Creating a custom Register in your Worx portal.
Introduction
Registers are an essential tool in managing your small business's safety and compliance, helping you stay organized and maintain a safe working environment. With Worx Inductions, you can create custom registers tailored to your specific needs, ensuring that all relevant information is easily accessible and up to date. Examples of registers that clients may find useful include corrective action registers, chemical storage registers, and electrical equipment registers. In this article, we will guide you through the process of creating custom registers in the Worx Inductions system.
Why Registers are Important for Small Businesses
Registers play a crucial role in helping small businesses maintain safety and compliance by:
- Providing a centralized location to store essential information, such as equipment details, safety procedures, and necessary actions.
- Allowing for quick access to information, enabling businesses to address safety concerns or incidents promptly and efficiently.
- Ensuring that all employees are aware of safety protocols, equipment usage, and storage practices, reducing the likelihood of accidents.
- Facilitating compliance with legal requirements and industry standards, minimizing the risk of fines, penalties, and legal issues.
Creating Custom Registers in Worx Inductions
Follow these simple steps to create custom registers in the Worx Inductions system:
Log in to your Worx Inductions account: Access your account using your login credentials. If you don't have an account yet, sign up and follow the onboarding process to set up your organization.
Navigate to the Registers module: Once logged in, locate the Registers module by choosing the Documents tab, then 'Registers"
Click "Add new" and then you need to fill in the set up page:
Register Name - this is the name of the register. Can be anything you want, but make sure it is clear what is in the register, for example "Electrical Equipment Register".
Enter register details: Fill in the required information, such as the register's name, description, and any necessary categories. For example, if you're creating a chemical storage register, you may want to include categories like hazard level, storage location, and safety precautions.
ID Prefix - this is a prefix that will be added to all register entries to give them a unique ID. This can be anything you want. Example "CH" for chemicals, or "CA" for corrective actions.
Review Permissions - This is who can see the register in their portal. Each register can have different levels based on the information stored in them. Chemical storage for example should be available to everyone, but a return to work actions might only be available to admins.
Submit permissions - This is who can add a line to the register.
Change permissions - This is who can make changes to the layout of the register - ie what columns are included. We suggest this to be admin only, but can be whatever you choose.
Add columns to your register: To make your register specific to your needs, add custom fields that capture the information most relevant to your organization. These fields can include text, numbers, dates, or even file attachments. Simply click "Add Column" and choose the field type, then enter a label for the field.
Column Name
Input Type - choose from dropdown - see below for explanations of each dropdown.
Placeholder text - do you want text in there as a prompt?
Data required check - is filling in this column mandatory, or can it be left blank?
Field Types.
- Text: A text field allows users to input a single line of text, such as names, addresses, or other short pieces of information.
- Radio Button: Radio buttons present multiple options for users to choose from, but only one option can be selected at a time. They are useful when you need users to make a single choice from a list of options.
- Checkbox: Checkboxes allow users to select multiple options from a list. They are useful when you need users to indicate all applicable choices from a set of options.
- Dropdown: A dropdown field provides a list of options from which users can select one choice. This is useful when you want to present a list of choices without taking up too much screen space.
- Linked Dropdown: These are used when you want to choose data from another part of your portal - for example inductee name or project.
- Date: A date field allows users to input or select a specific date using a calendar picker. This is useful for capturing deadlines, event dates, or any other date-related information.
- Audit Date: An audit date field captures the date when a reminder is generated. An email will be sent on this date.
- Signature: A signature field allows users to digitally sign a document or form, usually by drawing their signature with a mouse, stylus, or touch input. This is useful for capturing consent or agreement on a form or document.
- File: A file field allows users to upload and attach a file, such as an image, PDF, or other document, to a form or entry. This is useful for collecting supporting documentation or evidence.
- Risk Matrix: A risk matrix field is used to assess and visualize the level of risk associated with a particular situation or decision. Users can select values from the company risk matrix. These are good for incident or hazard related registers so you can sort on rating - i.e. low, medium, high.
Once you have added all your columns, the register will be saved automatically.
Populate your register: Now that your custom register is set up, you need to add the data.
Go back to the registers list, and click the + symbol alongside the new register.
This then brings up a form with all of the register fields on it to add a new line:
When complete, click "add to register" and you have added the first line.
Repeat this process for all the regsiter data.
Conclusion
Custom registers in Worx Inductions can significantly improve your small business's safety management and compliance efforts. By following the steps outlined above, you can create tailored registers that help your organization maintain a safe working environment and adhere to industry regulations. Start creating your custom registers today and take advantage of Worx Inductions' powerful safety management features.
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