First Steps in the Application
The complete ssm.ro setup flow in 10 steps — for the new user administering the organization.
Go through the 10 steps in order, from setting up the organization to the first documents sent to employees. Each step gives the path in the interface and a link to the page with full details.
Order matters
Departments (step 4) and posts (step 5) must exist before importing employees (step 7) — otherwise the import returns an error. Department managers are set only at step 8, once employees exist in the platform.
1. Setting up the organization
Performed by the Super User:
- Contacte → add a contact with the Company Administrator role (OHS authorized representative). This person is set as the standard signer on OHS / Fire Safety / HR documentation.
- Contacte → add the contacts that will have the User role (organization management) — optional.
- Organigrama → the Organizație button → enter the company details, which will appear on every document generated by the platform.
Details: Roles in the application and Organization, departments, and posts
2. Upload, sign, and approve the OHS/Fire Safety instructions
Instrucțiuni SSM (or Instrucțiuni SU) → the Încarcă document button, for Office files, PDFs, images, or video.
Signatures are added in two ways:
- individually — from the document page: Acțiuni → Adaugă semnătură
- in bulk — Documente →
Ctrl(Cmd) + click on the document thumbnails → [N selected] → Adaugă semnătură
Approval follows the same procedure, individually or through multiple selection.
Details: Document generators
3. Add questionnaires to each instruction (optional)
Instrucțiuni SSM → the + button next to each instruction. A question has 3 answers, of which only 1 is correct.
You can import the questions from an XLS file, download them in CSV format, or generate them with AI. Here you also set how many questions the employee receives from the collection and whether the instruction is part of the annual testing.
Details: Configuring questionnaires
4. Configure the organizational chart (departments)
Organigrama → Adaugă Departament. The chart can have any number of levels; for large structures, switch to Organigrama → the LISTĂ button.
Leave the department manager empty at this point — you set it at step 8.
Details: Departments
5. Configure the posts (function groups)
Posturi → Adaugă Post. Group into a single post the COR functions that carry the same risks — you will then create a single training topic for the whole group.
Details: Posts
6. Generate the training topics
Generatoare → Tematici SSM/SU → choose the topic:
- the + button on the right adds a new revision
- the orange gear button starts the generator — follow the proposed steps
The generator automatically adds the topic's signers, who must then sign, followed by approval.
Details: Generating the training topic
7. Add employees — manually or via XLSX import
- Manually: Contacte → Adaugă Contact
- Import: Rapoarte → Comparare/Import angajați din Revisal → upload the XLS file → Generează Raport
From the comparison report you review the differences, import the new employees, apply changes to existing ones, or delete the employees identified as missing.
The post and the department must exist
The import returns an error if it cannot match the post and the department from the file against those created at steps 4 and 5.
Details: Entering employee data
8. Set the workplace managers (CLM)
There are two modes, depending on how the organization is configured:
- via the organizational chart — Organigrama → click on the department → choose the department manager. If a department has no manager, or the manager is suspended, the platform automatically takes the manager from the level above.
- via badge number — the CLM comes from the import file or is set at Contacte → Detalii contact → Conducător Loc Muncă
The CLM can only be chosen from contacts with the Employee role.
Details: Workplace supervisor identification mode
9. Generate and upload employee documents
- Generatoare → choose the document type → filtering + multiple selection → Generează N documente
- or from the employee's personal folder (Caută... or Contacte → employee → the Documente menu): Încarcă document, Generează document, or Documente lipsă → Adaugă
Details: Document generators and Document management
10. Congratulations — what comes next
The organization is configured and the first documents have reached the employees. Next steps, depending on the organization's needs:
- Automatic signature — electronic seal and qualified signature
- Settings — local accounts, bilingual documents, mandatory 2FA, import automation
- Applications — courses and testing, audits, HSE reporting, accident register
- Video tutorials — step-by-step video course by module