Workflow
Managing team and locations
An admin sets up the organisation: locations, departments and users. This is done under Admin in the menu, or via Settings › 'Manage team and locations'.
For: Admins
Organisation, locations and departments
An organisation has one or more locations, and each location has its own inventory with departments, such as a warehouse, workshop or lab. Each product records which department it is kept in and how much.
A few things apply to the whole organisation and so to every location: the suppliers, the house exposure limits, the custom lists and the settings under Organisation, such as the SDS Expiry Period and 'Workplace card needed from'.
Two roles
- Admin: manages locations and departments, invites new users, changes their name, location and access, changes the organisation's settings, can delete suppliers and sees everything in one overview with 'All locations'. The location picker at the top switches between locations.
- User: does the daily work at their own location, such as products, screenings, assessments, measures, workplace cards, labels and SDS requests.
A new colleague always gets the User role. If someone needs to become an admin, or stop being one, contact Chemspark.
What your plan allows
- Starter (free): 1 location, 1 user and 5 products, with 10 SDS reads for the whole life of the account.
- Essential: 1 location and up to 100 products.
- Professional: up to 3 locations and up to 250 products.
- Business: unlimited locations and up to 1,000 products.
- Enterprise: custom, without fixed limits.
Every paid plan has unlimited users. The product count applies to the whole organisation: a product kept at two locations counts twice. Locations shows how many are in use against the maximum; once the maximum is reached, no further location can be added.
Creating a location and departments
- Open Admin and choose the organisation on the left.
- Under Locations, click 'Create Location'. Enter the name and, optionally, the address, and save.
- Choose the new location in the list on the left and add its departments under Departments: enter the name and click 'Add Department'.
Adding a colleague
- Open Admin, choose the organisation and click 'Create User' under Users. At least one location must exist.
- Enter the e-mail address, first name and last name, and choose the location.
- Click 'Create User & Generate Link'.
- Copy the invitation link and send it to the colleague. The link expires after 7 days.
- Expired or lost? Choose 'Resend Invitation' at the user; a new link is generated to share.
The invitation follows the language of the admin who creates it.
Changing an existing user: 'Edit User' for the name, the location and Active or Suspended; 'Assign to Location' for the location only; 'Suspend' and 'Activate' to stop or restore access. An admin cannot suspend themselves. A different role, a new e-mail address, a password or deleting a user is handled by Chemspark. Contact us at info@chemspark.net or via Help and feedback.
Deleting a location
'Delete location' permanently removes the location and everything in it: products, risk assessments, workplace cards, GHS labels and departments. Chemspark first shows how many there are; type the location's name to confirm. The Logbook is kept. This cannot be undone.
An organisation's only location cannot be deleted. If users have this location as their own, move them first with 'Assign to Location'.
Export whatever must be kept via Reports beforehand.
Read next
Workflow
Uploading SDSs
Every product in Chemspark starts with an SDS. Upload one SDS or several at once: Chemspark reads the SDS and fills the inventory, with no retyping.
Workflow
Reading the inventory
The Inventory is the location's chemical register: every product with its hazards, the status of its risk assessment and its storage. It has two tabs: 'Hazard & Risk' and 'Storage'.
Workflow
Keeping SDSs current: SDS updates and suppliers
Chemspark warns when an SDS has expired, expires soon or has no date. SDS updates lists those products per supplier, ready to request a new version or to record that the current SDS is still current.
Workflow
Reports and the Logbook
Reports turns the organisation's data into an overview you can export as CSV or PDF. The Logbook records who changed what, and when; every entry is kept for 5 years.
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Admin: team and locations
Admin is the admin's page: it holds the organisation, the locations with their departments, and the users. Only an admin sees Admin in the menu, under Manage.
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Settings
Settings has three blocks: My account (only for the user themselves), Organisation (applies to everyone in the organisation) and Subscription.
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Dashboard
The dashboard is the start page after signing in. Four cards show, per module, where the inventory stands and what needs attention first. One click on a card opens the page where the work continues.
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Suppliers
Suppliers is the list of contact details of the organisation's suppliers. Every location uses the same list. The e-mail address shown here is where an SDS request is addressed.
Still stuck? E-mail us, we are happy to help.