How to assign a PRL supervisor to an employee

In Smartosh you can assign a PRL supervisor to an employee through three different procedures, depending on the use case:

• Direct assignment from the employee — to link a supervisor permanently starting from the employee’s record.
• Assignment from the supervisor — to link one or more supervisees from the supervisor’s record.
• Exclusive assignment for a training session — when the supervisor only applies to a specific training and should not be permanently assigned to the employee.

Note

Training and health surveillance emails are always sent through the PRL supervisor if the employee has one, even if the email forwarding checkbox is not ticked.

Direct assignment from the employee

Permanently links a PRL supervisor starting from the employee’s record.

Procedure

1. Go to Organisation → Employees and enter the employee to whom you want to assign a PRL supervisor.
2. Open the Relationships → Supervision tab and access the PRL Supervisor search field.
3. Select the employee who will act as supervisor and click Accept.
4. Click Save.

Email forwarding

Tick the checkbox Send all employee emails through the PRL supervisor if you want all the employee’s emails to be forwarded to the supervisor’s email.

If you do not tick the checkbox, training and health surveillance emails will still be sent through the supervisor; the rest of the emails will be sent directly to the employee.

From this moment on, future communications generated for the employee will be sent to their supervisor.

Assignment from the supervisor

Links one or more supervisees starting from the supervisor’s own record. Useful when you want to assign the same supervisor to several employees at once.

Procedure

1. Go to Organisation → Employees and enter the supervisor employee to whom you want to assign PRL supervisees.
2. Open the Relationships → Supervision tab and, in the PRL Supervisees section, click Link.
3. Select the employees you want to assign as PRL supervisees and click Accept.
4. Click Save.

Note

You can select multiple employees at once in step 3.

Caution

This action does not tick the checkbox Send all employee emails through the PRL supervisor in the records of the supervised employees. If you need to forward all emails to the supervisor, you must tick it manually from each employee’s record (see Direct assignment from the employee).

Training and health surveillance emails will be sent through the supervisor in any case.

Exclusive assignment for a training session

Use this when you want a supervisor to manage only a specific training session, without being permanently assigned to the employee.

Procedure

1. Go to Training and information → Training sessions and enter the corresponding session.
2. Open the Submissions (sessions and app access) tab and enter the record of the employee to whom you want to assign a specific supervisor for this session.
3. In the Supervisor field, search for and select the supervisor, then click Accept.
4. Click Save.

Do not modify other fields

It is important that you do not manually fill in any other fields on this screen. Smartosh fills them automatically when sending.

From this moment on, future communications generated for that employee within this session will be sent through the indicated supervisor.

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Source: DM-SO-22-030 «How to assign a PRL supervisor to an employee», version 1.1, 13/04/2022.