Project collaborators, such as health and safety officers or HR personnel, can be granted secure access to Tealio. This access is enabled through a project collaboration feature, allowing for the sharing of information within a controlled, password-protected environment. This ensures authorized personnel can efficiently monitor results, access critical reports and metrics such as fitness statuses, auidt results, course outcomes, certificate expirations, and maintain oversight of their compliance. This controlled access ensures the necessary parties can carry out their duties while maintaining the integrity and confidentiality of sensitive information.

# Accessing Tealio as a Project Collaborator 

## Create Your Account

Once your service provider (clinic, safety consultant or training company) invites you as a Project Collaborator, you will receive an email from support@tealio.ai. The email will invite you to join the organization. 


 <img 
 src="//images.ctfassets.net/l4tkpdi0se49/48rjeQmABMGL84jv726iaj/9f7b17f0b5a66df12fbd3020a33d6d71/Picture1.png" 
 style="max-width:100%; height:auto;"
 />


After clicking on the JOIN ORGANIZATION button, you will be prompted to create a password and log in (If you already have an account, you can type in your username and password). 


 <img 
 src="//images.ctfassets.net/l4tkpdi0se49/4wYawdTRAB1j9p21IConoT/f90956add1d9495118b16fbe5fb8f473/Picture2.png" 
 style="max-width:100%; height:auto;"
 />


## The Dashboard

After logging in, you will land on the dashboard page. On the top left, you can see your service provider. The dashboard provides insights across all patients/employees/audits/records. You can view your metrics regarding activity, statuses and certificate expirations. 

## Projects On Tealio

Every Company, entity or organization is segmented into projects on Tealio. You can easily switch between different projects on Tealio. 
Open the relevant project by clicking Projects on the top right and selecting the relevant project or select the relevant project under Recent Projects. 


 <img 
 src="//images.ctfassets.net/l4tkpdi0se49/42cc982yQyxHqJcbuvyKlo/1bc7a776efa7ad6019fade2ae9f10ebc/Picture3.png" 
 style="max-width:100%; height:auto;"
 />


You will land on the Project Overview page. 
Here you can view the compliance metrics of the project. 


 <img 
 src="//images.ctfassets.net/l4tkpdi0se49/6zInJunkwEDpGHSj2yT2gg/0606e0a09c7275dc66c71a52f358a42f/Picture4.png" 
 style="max-width:100%; height:auto;"
 />


## Screening Page

You can click on Screening in the center of the page. This will show you which patients/employees/records/audits have been screened or processed and which are pending screening. 


 <img 
 src="//images.ctfassets.net/l4tkpdi0se49/2blNpwCG0Wn592Gv6PwYKv/06380607128239ae975ace5f78ed951f/Picture5.png" 
 style="max-width:100%; height:auto;"
 />


## Patient/Employee/Record/Audit Profile

To view the reocrd simply click on the the name of the reocrd. If you want to view a complete list of records, click on Patients/Records on the top left. 


 <img 
 src="//images.ctfassets.net/l4tkpdi0se49/GWcW4lpRWpDpkAHhFVyf5/d173dad946957f80a57bc9a8ffdcbd27/Picture6.png" 
 style="max-width:100%; height:auto;"
 />


After clicking on a record, you will see their file. Here you can view their compliance status, details, medical records/assesments and their documents (certificates). 


 <img 
 src="//images.ctfassets.net/l4tkpdi0se49/1M7DZiPHG2xyJT3SNCmDNK/9d515ed4dc39f81352a54631241feebb/Picture7.png" 
 style="max-width:100%; height:auto;"
 />


You can click on a certificate and download it if required. 

## Reports

Finally, you have access to reporting features. To open reports, return to your dashboard by clicking Back to Organization on the top left. 


 <img 
 src="//images.ctfassets.net/l4tkpdi0se49/4vkzWx7BtNKs1JJn85zEq5/e15b89096235128f5ea054e7a6037eca/Picture8.png" 
 style="max-width:100%; height:auto;"
 />


You can select reports on the left.


 <img 
 src="//images.ctfassets.net/l4tkpdi0se49/782hC7m1mQBhu1JALtECxp/bb5e90c9c02863045414f9939a878b03/Picture9.png" 
 style="max-width:100%; height:auto;"
 />


Here you are able to view multiple reports. 

#### Note
The service provider controls which health records and documents are share with Project Colaborators.

Accessing Tealio as a project collaborator 

There are multiple ways to share health assessment results with a patients, employers and health & safety officers in Tealio. This guide will take you through the options:

## Option 1: Add a Project Viewer
This option entails adding the client as a project collaborator. This will give the the person access to the project. They will be able to create their own Tealio account and log in to view all patients and certificates that were completed within the project. See how to [Invite a project collaborator with viewer role.](https://tealio.ai/help/articles/invite-a-project-collaborator-with-viewer-role)

## Option 2: Share via Email
This option is to share a patient's results with the patient via email.

__Step 1:__ Ensure that an email address has been added to the patient record. This can be done when adding or by clicking 'Edit' on the top right corner if the patient has already been added.

__Step 2:__ After the medical is complete, click the share button and select 'Share Access to Patient by Email'.

 <img src="//images.ctfassets.net/l4tkpdi0se49/5JdjHTqjID18BAggGYMXlt/06b087769ccb3854ca85f1bc9646ff3f/Screenshot_2026-05-19_071103.png" style="max-width:100%; height:auto;" />


The patient will receive an email with the link to their medical results.

## Option 3: Print and Share
The patient details can be saved to PDF and printed. See [Downloading and Printing in Tealio](https://tealio.ai/help/articles/downloading-and-printing-in-tealio).

Share medical results with a patient or employer

This guide details the steps for printing and downloading in Tealio. The guide covers how to download and print an overview of the record, details of a health record or assessment, documents and a single (combined) PDF of all documents related to a record.

**Downloading or printing from Tealio is not recommended due to privacy and data security concerns. Tealio has secure sharing capabilities, so please use extra caution to maintain data security and privacy if you choose to download or print.**

1\. To print an **overview of the record**, click the "Share" icon on the top right of the screen


 <img src="//images.ctfassets.net/l4tkpdi0se49/1xgn6ozixFwgLB9uM6h41H/9f8ab01763d7cf9229ef5973875d1acb/Gemini_Generated_Image_fwenaefwenaefwen.png" style="max-width:100%; height:auto;" />


2\. Click "Preview Access & Print"


 <img 
 src="https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/f110d592-4f86-40ea-b350-f4eb8d1fa190/user_cropped_screenshot.webp?tl_px=952,11&br_px=1526,331&force_format=jpeg&q=500&width=2865" 
 style="max-width:100%; height:auto;"
 />


Print to PDF or to a printer using the browser printing functionality

3\. To print the **details of a health record or assessment,** click on the health record or assesment to open it


 <img 
 src="https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/2c2ebec5-0bda-4db6-af46-667dc56812fb/user_cropped_screenshot.webp?tl_px=170,265&br_px=1317,905&force_format=jpeg&q=500&width=5600.0" 
 style="max-width:100%; height:auto;"
 />


4\. Click "View Health Record/Assessment" on the top right of the screen


 <img 
 src="https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/2a3185e3-e82a-4725-a4c6-fa2983bbf79e/user_cropped_screenshot.webp?tl_px=82,70&br_px=1458,840&force_format=jpeg&q=500&width=5600.0" 
 style="max-width:100%; height:auto;"
 />


5\. Click the "Share" icon on the top right of the screen


 <img 
 src="https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/8209d46e-0a63-488f-ae86-4791949682a2/user_cropped_screenshot.webp?tl_px=0,0&br_px=303,114&force_format=jpeg&q=500" 
 style="max-width:100%; height:auto;"
 />


6\. Click "Preview Access & Print"


 <img 
 src="https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/9a50eeb5-eca6-45fa-8284-e9395f8bea28/user_cropped_screenshot.webp?tl_px=558,24&br_px=1540,573&force_format=jpeg&q=500&width=4915" 
 style="max-width:100%; height:auto;"
 />


Alert: Print to PDF or to a printer using the browser printing functionality

7\. To **download and print a document,** click on the document to open it


 <img 
 src="https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/f958b193-9ed3-44e3-9455-7e25606d3c2d/user_cropped_screenshot.webp?tl_px=82,70&br_px=1458,840&force_format=jpeg&q=500&width=5600.0" 
 style="max-width:100%; height:auto;"
 />


8\. Click "Download" at the bottom of the document. Once downloaded, the document can be printed


 <img 
 src="https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/9c247bb4-c39a-4267-8eba-129a323ee965/user_cropped_screenshot.webp?tl_px=82,70&br_px=1458,840&force_format=jpeg&q=500&width=5600.0" 
 style="max-width:100%; height:auto;"
 />


9\. To create a **single, combined PDF of all documents related to a record**, click "Export"


 <img 
 src="https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/cfe9525d-35ef-45fa-9cd4-0908dcade62f/user_cropped_screenshot.webp?tl_px=82,70&br_px=1458,840&force_format=jpeg&q=500&width=5600.0" 
 style="max-width:100%; height:auto;"
 />


10\. Select the documents to be downloaded. Note that the order in which the boxes are ticked will dictate the order in which the documents appear in the combined PDF


 <img 
 src="https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/c4b72bca-4aa5-4f5f-a075-691f8f497f22/user_cropped_screenshot.webp?tl_px=259,361&br_px=1241,911&force_format=jpeg&q=500&width=4915" 
 style="max-width:100%; height:auto;"
 />


11\. Click "Download"


 <img 
 src="https://ajeuwbhvhr.cloudimg.io/https://colony-recorder.s3.amazonaws.com/files/2025-09-21/84a3a2dc-4253-44a2-8eb9-39bc0e9bc62c/user_cropped_screenshot.webp?tl_px=260,361&br_px=1243,911&force_format=jpeg&q=100&width=983" 
 style="max-width:100%; height:auto;"
 />

Downloading and printing in Tealio

This guide provides a straightforward process for inviting a project collaborator with specific viewing permissions, ensuring that sensitive information is handled appropriately. Adding a project collaborator is an efficient and secure way to share medical, training or audit results with the appropriate person at a company. The person will receive an email with the details to log in, and they will be able to view all records, download documents and access reporting features.

1\. Click "Collaborators" on the left of the page


 <img src="https://colony-recorder.s3.amazonaws.com/files/2025-09-21/4262a946-a537-480b-bf46-699f1500fc81/user_cropped_screenshot.webp?tl_px=82,70&br_px=1458,840&force_format=jpeg&q=100&width=1120.0" style="max-width:100%; height:auto;" />


2\. Click "Add" on the top right


 <img src="https://colony-recorder.s3.amazonaws.com/files/2025-09-21/200b2b6f-467c-4266-b3b0-70974dd1f5fd/user_cropped_screenshot.webp?tl_px=1011,0&br_px=1541,295&force_format=jpeg&q=100&width=529" style="max-width:100%; height:auto;" />


3\. Click "Invite Project Collaborator"


 <img src="https://colony-recorder.s3.amazonaws.com/files/2025-09-21/6b830749-9df6-4c9c-9fe8-249c0a785375/user_cropped_screenshot.webp?tl_px=0,0&br_px=264,186&force_format=jpeg&q=100&width=1120.0" style="max-width:100%; height:auto;" />


4\. Complete the collaborator's details


 <img src="https://colony-recorder.s3.amazonaws.com/files/2025-09-21/8e102897-d77a-4518-b24c-734ea9394c64/user_cropped_screenshot.webp?tl_px=82,70&br_px=1458,840&force_format=jpeg&q=100&width=1120.0" style="max-width:100%; height:auto;" />


5\. "Project Viewer" will have access to all information of the patients.

"Project Viewer (Limited Access)" will have access to limited information of the patients (recommended).


 <img src="https://colony-recorder.s3.amazonaws.com/files/2025-09-21/e22f5a87-5de8-4bf8-ada0-64ac0a5056bf/user_cropped_screenshot.webp?tl_px=197,135&br_px=1343,775&force_format=jpeg&q=100&width=1120.0" style="max-width:100%; height:auto;" />


6\. Click "[See Permissions]" to see what the collaborator will be able to access


 <img src="https://colony-recorder.s3.amazonaws.com/files/2025-09-21/55ca9d76-2cd1-4a56-ac4c-a3ddc5b81e73/user_cropped_screenshot.webp?tl_px=82,70&br_px=1458,840&force_format=jpeg&q=100&width=1120.0" style="max-width:100%; height:auto;" />


7\. Click "Submit"


 <img src="https://colony-recorder.s3.amazonaws.com/files/2025-09-21/cb5685dd-0a0c-480c-81dd-492c1368cc9a/user_cropped_screenshot.webp?tl_px=82,70&br_px=1458,840&force_format=jpeg&q=100&width=1120.0" style="max-width:100%; height:auto;" />

Invite a project collaborator with viewer role

After completing the patient's visit, you can easily share their health assessment results via email using Tealio.
[View how to share health records](https://help.tealio.ai/articles/how-can-i-share-health-assessments-for-a-project)

### Verifying Email Delivery

1. Navigate to your project and select the "Patients" tab.
2. Click on the "Filter" button located on the right side.
   ![Patient List Filter Button](//images.ctfassets.net/l4tkpdi0se49/120vDqu3ycOw1dOkax01Mx/a74670690c9581601f64a8c5d1b540da/Screenshot_2023-08-29_at_5.56.18_PM.png)
3. Expand the filter options by clicking "Load more filter options."
   ![Filter Load More Filter](//images.ctfassets.net/l4tkpdi0se49/6PoYg3KCB8SDLNdBFLG4sz/8e1bf3315f43958aa5814938e0247184/Screenshot_2023-08-29_at_5.57.31_PM.png)
4. Choose the "Email Activity" filter.
   ![Email Activity Filter](//images.ctfassets.net/l4tkpdi0se49/1Eg40doHhCGtRaeoFRh8Af/e101f2e34682f5222ac13fac03568a41/Screenshot_2023-08-29_at_6.19.06_PM.png)
5. Select from the following options:
      - "No email activity": No email attempt made.
      - "Email sent and delivered": Email successfully delivered.
      - "Email sent but not delivered": Email delivery failed. Consider verifying the email address and contacting the patient or guardian by phone.
      - "Email sent but pending delivery": Email sent, awaiting delivery (allow a few hours).

### Checking Email Activity for a Patient

1. Click on a specific patient.
2. On the left, under "Project related details," find "Email Activity."
   ![Project Related Details, Email Activity](//images.ctfassets.net/l4tkpdi0se49/1CSCtVRiEND0cKuWqzIkic/596e2b7ae9b7e0859d8dd57a24ebfd8f/Screenshot_2023-08-29_at_6.19.06_PM.png)
3. The status will display:
      - "No Activity": No email attempt made.
      - "Delivered, ...": Email successfully delivered.
      - "Not Delivered, status: processed": Email not delivered or pending delivery.

How to verify that a patient received an email?

There are multiple ways to share audit results with a client in Tealio. This guide will take you through the options: 

# Option 1: Add a Project Viewer
This option entails adding the client as a project collaborator. This will give the client access to the project. They will be able to create their own Tealio account and log in to view all audits and inspections that were completed within the project. See how to [Invite a project collaborator with viewer role](https://tealio.ai/help/articles/invite-a-project-collaborator-with-viewer-role "Invite a project collaborator with viewer role")

# Option 2: Share via Email
This option is to share a single audit result with a client via email.

__Step 1:__ Ensure that an email address has been added to the record. This can be done when creating the audit record or by clicking 'Edit' on the top right corner if the audit has already been created. 

__Step 2:__ After the audit is complete, click the share button and select 'Share Access to Record by Email'.


 <img 
 src="//images.ctfassets.net/l4tkpdi0se49/4GiBzrkRBlUMWV7nDBWJdJ/f8cdfab24635c13c35758461b77fbf09/Screenshot_2026-05-08_143047.png" 
 style="max-width:100%; height:auto;"
 />


The client will receive an email with the link to the audit record.

# Option 3: Print and Share

The audit details can be saved to PDF and printed. See [Downloading and printing in Tealio](https://tealio.ai/help/articles/downloading-and-printing-in-tealio).

Share an audit with a client

There are multiple ways to share training results with a learner or employer in Tealio. This guide will take you through the options: 

# Option 1: Add a Project Viewer
This option entails adding the client as a project collaborator. This will give the client access to the project. They will be able to create their own Tealio account and log in to view all learner results and certificates that were completed within the project. See how to [Invite a project collaborator with viewer role](https://tealio.ai/help/articles/invite-a-project-collaborator-with-viewer-role "Invite a project collaborator with viewer role")

# Option 2: Share via Email
This option is to share a single learner's results with the learner via email.

__Step 1:__ Ensure that an email address has been added to the learner details. This can be done when creating the learner record or by clicking 'Edit' on the top right corner if the learner has already been added. 

__Step 2:__ After the training is complete, click the share button and select 'Share Access to Record by Email'.


 <img 
 src="//images.ctfassets.net/l4tkpdi0se49/4GiBzrkRBlUMWV7nDBWJdJ/f8cdfab24635c13c35758461b77fbf09/Screenshot_2026-05-08_143047.png" 
 style="max-width:100%; height:auto;"
 />


The learner will receive an email with the link to their training record.

# Option 3: Print and Share

The learner details and certificate can be saved to PDF and printed. See [Downloading and printing in Tealio](https://tealio.ai/help/articles/downloading-and-printing-in-tealio).

Share training results with the learner or employer

### How Tealio protects health records shared by email?

By default, patients or their legal guardians are required to verify their identity before gaining access to shared health records. This additional layer of protection ensures that only authorized individuals can view sensitive medical information, enhancing patient privacy and data security.

### Can I enable or disable the identity verification feature for health record sharing?

Tealio provides the flexibility to customize the identity verification feature based on your organization's security needs. Here's how:

**Access Organization Settings:** 
Navigate to the Organization Settings.

**Locate Health Record Settings:** 
Within the Organization Settings, find the "Health Record" section.

**Modify Identity Verification:** 
Look for the "Require Patient Identity Verification" option. Toggle this setting to either enable or disable identity verification as desired.

**Disabling the Identity Verification Feature:**

By disabling the setting, the identity verification step is skipped when patients or legal guardians access shared health records via email. This option might be preferred for streamlining patient access.


Can I ensure secure access to health records when sharing via email?

**Reviewing your health record(s)** is an important step to ensure that you have thoroughly reviewed the information and confirmed its accuracy. This helps maintain the integrity of your health data. 

**Signing your health record(s)** provides your patients with a layer of trust, ensuring them that you are aware of the information being shared. In addition, once signed, the health records cannot be modified by your team members or by indirect operation as modifying the custom referral threshold.  

### How do I resolve the "Unable to Share Record(s)" error message?

The error "Unable to Share Record(s)" is displayed when trying to share unsigned health records. For further information please review [How do I digitally sign health records?](https://help.checkitcare.com/articles/how-do-i-digitally-sign-health-records)

### Can I share my health record(s) without reviewing and signing them?

No, you cannot share your health record(s) without completing the review and signing process. This mandatory step is in place to promote accuracy and transparency in sharing health-related information.

### What if I find errors or discrepancies in my health record(s) during the review?

If you discover any errors or discrepancies in your health record(s) during the review, please do not sign or confirm the record. Instead, contact our support team to address the issues and ensure that your health information is accurate.

### I signed a record by mistake. Can I undo my signature?

Once you have signed or confirmed a health record, it may not be possible to undo your signature within the app. However, you can contact our support team for assistance in addressing any unintended signatures.


Why do I need to review and sign my health  record(s) before sharing them?

After completing an assessment, use Tealio to securely share the results

Sharing Results