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Roll calls for emergencies and drills
Roll calls for emergencies and drills
Caroline Watts avatar
Written by Caroline Watts
Updated over a week ago

What is the new Emergency List?

The new Emergency List feature in Proxyclick enables a swift and effective response by security teams to keep your visitors and employees safe in the event of an emergency at your workplace.

The security teams responsible for the health and safety of people in the workplace have immediate access to a real-time list of on-site visitors, contractors, and employees who are currently in the workplace and need to be accounted for. People known to be in the workplace can be managed and marked as safe by multiple security staff via the Proovr mobile app. Updates are instant across devices so the entire team is aware of who has and has not been accounted for.

When the emergency or drill is over, a report shows information about the roll call, such as the people who were marked as safe and those who were not.

Who can start and manage an emergency?

Only users with specific permissions can start an emergency response, see who is at the workplace, and mark people as safe. Typically, this would be security staff.

How to account for people during an emergency

In the event of an emergency or a drill, follow the steps below to activate the emergency response and then start a roll call to mark people as safe when you can confirm they have left the workplace.

1. Click the Emergency List icon at the bottom left of the Proxyclick dashboard or tap the Emergency action on the Proovr app.

2. Click Start emergency from the web or tap Start from Proovr.

3. The emergency response is started immediately if there is only one location, otherwise, choose the location from the list to start the emergency response.

What happens?

A timer is activated and two options are available from Proxyclick on the web.

  • Communicate with your visitors

    Click Send Message to send a notification about the situation to all employees and visitors who are present in the workplace and those who are scheduled to visit later in the day.

    Type the message in the text box. A maximum of 160 characters are allowed.

    Click Send notification to send the message.

    The notification is sent via Proovr and also via SMS if a valid phone number is known.

  • Show a list of employees and visitors

    Click Show Emergency List to display a list of employees and visitors currently in the workplace.

    The list shows all employees and visitors with a status of either ‘checked-in’ or ‘on-site’. The list is accurate at the time the report was run. Update the list by dragging down the roll call list on Proovr or refreshing the web page.

    An option to print the emergency list is displayed at the bottom of the screen

Mark people as safe

To mark visitors and employees as safe, the security team starts a roll call on the Proovr app.

4. Launch the Proovr app on your mobile device. The active emergency is displayed at the top of the Actions list.

5. Tap View from the active emergency to start the roll call.

About the Proovr roll call screen

A list of visitors and employees who are known to be in the workplace is displayed in the Roll call list on Proovr. The list displays the person’s name, a photo (if available), and whether they are an employee or a visitor. Enter a name in the search box at the top to find a specific person.

Use the filter buttons at the top to show all people known to be in the workplace (All), just those who are not yet marked as safe (Not Safe), or those already marked as safe (Safe).

A green tick displayed on the image icon indicates people who are marked as safe.

6. Mark as safe: Tap a person to mark them as safe. A green tick indicating the person has been marked as safe is immediately visible to everyone monitoring the list.

Stop the emergency response

When everyone is marked as safe or when the emergency is over, the emergency response can be stopped from either Proxyclick on the web or from the Proovr app.

  • Stop the emergency from Proovr: Tap the three dots at the top of the roll call screen and tap Yes to confirm you want to stop the emergency response.

  • Stop the emergency from the web: Click Stop Emergency from the red bar across the top of the page, then click Stop Emergency from the popup message to confirm.

Alternatively, the emergency can be left to run until the actual emergency is over.

Post-emergency report

After the emergency response has been stopped, a post-emergency report is available to help security teams analyze and assess the evacuation.

1. To view the post-emergency reports click Emergency List from the bottom left of the Proxyclick dashboard.

2. The reports are listed chronologically with the most recent emergency at the top.

Key information about the emergency is displayed:

  • Report name: Enter a name for the post-emergency report and click Save.

  • Mark drill: If the emergency evacuation was a drill, toggle the Mark drill button.

  • Date | Start time | Duration: The date, the time the emergency was started, and the duration of the emergency until the emergency was stopped, are shown.

  • People present | People safe | Not marked as safe: A summary of the number of people known to be in the workplace, the number marked as safe, and the number who were not marked as safe, is shown.

  • View report: An icon to open the report is displayed.

3. Click the report icon to open the post-emergency report.

A summary of the emergency response is displayed at the top, showing the start/end time and duration of the emergency, and the number of people who were known to be in the office and marked as safe.

The list of people known to be in the workplace at the time of the emergency is displayed:

  • Name | Last name: The full name of the employee or visitor.

  • Type: Employee or Visitor.

  • Status: The status shows Safe for a person marked as safe. If a person was not marked as safe, the status displays Unsafe.

  • Marked time: The time the person was marked as safe or, if a person was not marked as safe, the time the emergency response was stopped is displayed.

  • Marked by: The name of the user who marked the person as safe is displayed or, if a person was not marked as safe, the name of the user who stopped the emergency is displayed.

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