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RAYVN Functionality
Getting started with RAYVN
See all articlesSet up your organization in the Account settings
RAYVN can be set up according to your specific organization. Most of this is done in the Account settings. Click on your gear icon in the top right corner of the screen and click on Account settings.
You will then see multiple tabs that are divided into these sections. You can click on the headers, as shown below, to access detailed information on how to set up each section.
Users
Users are fully licensed to use RAYVN. Add users to teams to enable notifications, and add roles to grant admin permissions.
Responders
Responder is a user type without access to RAYVN. Add them to teams to enable notifications. Responders can reply to SMS notifications when in an active team.
Contacts
Contacts are persons you want to alert in the case of a critical event. Add them to contact lists to enable one-way email and SMS notification. Contacts can not be added to teams.
Teams
Users and Responders can be added to teams. When a log is created, you can add teams to the log, and they will receive notifications and be able to respond.
Contact lists
Use contact lists to alert people in the case of a critical event. Add contacts, users, and responders to your contact lists to enable one-way email and SMS notifications.
Stakeholders
This is where you will find a list over all your organizations registered stakeholders. Stakeholders are parties you want to notify or collaborate with during critical events.
This could include:
- Emergency services
- Government agencies
- Business partners
- Insurance companies
- Subsidiaries
- Neighbors
Log templates
Predefine different scenarios by creating a log template. Add teams, tasks, text, and files to a log template, according to our contingency or emergency action plans
Report templates
Predefine templates that can be used when writing a report from your active log. Add sections and predefined text that will be included in your report.
Meeting templates
You can create multiple meetings templates and assign them to log templates and specific rooms.
Message templates
Create predefined message templates that can be used when sending messages from the paper airplane in your active log.
Resources
Add resources to your organization to create an overview of what is available when a critical event arises. Categorize them by using tags, and connect them to sites to know where the resources can be found. You can mobilize the resources from your active log.
Sites
A site can be a physical location that you might want to connect critical events/logs to. For example, the location of the HQ and the different manufacturing plants that your organization has across the world.
Search
Use the search function in the Account settings to locate all the information you need.
When you enter the account settings, you'll see a search field on the right side of your screen.
The search bar will look through all your folders for the search criteria you may enter in all groups and subgroups.
To search for something, click the search bar, and enter what you seek. The search result will show all sections containing the search criteria you are looking for. It will show the number of matches in each area, in each group in your organization.
The results are displayed with hyperlinks, which enable you to click on the result you want and be taken directly to that specific place.
You'll see a button on the right side of each group name. Click it to go directly to that group.
You can also expand or collapse each folder by clicking the small arrow below the refresh button to view more or less.
The eye-icon shows what group you are currently in.
Create users
In order to create new users that will be able to use RAYVN, you have to be assigned one of the following roles:
Account admin - can edit all users in an account
Group admins - can administer users in the group the user is assigned.
Create new user
Go to the Account settings, and click on "Users".
You will see a list of all users that you have access to administer in your organization.
Here you can manage, and add new users.
This is how you create a new user:
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Hit the “Create new user” button
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A form pops up where you can fill in details about the user. There is also an auto-generated profile picture, that you can replace with a profile picture of the user.
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Fill out the fields regarding name, email, and mobile phone number.
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Make sure to set the correct language on the user by selecting the language in the drop-down box
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The new user will automatically be added to the currently active group. You can choose to select a different group, or sub-group by clicking on "Change group".
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Specify the access level of the user. Read more about the different access levels here.
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Select team(s) for the new user by hitting the “Add team” button and then selecting one or more teams from the dropdown list.
Edit user
To edit a user, go to the Account settings. Over the list of users, there is a filter. Click on the user you want to edit. If there is a long list of users, you can also filter the list by starting to type the name of the user you want to edit, and the list of users will be updated accordingly. After you have selected a user you will see the user details to the right of the user list. Edit the properties of the user and hit the "Save" button. This will update the user.
You can edit:
- If the user should be able to log in to RAYVN or not. Users that shouldn't log in, will still be able to be added to teams, and receive notifications.
- Name, title, mobile phone number, and email.
- Their preferred language.
- Profile picture.
- The group (part of the organization) the user belongs to.
- The user's access levelin RAYVN.
- Which teams the user should be assigned to.
- Request a password change on behalf of the user (email will be sent to the user).
You can now also resend their invitation to join RAYVN if they have not verified their email and set their password yet.
Import users
You can also easily import multiple contacts/users, and add them to different contact lists.
Create teams
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.
- Assign the team to a Group (unit in your organization).
- Add the team to one or more Rooms.
- 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. They are enabled by default, but you can turn them off by clicking on the symbol for phone calls, email, app notifications, and SMS. Generally, it is recommended to send notifications in 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 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 to your notifications:
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Log
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Recipient
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| Notification text with data fields | Example of notification sent to the user - Incident A | Example of notification sent to the 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 needs 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 various notification channels. For example, you can add more text/information to the email. But you might want to keep the SMS and App notifications shorter.
When you are done. Click "Save".
Create log templates
A log template is an important part of preparing your organization for any type of critical event. A log template consists of a predefined set of:
- Title and description
- Teams
- Tasks
- Files
So, when a critical event occurs, you can quickly choose from a predefined selection of log templates, each of them set up according to your organization's contingency/action plans for any type of scenario.
To manage your Log templates, go to the Account settings, and click on "Log templates".
You will then see a list of your log templates. You can manage them by clicking on them. If you have many log templates, you can filter them by start writing their name in the filter at the top.
Create a new log template
Click on "New log template" to create a new template.
- Add the Template name.
- Add the Template description, which will be the description that will be added to the log when you start from this log template.
- Add the Template type, which defines whether the template should be available at a Global, Regional, or local level of your organization.
- Define the Group where you want to assign the log template.
- Add the Teams that need to be notified in this specific type of situation.
- Define the Tasks that should be done in this specific type of event. You can also choose to copy tasks from other log templates if you have similar lists of tasks in your existing log templates.
- *For users of the Strategic module, Add meeting templates to the log template.
- Add Files. This can be any file that is useful to handle this specific kind of scenario. For example, in setting up a template for a fire in a building, it can be useful to add sketches of floor plans, specific evacuation procedures, door unlock codes, etc.
When you are done defining your new log template, click "Save". You will now see your log template in the list of templates.
Publish your log templates
A new template does not automatically become published (available). This allows you to work on your templates, without making them available for use. You can change the publishing status for your templates as follows:
The template is "Unpublished". It is not available for anyone to use.
This template is Published, and is available both in the Web- and mobile app.
This template is Published, and is available only in in the Web app.
You can modify these setting by clicking on the switches, followed by saving the changes.
Creating meeting templates
Using meeting templates might be useful if your organization want to use meeting that has specific items and structure that need to be addressed during the meetings. You can create multiple meeting templates, and assign them to log templates in specific rooms.
Click on the setting/gear icon in the menu, and then select Account settings.
Click on the tab - Meeting templates.
Here, you will find a list of your meeting templates. If you want to create a new template, click "New meeting template."
Now, enter the specific details that you want to have in this specific template. It will be possible to make changes to the template after you have saved it.
Template name
This is the name/description of the meeting template.
Template type
This set in which part of the organization the template will be available.
Group
Defines the group where the template will be assigned.
Agenda items
Items/topics that need to be discussed during the meeting. Click on "Add" to add an item or topic you want to be part of your meeting. Each item will have a text box, where you can add text during the meeting. The number under each text box indicates how many characters have been entered.
Focus
Focus is meant as an overall indicator for what the emergency response organization should focus on in this specific stage of the management of the critical event. The focus might change during the course of the event. Examples: "Focus on securing personnel", or "Focus on limiting environmental damage". In between meetings, users can see and monitor "Focus" at the top of the log.
Status
This section is meant as a visible status field connected to specific numbers. "Injured people: 2", "Persons evacuated: 52", and so on. The numbers can be updated. All users, also the ones not participating in the meeting can see the Status in the tab "Status".
Tasks
This works in the same way as creating tasks in the log view. You can assign tasks to users, and set deadlines. It is convenient to be able to set tasks in the course of a meeting.
When you have specified the content of your meeting template, click "Save".
The template will now be added to the list in the left column. By selecting the template, you will see its details in the right column. By default, new meetings are set as "Unpublished". To be able to use the meeting template in logs, you need to click on the Published/Unpublished switch, and then "Save". The content of the template can be edited at any time, followed by "Save".
Published meeting templates will be available in the Meeting section during active logs.
Meeting templates can be assigned to log templates. When a log is started from a log template, a meeting with your template of choice will be created automatically when the log is started. This way you can be certain that your team uses the correct meeting template in a specific scenario.
How to respond to a notification from RAYVN
If you are called in to a log in RAYVN, you will most likely receive notifications from one or more of these channels:
- Phone calls
- E-mails
- SMS
- Push notifications from the RAYVN app
Responding to a notification
There are two ways for you to respond to a notification in RAYVN.
If you receive an e-mail, you can respond by clicking either "YES" or "NO" to whether or not you can participate in the log.
If you receive an SMS, you can also respond by replying either "YES" or "NO" to the text message.
Doing so will mark your response in RAYVN under the "Teams"-section in the log.
Note: If you answer the SMS or E-mail with "YES/NO", only your first response will be registered by RAYVN. So if you click "YES", RAYVN will register you as a participant in the log. If you later change your answer and respond to the notification with "NO", your status as a participant will not change.
If you log directly in to RAYVN and access the log you were invited to, your status will immediately change to "participating". If you want to change this, you can change your participation status in the "Teams" section of the log.
Find your user, click the icon next to your user, and select "Not participating".
General, Privacy Center and Archive
See all articlesThe Archive
RAYVN provides an advanced archive module that enables you to get access to your entire history of archived logs. Access the module by clicking the Settings icon. Then click Archive.
In the archive module, you will be able to filter the closed logs by all the parameters as seen below. By combining different filters, you will be able to get access to the specific types of log reports that you need.
Re-opening closed logs
At the right side of the list of closed logs, you'll see two buttons. One shows an icon to download the closed log, and the other shows an icon to re-open the closed log.
If you've mistakenly closed a log, or need to re-open it for some reason, just click this symbol to open the log again:
Incidents
If your organization has set up Incident types, you will also be able to study which incident types that are most frequent in your organization. Additionally, you are able to filter on specific incident types, and download incident logs for a specific incident.
Messages
In the archive module, you'll also find a section called "Messages".
This section shows all messages that have been sent out from RAYVN.
Here you'll find columns for Recipients, Sent time, Status and Segments.
The status field will show whether or not the message was successfully delivered, and if you hover over any status that says "Not sent", you'll get a short description as of why the message was not successfully delivered.
Download a log
You can download log sat any time for both ongoing logs, and for closed logs. You will be able to download the log as a PDF, to be printed, or archived in your organization's own records.
Download closed logs
You can access reports for all closed logs from the menu in "Settings". Click on the gear icon, and select "Archive".
You will then get a list of all closed logs. Click the download icon to download the log you want:
Download an ongoing log
You can download a report for the active log from the dashboard. Click the small arrow on the active log. Choose "Download log as PDF".
The browser will then immediately download a PDF version of the active log.
You can also download the active log inside the log view. Click on the download report-icon, next to the team status bar.
Then, select the file type you want to download, and click it.
The Privacy Center
The Privacy Center allows customer administrators to manage the privacy responsibilities of the organization from one central place.
From the Privacy Center, you can search for stored data on RAYVN users or other persons that are stored in your RAYVN database.
To be able to access the Privacy Center you need to be logged in with the role of Customer admin.
Click the settings icon and then select the Privacy Center.
After entering the Privacy Center, you can start searching for RAYVN users, or mentions of names in the logs.
Search for mentions of a person
When you start typing a name of a person with a RAYVN user, you will immediately get a suggestion in the search field. Click on the user you are searching for.
You can also search for persons mentioned in a log that are not RAYVN users. An example here can be a log where sensitive information regarding a person's situation has been mentioned. By using the Privacy Centers search functionality, you will easily be able to view all places where specific information has been registered.
After entering your search data, you will see a list of all logs where the specific user/person has left data in any form.
When you click on a specific log, you will see the user's name highlighted wherever the user is found in the data. This can be:
- Log posts the user has submitted.
- Tasks the user has created or has been assigned to.
- Incidents the user has participated in.
If there has been raised a request that a person's data should be removed from the log data, you can easily do this by using the Privacy Center. After you have searched for the specific person, you can redact specific mentions of the user in the log data.
Click "Replace" next to the mention of the person, and the name will be replaced with "[redacted]".
Repeat the step to redact all the mentions that you would like to remove. After you have completed the redactions, you need to click "Update mentions", to write the changes to the log data. This is an irreversible process since the user's data will be permanently removed from RAYVNs servers.
It is also possible to download the raw data with the person's data. This is data as presented in the system's database.
User data
If you have searched for a RAYVN user, you can click on the tab labeled "User data lists".
In this section, you can download all the data in RAYVN that exist on the specific user. And you can also anonymize the user's data. This is normally not something you would do, but would only be necessary for two reasons:
- A RAYVN user requests that all their data stored in RAYVN should be deleted. This functionality is also required in GDPR.
- An administrator would like to remove all traces of a specific user in the system.
It is not possible to anonymize active RAYVN users. So you will first need to remove the user in the "Account settings", to anonymize the user's data.
How to enable log entry editing
To be able to enable the functionality that allows your users to edit their log entries, you need to have access to the General settings.
Note that only users with the Account admin role have access to these settings.
If you want to enable log entry editing, go to the General settings, and select "Log settings".
From here, you'll see the sections "Log settings", and "Log tools".
Click the switch on the right side of the section called "Enable log entry editig":
Click "Save log settings" to save the settings.
Note:
Enabling this functionality makes the option to edit log entries available to all users.
This also includes all old logs in your account.
If someone edits a log entry in the log feed, you'll see the version history of that log entry, so you'll still always see who has posted the log entry, what changes was made to the log entry, and when the log entry was posted. You'll also be able to see who has made changes to the entry.
General account information
This section is found in the General settings of RAYVN.
You'll only have access to this section if your user is assigned the Account Admin role.
Here you'll find the name of your account, the language that all your system messages are displayed in, the prefix that is attached to all your exercise logs, and your default map position.
As an account admin, you can make changes to any of these sections.
Note that if you make any changes to these sections, the changes will affect all users in your account, because they are connected to the account itself, not just your user.
If you for example change the language for your account, all your system messages will be displayed in this language.
Each user has the option to change which language they want to use RAYVN in, but the language you set in the General Settings will be the affecting the account itself.
If you decide to make any changes to these sections, remember to save them by clicking "Save general settings".
Logo
If you want to include the logo of your organization in your downloaded logs, you can upload it in the General settings.
Note: To access the General settings, your user must be an Account admin.
To upload a logo to your account, click the gear wheel, and access the General settings.
Then, select the "Logo" tab, and click the drop-section to select your logo.
Once finished, click "Save" to save your logo.
Note:
RAYVN will only accept an image of a logo that is in a 1x1 format. If your logo is in a different format, it may look warped when you use it in your downloaded logs.
Mobile app
See all articlesHow to use message confirmation
Message confirmation is a functionality in RAYVN that allows you to get an overview of who has received a message and confirmed that hey have read and understood it.
When sending a message from RAYVN via the paper airplane, you can add this extra step of you want to track who has confirmed the message or not.
To use this functionality, click on the paper airplane from an active log.
Select recipients in the "recipients" section, and write your message in the text box.
When you've written the message that is to be sent out, select the delivery options for the message. You can choose to either just select SMS or e-mail, or both.
When you've selected the delivery options you want, you'll notice that there is an option at the bottom of the page. Here you can turn on message confirmation tracking on the message that you are about to send. Click this switch to turn on the message confirmation tracker.
When you turn on the message confirmation tracker, the message will have an extra message attached which asks the recipients to click on a link to confirm that they have read and understood the information in the message.
When the recipients receive the message, the message will contain a link.
They can click on it to confirm that they have read and understood the message.
As the recipients click the link to confirm, the log entry in RAYVN that tracks the message will measure how many has confirmed the message or not.
You can see the status of the message by looking at the log entry:
If you want more specific information regarding who has confirmed the message or not, you can select "Details" to open the log entry and get more information regarding the confirmation status of each recipient.
How to enable notifications from RAYVN when your phone is on "Do not disturb"-mode?
In some cases, employees may need to keep their devices on "Do not disturb"-mode.
Luckily you can enable your phone to allow notifications from RAYVN even with this mode activated - to ensure that you are able to receive notifications from RAYVN in a crisis.
Enable notifications on Android phones:
Follow these steps to set up exeptions for the "Do not disturb" mode:
- First, go to your Settings and select "Notifications".
- Then, select "Do not disturb".
- Here, you'll find a section that says "allow interruption". You can select which apps you want to allow to as exeptions from the "Do not disturb"-mode. Select RAYVN and click "Finish".
- To allow calls from RAYVN, scan the QR code at the bottom of this article to add RAYVN as a contact to your phone. Mark the RAYVN contact as a favourite in your phone.
- Then go to "Do not disturb" in your settings, and select "allow interruption" from calls/messsages, then select your RAYVN contact.
Enable notifications on iPhones:
- First, go to your settings, and select "Focus".
- Then, click "Do not disturb", and find the section called "allow notifications" at the top of the page.
- Click "Apps", and click "Add" to add apps you want to allow to send you notifications when "Do not disturb" is active.
- Search for Rayvn and check the box, and then click "Finished". You will now get push notifications from the Rayvn app when you are invited to a log.
- If you need to, you can also select "allow calls from", and select RAYVN as a contact from your contact list.
To make life simple, we've gathered all the numbers that Rayvn uses to send out call-notifications in one contact. Scan the QR-code below to create a contact in your phone called RAYVN.
Why can't I log in?
Are you having problems logging in?
There could be a number of reasons why you would experience problems when logging in. Here are a few of the most common reasons:
You are trying to log in from a bookmarked page, and the page is expired.
Bookmarks are an easy way to find your way back to a page. However, if that page requires you to log in, you might find that the page becomes expired. What this means, is that as the website is updated, the older versions of the site might become expired. Some of the functions might no longer work because they aren't connected to the newer version of the website. To prevent this, we always recommend using the site app.rayvn.global to log in.
You'll also always find an updated log-in site if you go to www.rayvn.global and click "Customer login" at the top of the page.
Your browser cache might need to be cleared out.
If you are having problems with logging in, a quick fix could often be to empty your browser cache.
Click here to read more.
You have simply mistyped your password or your username.
It happens to us all. You are trying to log in quickly, and accidentally miss a character, or add one that isn't meant to be there. Always make sure to check that you have typed in the correct password when you are trying to log in. If you are uncertain if your password has been typed in correctly, click on the little eye icon next to the password line:
Also, take a second to make sure that there isn't an extra space in your password or your username.
You've forgotten your password
If you've forgotten your password, you can easily reset it by clicking on "Forgot password" above the "Log in" button.
Just click on it, and a link where you can reset your password will be sent to your email address. From there, click the link, set a new password, and try to log in again. Note that you might need to refresh the website.
You are working on an outdated browser, or you need to update the software on your computer.
From time to time you'll experience that the browser you are working on will need to be updated to the latest version. Running on an older version of your browser that is not up to date, could create issues when you are trying to use any website, including RAYVN. It is therefore important that you keep up to date with the latest versions of your browser.
In browsers like for example Google Chrome, or Opera, you'll see a little icon at the top of your page where it says you need to update your browser.
The same thing goes for your computer/device. If your device is running on an outdated version of its operating system, you might experience issues with using different apps - including RAYVN.
We recommend updating your operating system when your device tells you that it is time for a new update.
Can't log into the app?
If you can't log into the app, there might be a few different reasons. Here are some steps you can take to try to solve this issue:
Check that you've written the correct username and password for your account.
Try to close the app and your log, and open it again.
Try to uninstall the app, and then reinstall it and try to log in again.
Receiving Automated phone calls with Do Not Disturb mode enabled
You can set up your phone to let Automated phone calls from RAYVN come through when you have enabled the Do Not Disturb mode on your phone. So know, you can have the best sleep ever, knowing that only RAYVN and your loved ones will be able to wake you up.
For both iOS and Android, you should save the RAYVN phone number, and mark it as a Favorite contact.
On iOS/iPhone
- Go to Settings
- Do not disturb
- Phone > Allow calls from favorites
On Android
- Go to Settings
- Sound and vibration
- Do not disturb
- Allow exceptions
- Custom
- Select calls from favorite contacts
Note that there is a difference between enabling the Silent mode and the Do Not Disturb mode. RAYVN will only be able to reach you when using the Do Not Disturb mode.
Silent mode (Don't use)
In Silent Mode, your phone is silent for all calls, messages & notifications and can't be customized. The Silent mode is enabled by switching the physical toggle on your phone. Your iPhone may still vibrate when you receive a call, and your screen will light up with the arrival of a phone call or text, but there will be no audible notification. So if you want RAYVN to be able to "wake" you during the night, you should instead use the Do Not Disturb mode.
Do Not Disturb mode
With Do Not Disturb enabled, your iPhone will remain silent and with its screen off, unless letting your selected contacts come through, as described above.
The easiest way to enable Do Not Disturb is to swipe to access the Control Center and tap the crescent moon button. You can also go to Settings > Do Not Disturb and tap the toggle switch for Manual. With Do Not Disturb enabled, you'll see a small crescent moon at the top of the lock screen.
You can also set "Quiet hours" in the Do Not Disturb settings on your phone. This will automatically enable the Do Not Disturb mode, for example, during the night. How you do this varies from the type of phone and OS (Operating System) version, so read your OS documentation to see how to set this up.
Close a log in the app
If you want to close a log, you can do this by taping on the menu on the top right corner when you are in the log view.
. 
Tap on "Close log". You will then be asked to confirm this step.
When you close the log, your team will no longer be able to view or communicate through the log.
Update your profile
You can update your profile with your personal information in the app. From the Dashboard, you can tap on the profile image, or by tapping on the top-right menu, and choose "Profile".
Check that your name and mobile phone number are correct. If not, correct it and "Save".
If you haven't set a profile image, you can do so by tapping on the image in the profile. You will then be asked if you would like to take a photo with your mobile phone, or if you would like to choose an existing photo from your phone.
Web version
See all articlesGroups as stakeholders
Many organizations have both internal and external networks that could benefit from the use of the collaboration feature.
In this article, you will learn how to add a group in RAYVN as a stakeholder.
Internal stakeholders are only available for mobilizing 1 level up and 1 level down in the group hierarchy.
Read more about adding external stakeholders here.
Enable group as a stakeholder
Groups are not automatically set as stakeholders in RAYVN.
To enable this feature, go to "Account settings".
Click on the group name and select "Edit group".
Here you can see a switch where you can choose to enable a group as a stakeholder.
When you click on this switch, a new section will appear.
You must assign a "Responsible team" to enable the group as a stakeholder.
The responsible team is the team that will be notified when the stakeholder is mobilized in a log.
If you remove a responsible team from the stakeholder, you remove the entire group as an internal stakeholder.
When you go to Account settings >Stakeholders, you will see a list of internal and external stakeholders.
Under the field "Stakeholders," you can see a list of internal and external stakeholders and info and notes connected to each stakeholder.
To view info and notes for each stakeholder, click on the stakeholder's name.
The old fields "Name" and "Contact" under each stakeholder have been replaced with an area called "Notes." Here you can write down important names, phone numbers, and other important information related to the stakeholder.
Mobilize stakeholders in a log
Internal and external stakeholders are added to a log in different ways. In the user interface, they are separated as "External" and "Internal", but they are treated equally when they are mobilized in a log.
This is how it looks before any stakeholders have been added to a log:
To add a stakeholder to your log, click "Mobilize stakeholders".
As you can see, you can also add info about stakeholders and the ongoing incident.
You will then see a window that looks like this appear. Here you can choose to select either internal or external stakeholders to your log. If you do not have any internal stakeholders, this alternative will not appear, and vice versa.
When you have selected your chosen stakeholders and clicked "Mobilize stakeholders" you will see a warning that tells you that the stakeholders will be notified when you proceed.
You cannot remove a stakeholder once they have been added to a log. They can choose to decline your invitation, and they can leave the log by closing it, but they cannot be removed from a log from your side.
Here you can see an example of the different statuses stakeholders can have:
- Not connected: if a stakeholder is marked in red with the text "Not connected", it means that they don't have a valid collaboration agreement with your company in RAYVN.
- Pending response: A collaboration request has been sent out, but the stakeholder has not yet responded to the invitation.
- Not participating: the stakeholder has declined the collaboration request. You can click "Remobilize" to send the invitation to them again.
- Participating: the stakeholder has accepted the invitation to participate in your log.
- Withdrawn: the stakeholder has accepted the invitation to participate in your log but has closed the log. You can click "Remobilize" to invite them back into the log.
You can add or modify notes attached to each stakeholder.
Groups as stakeholders in the app
You cannot create external or internal stakeholders in the app, but you can operate them the same way as in the web version of RAYVN.
Click on "Stakeholders" in the log menu to view the status for stakeholders and mobilize more stakeholders.
Setting up Rooms
In order to start using Rooms in RAYVN, you will need to set them up the way you want your organization to manage situations in.
1. Click on the settings icon in the top right of the screen.
2. Choose "General".
3. Click on "Rooms".
4. Click on "Create", in the "Rooms" section.
5. Write the name/title of the room. Make it a descriptive name so that it makes sense for the people that might "navigate" between the rooms during the incident. You should name these according to how your emergency response organization is organized.
6. Click on "Color". The color of the room is important for distinguishing between the rooms. You can easily see which room you are "in" and it also makes the different rooms more distinguishable when sharing log entries and so on.
Select a color in the color picker, and then click on the "Save room" button.
7. You will now see the list of your rooms in your organization.
The next step is to assign your teams to a room.
How to edit log entries
If the Log entry editing functionality is activated in your account, the users in your account can edit any log entry in any log.
When the setting is enabled, you will find the option to edit a log entry the next time you select the three dots on the right side of the entry.
Editing an entry
To edit a log entry, click the three dots next to the entry, and select "Edit log entry".
You can modify the text in the log entry, and change the date/time of the log entry.
Note: You cannot change the time/date to a newer time than now.
Show and hide version history
Every time you edit a log entry, a version history of the log entry will be created.
If you click "Show history" at the bottom of the log entry, you'll be able to see all prior versions of the log entry before the current version.
This is to ensure transparency, and make sure that important information is not lost.
You'll also be able to see when changes were made, and by whom the changes were made.
Click "Hide history" to collapse the version history view.
Note:
If you want to include a log entry in a Report, only the latest version of the log entry will be included.
When you download the log, all versions of the log entry will be included.
What are the functionalities in the web app vs the mobile app?
Below is a list showcasing the difference in features on the web app vs the mobile app.
| Functionality | Web app | Mobile app |
|---|---|---|
|
Start log/team status
|
||
|
Start log
|
 |
 |
|
Create incident, further down in the hierarchy |
 |
 |
| Overview of available resources |  |
 |
| Add extra team or users after created the log |  |
|
|
Tasks
|
||
| Complete an accident and subtask |  |
 |
|
Create new task |
 |
 |
| Set priority of the task |  |
 |
| Set the due time on task |  |
 |
| Help other team members to complete their task |  |
 |
| Overview of completed tasks |  |
 |
| Add a comment on the completed task |  |
 |
|
Add file/document when completing a task |
 |
 |
| Create new subtask |  |
|
|
Feed
|
||
|
Post text and picture into feed |
 |
 |
| Use tag Key event or released information |  |
 |
| Post entry to feed on behalf of others |  |
|
| Map | ||
| Define position with addresses search or lat/long GPS coordinates in the map when creating a log |  |
|
| Overview of resources in the map |  |
 |
| GPS tracking of the user device |  |
|
| Incident | ||
| Create a new incident |  |
 |
| Add text/ picture in an incident log |  |
 |
| Set address/Gps coordinate on an incident |  |
|
| Complete a task in Incident |  |
 |
| Add a task to the incident |  |
|
| Meetings / Current status | ||
| Activate/start new meeting |  |
|
| Add information to “Current status” |  |
|
| Files | ||
| Upload files to RAYVN |  |
 |
| Take photo and upload |  |
|
| Send message | ||
| Send a text message (SMS) or e-mail to RAYVN users from the log |  |
|
| Reports | ||
| Access reports |  |
|
| Account settings | ||
| Account settings, define your plan, and set up our emergency response organization |  |
|
Clear web browser cache
When using RAYVN in your web browser, the browser saves some information while using RAYVN in its cache and cookies. Occasionally, clearing the cache and cookies fixes specific problems that some might experience during login, loading, or if there are some formatting issues while using RAYVN.
The problem is caused when RAYVN and it's services have made some changes, and your browser is using an old "version," stored in its cache/history.
How you clear the cache, or browsing data, in your browser varies depending on the type of browser your use if you use Windows or Mac, and also which version of a specific browser you use. Also, it depends on the language settings you have in your browser. So we will have to refer you to support pages to the most used browsers below. You can also click on "Help" in your own browser, to find more information about this.
But it is a simple process that only will take a couple of seconds from your browser settings.
Here you'll find complete guides that shows you how to delete your browser cache in:
What language is supported in RAYVN?
Currently, these languages are supported as system languages in RAYVN:
- English
- Spanish
- Portuguese
- French
- German
- Norwegian
- Dutch
- Swedish
If your language is not supported, that only means that the menus, etc need to be in one of the languages above. You can still communicate and share information in your native language in RAYVN. But you need to select which of the languages above that you want to use as a system language (in menus etc.).
Language preferences for users
You select your preferred language setting in by clicking on the profile image at the top right corner. Then click on the dropdown box under Language. This will set the system language for your own user. It will not other users in your organization.
Language preferences for your organization
You can also set the system language for your organization in RAYVN. This setting will affect the reports that RAYVN will generate, as well as some system messages that will be added to the log when specific actions are done, like a team has been added to a log, or a task has been completed.
Even though the organization has set a specific system language, individual users can still select their own preferred language (as mentioned above), which will only affect the menus, etc in their own account.
Set the system language by going to the Account setting, by clicking on the gear/setting icon in the top menu. Under the General section, you can set the default language for your organization.
