To be able to notify you and your colleagues about an incident, you have to be added to a team. RAYVN comes with a default team, but you can create as many teams as you like.
To manage teams, go to the Account settings, and click on Teams.
Here you will see a list of the teams that exist in your organization.
You can manage teams by clicking on the team to the left, and then change the team settings to the right. If you have a long list of teams, you can start typing the team name in "Filter teams".
If you want to create a new team. Click "Create new team".
Enter details for your team.
- Enter Team name - Set a name that describes the function of this specific team.
- Set Team type - Select local, regional or global team. The difference between the team types is described in the interface.
- Function - Set the function as Regular team. This will give the team access to a normal log when they are invited.
- Assign the team to a Group (unit in your organization)
- *Add the team to one or more Log tiers (Only for users of the Strategic module)
- Add Team members by clicking on "Add team member" - see below
To add members to the team click on "Add team member". You will now see a list of all available users. Select the users that you would like to add to the team. If the list of users gets long, you can also search by start typing the name in the search field.
Repeat the process of adding existing users to the team. The list of added users will look like this.
You can also control how each team member will receive notifications. By default they are disabled, but you can turn them on by clicking on the symbol for Phone call, Email, App notification, and SMS. Generally, it is recommended to send notifications on more than one way, to make sure that everyone is reached.
When you have added users to the team, click "Save". Your team will now be available on the list of teams. You can change the settings to any team by clicking on them in the list of available teams.
Define notifications settings.
In the team settings, you can make all necessary changes to your team's settings. In order for your team to receive notifications when a situation occurs, you will need to define the text that will be sent to the team members. Notifications can be sent out by an automated phone call, Email, SMS and app notifications in the mobile app. Add appropriate text in each of these by clicking on "Edit".
Write the text that should be the predefined text for all notifications to this team. The notifications functionality in RAYVN works so that RAYVN will import data from the active log/incident so that you the notification will include both standard text, and text fields from RAYVN. As shown below, you are able to add fields with data from the Log and the Recipient.
You can have different notifications that are sent out on various platforms. For example, you might add more information and details in the email notification than you would have in the SMS notification. In all the log notifications the recipient will be asked for a response, whether or not they are able to participate. The response will vary depending on the platform:
Email: Two buttons will be added automatically with "Yes - let me join" and "No - I can't join right now".
SMS: The recipient can reply with "Yes, "Ok" or "No".
Mobile app: The notification will include buttons to accept or decline.
Phone calls: Includes a standard predefined message. It is not able to change the message at the moment.
The setup for each notification channel is shown as seen below. The Yellow fields are data fields, where RAYVN will add, and merge data from the user, or the specific log. If you want to edit the notification for this team, click on "Edit".
You will now see the text as a combination of the code for each of the data fields, and your own text. Add the text you want to be sent out in the notification. If you want to add data fields, click on either "Log", or "Recipient".
These are the available data fields that you can add in your notifications:
|Notification text with data fields||Example of notification sent to user - Incident A||Example of notification sent to user - Incident B|
|Hi <Firsname> <Lastname>. There has been an incident: <Title>. <Description of situation>. Please reply with Yes if you are able to participate, and No if you are unable to join.||Hi John Doe. There has been an incident: Fire in the building. There is a fire on the first floor. The alarm has been set off, and an evacuation need to be done. Please reply with Yes if you are able to participate, and No if you are unable to join.||Hi Louise Jennings. There has been an incident: Missing child. A child has been reported missing near the north entrance of the shopping mall. Please reply with Yes if you are able to participate, and No if you are unable to join.|
You can set up different notifications on the various notification channel. For example, you can add more text/information in the email. But you might want to keep the SMS and App notifications shorter.
When you are done. Click "Save".