and Safety / H&S Meetings / "New Meeting". Please note, only those with H&S Meeting: Manage All authority will be able to create new meetings.
Fill in the form, note that boxes with a red asterisk are compulsory fields.
Please note, you can either add attendees manually or you can create custom employee groups. This can be useful if the same people attend the meetings on a regular basis.
When adding employees manually you will be prompted to create a custom employee group, otherwise you can create a group through the administration section. Click here to find out more about employee groups.
Each meeting can either be viewed, edited, or have a downloadable PDF summary generated by those who have assigned permissions.
Meeting Actions
To create a new meeting action, click on Health & Safety / H&S Meetings / "View" on the relevant meeting / Actions / "New Action".
Fill in the form that follows. Note that fields with a red asterisk are mandatory.
Each action can be viewed and edited at a later stage if required.
Documents
You can store Documents against the H&S Meeting under the Documents section when creating a new form. If there are additional documents you need to store against the meeting after it has already been saved, you can click "View" next to the meeting, then pop to the Documents tab and add a new document here.
If you have any further queries about Engage or setting up Health and Safety Meetings, please email support@engagesolutions.co.nz and we will get back to you as soon as we can.
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