Frequently Asked Questions

See answers to the most common questions

Do you want to See it?
Let us give you a demo of WebSmart and answer your questions personally.
Are you a Do-er?
Explore WebSmart on your own. No strings. Click here for access to our sandbox.
Are you a Researcher?
You want to know more before moving forward. Click here to dig deeper!
Are you up for a challenge?
You don’t want to mess around. You want to get started. Click here for a free 30 day trial instance of WebSmart.

Frequently Asked Questions

How can I get my data into webSmaRT?

There are two ways to get your data into webSMaRT.

Direct entry. This method is time consuming and error prone, but has the advantage of allowing you to verify the data you are putting into the system.
Import directly into the database. This method is faster, and less likely to introduce error, but requires technical support. It also requires some preparation to get your data into a format that matches with the webSMaRT system design.

Which method you choose depends on several factors, including:

The amount of data you have to enter
The current Compliance Management or Learning Management software you are using
Your time and budget requirements
Your level of expertise

We will be happy to help you decide which method works best for you, and develop a plan to implement your choice in the most efficient way possible.

How long does it take to set up?

Installation takes two hours. Your instance of webSMaRT will be installed, customized with your logos, and initial security roles established with active logins. From there, set up time is difficult to estimate. webSMaRT is easy to use and easy to set up, but easy doesn’t always mean fast. Compliance Management is complex and relies on accurate data and on establishing the right relationships. This can take time and depends on multiple factors:

How you are managing compliance now
- If you are using file folders and spreadsheets, data preparation can take anywhere form a couple of hours to a couple of days.
- If you are using another database application, assuming you have access to the tables, the import can occur within 48 hours.
- If you are just beginning to manage compliance, full development can take weeks as you identify your jobs, their requirements, build your hierarchies and your organizational relationships, then enter the training data into webSMaRT.
The size of your organization
The amount of data to be added
The complexity of your organization
The number of jobs and requirements identified

Our bundled support plans help you through all of this, answering question and helping you make the best implementation decisions to create your customized set up plan.

How do we set up webSMaRT?

Setting up webSMaRT is a matter of following seven basic steps.

Create membership. This includes adding your people (employees, contractors, vendors, anybody whose compliance you need to track while they are on your work site) and assigning them to access roles, i.e. administrator, coordinator, manager, etc.
Create your document library. Here is the step where you enter all of your documentation.
- Training Courses
- Procedures
- Work Instructions
- Safety documents (SDS, JHA, etc)
- Completion certificates
- Exams
- Permits
Create your Jobs. Here is where you create a list of all jobs that your people may be assigned to. You can create hierarchies or job trees at this point for job progressions, which allows you to take advantage of webSMaRT’s exclusive ‘inheritance’ feature, which allows requirements to ‘flow down’ to lower levels, eliminating the need to enter the requirement twice.
Create your requirements matrices. This is the heart of webSMaRT. By assigning items from your Document Library to a job, you create a template that will be applied to every person assigned to that job. This means that, when things change, you only have to change the matrix assignment, and the template will be adjusted for all people assigned to that job automatically.
Assign Organization and Staffing. This is how webSMaRT determines reporting relationships. You build an organization tree, assign managers and training coordinators to each node of the tree, and then enter your people into the proper organization node. This allows webSMaRT to automatically generate reports based on the actual reporting relationships you put into the system. So not only can you look at compliance by a job, you can look at a specific work center and see how all the people are doing.
Build training history. Here, you enter your existing training history. Every training event for every employee. webSMaRT uses that information to determine compliance with the matrix built in step 4.
Maintenance mode. Enter new courses, revise old ones, adapt the Organization tree to changes, enter, schedule, and record new training.

How do you keep track of users for billing?

We track members based on the chosen billing cycle. All profiles maintained by webSMaRT, both active and inactive, count against your paid subscriptions. We allow a 10% buffer to make it very easy for companies to forecast their expenses. Once a member’s profile is removed from webSMaRT, that subscription is opened for a new member, or can be removed at the end of the billing cycle.

For example, if you choose to purchase 300 subscriptions on an annual billing cycle, you will be allotted 330 subscriptions. This covers all active profiles, as well as those archived in webSmaRT through being marked inactive. You would use this option for members you expect to return to work, like contractors, seasonal employees, etc.

On the other hand, if you are permanently detaching the member, and have no reason to believe they will return, you can have them removed completely from the webSMaRT system This must be done by us because you don’t want any accidental deletions. Once the profile is removed, that subscription slot will be freed up for another user., or taken off the books.

We normally conduct a purge like this at the end of a billing cycle, but can do so at any time, either as part of a Bundled Service Plan, or at our normal rates. You have complete control over how the purge is carried out, either selectively, using only members you designate, or a complete purge of all inactive profiles.

Member data that is archived out of the system will be sent to you in a format we agree on, usually a spreadsheet on a CD or thumb drive, containing their HR info, and training history.

If I stop using webSMaRT, how do I get my data back? What format will it be in?

If you elect to stop using webSMaRT, we will compile:

your training history data
your organization data
your document data
your job data, including the requirements matrix
your member data

and supply it to you on a secure device.(Your choice, disk or thumb drive.

Once you acknowledge receipt of the data, we will purge all data from our server. There will be no way for us to recover the data after that point.

I currently use ..... Can I transfer my data directly to webSMaRT?

The short answer is yes, as long as you have read access to the data tables for your application. Some vendors encrypt the database, meaning you will have to deal with them to get access to your data. The ability to import the data depends on the format in which they provide the data.

How much will I pay for webSMaRT?

That depends on the pricing model you choose, the level of support you want, and the size of your organization.

Does webSMaRT support single sign on(SSO)?

Yes. webSMaRT supports OAUTH authentication and can perform SSO with any other OAUTH application

Does webSmaRT have an API toolkit that I can use for interfacing with existing applications?

Yes. We are developing the webSMaRT API to interface with LMS, CMS, Accounting, and HR software applications. Drop us a line if you need an API reference. We will also be happy to help you build your application interface as part of our consulting or bundled service plans.