Creating a Safety Huddle Definition

In Safety Huddle Configuration (see Safety Huddle Configuration), complete all the required fields (marked with a green asterisk) in the various sections to create a new safety huddle definition:

1. Properties
   • Huddle name – unique name for the huddle. This text will be included in meeting email invitations and be read-only in the submission form.
   • Type – determines the associated management form after submission of the safety huddle: Leadership or Unit. If necessary, these values can be modified using the Replace function in the SH.FileType Safety Huddles picklist.
   • Inactive – makes the safety huddle definition inaccessible to users, i.e., users will not be able to see the definition in the Safety Huddle Control Center or submit safety huddles using this definition.
   • Send Summary upon Submit – ensure that when the safety huddle is submitted, a pdf summary of that huddle is sent to selected huddle attendees.
2. Details
   • Purpose – safety huddle objectives. This text will be included in meeting email invitations as part of the message body.
   • Location – location of the huddle. This text will be included in meeting email invitations as the meeting location field.
   • Note: This property does not book any meeting or conference rooms.
   • Agenda – planned agenda for the huddle
   • Safety Focus – safety initiatives of the huddle and the area(s) that participantsAn RL6:SafetyHuddles user who is an attendee or invitee of a huddle. should address
   • Announcements – messages to share with attendees during the huddle
3. Recurrence – This section determines the timing and recurrence settings for the huddle. These details appear in the meeting invitation and determine how the meeting will be added to the recipient's email client calendar.
   • Start and End Times – Set the start and end time of the huddle (24-hour clock).
   • Time Zone – Select the time zone in which the huddle will occur. The user’s time zone will be offered as a default value.
   • Recurrence Pattern – Select Daily or Weekly. If Weekly is selected, mark the day(s) of the week for which you want to schedule the huddle. Use this option to schedule a safety huddle just on weekdays, for example.
   • Recurrence Start – Set the start date of the huddle. The default is today's date.
   • Recurrence End – Select End by date, After number of occurrences or No end date.
   • Period to Start Scheduled Huddle – This determines the time range in minutes (before start time and after end time) that the facilitator can start the huddle file from the Safety Huddle Control Center and have it be recorded as "On schedule." Any scheduled huddles started after the time range (i.e., from the Pending Submissions tab) will be considered a "late submission." (See Safety Huddle File Statuses for more information)(See Safety Huddle File Statuses page in user guide for more information.) Enter the number of minutes before the start time and the number of minutes after the end time for which you want the huddle file to remain available for an on-schedule submission.
4. Participants – This section identifies all the users who are invited to the safety huddle and may submit/access the safety huddle file from the Safety Huddle Control Center. This also determines how the Report Out section appears in the submission form. See Determining the Report Out Participant Format.
5. Note:  Users must have a Safety Huddles role with the Receive TasksA unit of work, such as a follow-up, review or request for information, which can be tied to a specific file. role function to be added as a participant.
5. Quick Notes – This section allows you to create custom standard responses for the Notes text box in the Report Out section.
6. Sponsors – This section identifies users who are not required to attend the huddle but are also permitted to view submitted huddle files.
7. Note: Only users that have a Safety Huddle File Management, Basic Administration, or Administration license can be added here.
7. Field Visibility – This section determines which fields to show on the safety huddle form. By default, all fields are visible and some fields may be simplified alternative of other fields (e.g., Safety Story/Moment vs. Safety Story/Moment Covered). Click on the eye icon next to the field to hide/show it on the form.
8. External Resources – Use this section to add links to any external resources that may provide information. To add an external resource, click +Add and, in fields provided, enter a Title (e.g. Hand Hygiene policy) and the URLThe Uniform Resource Locator (URL) is the address of an internet resource, such as a web page. It includes the protocol used to access the page, such as HTTP. A sample URL is http://www.rlsolutions.com.. If you have multiple resources, you can also use the up/down arrows to change the list order of the resources.
9. Measures – From the drop-down list, select the measure(s) that you want to display in the safety huddle form. If you want to create a new measure, click Create Measure. (See Creating a Measure.) Once the new measure is created, it is automatically selected in the Measures drop-down list. To learn more about measures, see Measures.
10. Action buttons:
    1. Cancel – This discards all changes and returns to the Safety Huddle Configuration page.
    2. Save and Send Invitations – Once all the required fields have been completed, the safety huddle definition can be saved, which will make it available for new safety huddle file submissions. This saves all your changes and sends meeting invitations via email to all participants (i.e., RL6 users individually added as an attendee/invitee or added as part of a user group).
    3. Note: If meeting invitations have already been sent, making changes to this huddle and then clicking this button will send new invitations to all participants.
    3. Save – This saves all your changes without sending meeting invitations or updates.