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Health & Safety: Tags

  • Updated

Tags are a tool in vWork's Health & Safety feature. Health and Safety is an optional feature in vWork. If you want to learn more about it or add it to your account, please email support@vworkapp.com. One of our team will be in touch to talk with you about your requirements. 

In this article

Why should I use Tags?

Tags ensure your dispatchers only assign jobs to workers with the skills and qualifications required to complete the job.  This is especially helpful when regulatory requirements mean you must use workers with particular qualifications to complete a job.

Tags have two elements that combine to match technical jobs with skilled workers.

  • You add tags to your workers to identify them as having specialized skills or qualifications.
  • You add tags to jobs to identify them as requiring workers with specific skills.

Tags can be added to jobs in several ways - through the job editor, job template, an asset, or an item of equipment. vWork only allows workers tagged with the correct skills to be assigned to tagged jobs and excludes workers without the correct skills. 

 

Tags and automated breaks in Optimization

Tags are also used to schedule breaks for workers during an optimization. To find out more about this please see the article, Schedule worker breaks in Route Optimization with Automated Breaks.

What is the process to set up Health and Safety Tags? 

Before you can start using tags, you must add the Health & Safety feature to your account. Our support team can help with this. Email support@vworkapp.com for more information.

Once Health & Safety is added to your vWork account you need to enable the Health & Safety Settings. The process for doing this is explained in the article, Turn on Health & Safety.

There are three steps to apply a Tag to a worker and allocate Tags to a job:

  1. Create a Tag Library?
  2. Attach tags to your workers. You can attach as many tags as you like to a single worker to ensure you capture all their skills.
  3. Attach tags to jobs that require workers with specialized skills.

These steps are described in detail below.

Create a tag library

Begin by creating a library of tags.  The tags represent all the skills and qualifications required in your business or industry. This might be a practicing certificate, special driver's license, skills to operate specialized equipment, or even proof a worker has completed an induction course. Once you create your library you can add new tags as you need them. You will use the tags in the library to tag your workers and jobs.

In this example, I will create a tag for a First Aid Certificate. A First Aid Certificate must be renewed every two years so I will enable the expiry date option for this tag. 
Note: The actual expiry date is applied to the worker when you apply this tag to them.

To add a tag:

  1. Go to Settings > Health& Safety.
  2. Click the Tags tab to open it.
  3. Type a Name for the tag. 
  4. Type a Description.
  5. If the skill or certification needs to be renewed on a regular basis then click to add a checkmark in the Expires? checkbox.
  6. Click Save.

Health_and_Safety_Create_a_Tag.png

Add a tag to a worker

You select tags from your tag library to add to your workers. You can add as many tags as you like to a worker.

When you create a job and add a tag from the tag library to the job, only workers with the same corresponding tag can be assigned to the job. In this example, I will tag the worker with the First Aid Certificate tag.

To add a tag to a worker:

  1. Go to Settings > Users > Users to open the User management page.
  2. Select the worker from the User Management list to open their User profile.
  3. Scroll down to the Health & Safety Tags section.
  4. In the Add New Tag From List select the tag you want to apply and click Add to add a new line with the tag.
  5. Select an Expiry date for this worker's qualification if this is required.
    In this example, the First Aid Certificate will expire on Sep 30 2023 so I have entered this date here.
  6. Type a Description. This is useful to remind you of things like who has cited the certificate or how long the qualification is held. It can only be viewed from within the worker's user profile.
  7. Click Update to save the tag against the worker.

Health_and_Safty_Add_Tag_to_Worker.png

 

How can I tell if a worker is tagged?

Workers with tags are easily identified by a tag icon next to their name on the 'User Management' list.

Health_and_Safety_Tagged_worker.png

Add a tag to a job

With Health & Safety enabled, every job template and job has a Health & Safety tab where you can add Tags. You can also add tags to Assets and Equipment. 

The purpose of tagging a job, job template, Asset, or Equipment is to ensure only workers with the skills to work on or with these are assigned to them. If you create a job that includes a tag on an Asset or Equipment the tag is automatically applied to the job.

You can add as many tags as you need for the job, job template, Asset, or Equipment.

Add a tag to a job or job template

To attach a tag to a job or job template:

  1. Open the job or job template.
  2. Click on the Health & Safety tab to open it.
  3. Select the tag from the Add New Tag From List: and click Add.
  4. When you have added all the tags required for the job or job template (and finished adding all other job information) click Create Job or Create.

Health_and_Safety_add_tag_to_Job.png

Now, when you assign a job to a worker, only workers with the required skills will be available for selection to assign to the job.

Add a tag to an Asset or Equipment

You will also find a tag field in the information for each Asset or Equipment. (These are both optional features and may not appear in your account.)

Asset

To add a tag to an Asset:

  1. Open the Asset List and either select an existing Asset to update, or
    Click Add Asset to create a new Asset.
  2. Scroll to the Tag field and click it to display a drop-down list of tags from your tag library.
  3. Choose the tag you want.
  4. Repeat step 3 to select each additional tag.
  5. Click Save or Update Asset.

    H_S_Tags_field_Asset_Empty.png

Equipment

🔔 Note: A tag added to a job does not filter the equipment you can add to the job. A tag added to equipment means that when you add the equipment to the job, only workers who have that tag can be assigned to the job. For example, when a truck is saved as equipment in vWork and requires a specialist license to drive, you can use equipment tags to ensure you only assign the job that includes this truck to workers who have the correct license. Tags are not used to control the equipment you add to the job. 

To add a tag to equipment:

  1. Go to the Equipment List and either select an existing Equipment Item to update, or
    Click Add Equipment to create a new Equipment item.
  2. Scroll to the Tag field and click it to display a drop-down list of tags from your tag library.
  3. Choose the tag you want.
  4. Repeat step 3 to select each additional Tag.
  5. Click Save or Update Equipment.

    H_S_Tags_field_Asset_Empty.png

How can I get notified when a tag will expire?

You can set up a Health & Safety tag Expiry Alert that filters by Customers, Templates, Workers, or Groups. The alert for tag expiry is called User Tags Expire in. You can set this alert to notify you as many days as you choose in advance of the tag expiring. Find out more about this in the article Set up an Alert.  

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