Emergency broadcast and muster list
Send one emergency message to staff, guards, hosts and the visitors inside, on every channel at once. It shows on the apps, the gate screen and the kiosk until the all clear. Print a muster list of everyone inside for the roll call.
PLANSScale only
The problem it solves
- During a fire alarm, reception phones floors one by one while visitors wander the corridors.
- At the assembly point nobody knows which visitors are still inside.
- People hear the drill is over by word of mouth, and some go back early.
- After the event, there is no record of who was told and when.
How it works
- Reception opens Visitors > Gate > Safety > Emergency Broadcast, or a guard presses Emergency on the guard web page or the Guard app.
- Write the message; an evacuation message is filled in to start with. Choose the area: the whole site, or only the visitors who came in at chosen gates.
- Tick who is told: all staff, guards, hosts, reception and managers, and the visitors inside. The screen counts the people and the visits inside before you send.
- Send Now tells everyone on every channel they have. A red banner shows on the gate screen, the guard pages, the host portal and app, and the kiosk.
- Print Who Is Inside (Muster List) from Inside Now and take it to the assembly point to tick people off.
- When it is over, the office or the guard who sent it gives the All Clear, with a message. Everyone who was told gets it.
Everything it does
The broadcast
- Message, area (Whole Site or Chosen Gates), and who is told: All Staff, Guards, Hosts, Reception / Managers, Visitors Inside (all ticked to start with)
- Chosen Gates narrows the visitors to those who came in at those gates; staff choices are not narrowed by gate
- Hosts told are the hosts and alternate hosts of the visits inside
- A count of people to tell and visits inside before sending
- Every visit inside gets a note of the broadcast and of the all clear
While it is on
- Red banner on the gate screen, guard web page, Guard app, host portal, Host app and kiosk
- Visitors > Gate > Safety > Emergencies lists those on now and past ones
- Each emergency keeps the message, area, sent by and when, the people told and the visits inside
- All Clear: by reception and VMS managers, or by the guard who sent it; a default message if none is written
Muster list
- Print > Who Is Inside (Muster List) on the visits, in Inside Now
- Lists each visitor: name, mobile, persons, host, gate, time in, badge number, and an empty Accounted column to tick
- Sorted by gate and time in, with the total visits and persons and the time printed
- Crew of work permits are on it, as they come in as visits
Channels
- Emergency Broadcast goes on every channel at once: app notification, WhatsApp, SMS, email and in the app
- WhatsApp and SMS need your message credits and set-up; without them, app, in-app and email still go
- It is a work message: it goes out at any hour, and nobody can switch it off for themselves, only a channel
Who uses it
ReceptionSends the broadcast, prints the muster list and gives the all clear.
GuardSends a broadcast from the gate or the Guard app, and the all clear for one they sent.
HostSees the banner and the message, and leads their visitors out.
Visitor insideGets the message by email, SMS or WhatsApp and sees the kiosk banner.
Where you use it
- Web: Visitors > Gate > Safety > Emergency Broadcast and Emergencies; Inside Now for the muster list
- Guard web page and the Guard app: Emergency button and Emergencies (built and in testing, not in the app stores yet for the app)
- Host portal and Host app: banner and Alerts; kiosk: banner
- Not built: sirens, PA systems or fire panels are not connected; the muster list counts visitors, not employees
What you control
Settings
- Who is told: every group ticked on a new broadcast
- Area: whole site to start with
- Channels of the Emergency Broadcast event: all five, per Entity in Notifications > Configuration
Notifications
- Emergency Broadcast: to everyone chosen and the visitors inside, and again for the all clear. App notification, WhatsApp, SMS, email and in the app, all at once
Questions
Can a guard send it at night when reception is closed?
Yes. Guards send a broadcast from the guard web page or the Guard app, and can give the all clear for one they sent.Does the muster list include our employees?
No. It lists visitors inside, including work permit crews. Employees are not checked in by the VMS, so use your own staff list for them.Can we warn only one block?
You can narrow the visitors to those who came in at chosen gates. Staff, guards and reception are told across the site.Will people get it if they switched off notifications?
Yes, on the channels they keep. An emergency cannot be switched off; a person can only switch off a channel such as email, and in-app always arrives.Which plan has it?
Scale.Related features
VISITORS AND CHECK-INWho is inside now, with automatic check-outOne list shows everyone on the premises at this moment, with whom they came to see, the gate and how long they have been inside. Visits still open at your closing time are checked out by themselves and flagged, and anyone past their visitor type's maximum stay is marked Overstay.GATE, KIOSK AND GUARD TOOLSGuard panic alertA guard holds one button for panic, medical, fire, intruder or other help. Every guard of the site and reception are alerted at once. Another guard presses I am responding, so the sender knows help is coming.SECURITY OPERATIONSIncident register and reportsGuards and the office record anything unsafe or wrong with its type, severity, place, people, vehicle and photos or videos. Each incident has an owner, a follow-up date and a police reference, and ends with a printable report.ACROSS SMARTMY VMSNotificationsSmartMy VMS tells the right person the moment something happens: a visitor waiting, a guest arrived, a gate pass approved, a round missed, an emergency. Each event has its own recipients and channels: app notification, in-app, email, SMS and WhatsApp.GATE, KIOSK AND GUARD TOOLSSelf check-in kioskA tablet at the gate or at reception where visitors check themselves in and out. They scan a pass or type its code. Without a pass, they register with a photo and accept your terms, while the guard deals with the next person.HOST APPROVALHost app and host web pageEveryone who receives visitors gets a page in the browser and the SmartMy VMS Host app. They approve visitors, invite guests, pre-approve cabs and deliveries, and collect parcels with a pickup code. They also name an alternate while away and raise complaints to the building office. Office staff also chat with each other inside SmartMy.
See it on your own gate.
Tell us how many gates you have, who comes through them and how visitors are approved today. We will show you SmartMy VMS set up that way.