Web version

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. 

 

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. 

 

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

 

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: 

 

Google Chrome

Safari

Microsoft Edge

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.

Many need to participate in RAYVN through other organization's projects/accounts. In many situations, your company uses RAYVN, as well as other organizations you cooperate with. RAYVN now allows a single user to be part of multiple organizations. 

 

 

While having a user in your own organization, others are now able to add you to their own RAYVN organization. For your own organization, you can request help from external users or companies, or you can give them access to a log, just to give them access to updated information about a situation. This can be everything from:

 

• Customers
• Neighboring companies
• Emergency response units
• Public services
• Media relations
• Etc.

 

If you have an existing RAYVN user but are added to another RAYVN account, you will receive an email like the one below. Informing you which organization, and person, has added you to their RAYVN. They can now add you to their own teams.

 

 

So, when your neighboring organization needs your services, you will receive the notification, sent from them. 

 

When you log in to RAYVN on the web app, you will now be able to switch between the organizations that you have access to. By default, you will be logged in to the last used "organization". In the top right corner, next to your name, you will see the organization that you are logged in to. Click on the name of the organization to see your available organization, and select the one you want to switch to.

 

If you accept a log invitation from an email invitation, you should be logged in directly to the specific organization. 

 

The short answer is yes. RAYVN can be used in all countries that have access to the internet and/or provide mobile phone coverage.

By demand, RAYVN creates national phone numbers that are used to send SMS from the system, as well as automated phone calls.

 

Scan this QR code with your phone, and add RAYVNs contact info to your phone's contact list. Whenever you receive an SMS or Phone call from RAYVN, it will be recognized by your phone as RAYVN.

 

Or, on a computer, you can click here to download the contact file.

 

 

 

 

 

Today RAYVN has national phone numbers in:

 

Country	SMS Number
Australia	+61 428 261 656
Canada	+1 647 931 3382
Chile	+56 9 4595 0601
Germany	+49 157359 81940
Lithuania	+370 668 02698
Malaysia	+60 11 3011 5899
Netherland	+31 970 044 98984
Norway	+47 59 44 61 58
Sweden	+46 76 519 43 94
United Kingdom	+44 113 320 2308
USA	+1 424 312 0441

 

By demand, RAYVN can register phone numbers in most countries in the world. If your country is not on this list, please contact us, so that we can start to make inquiries in your country. 

Some countries operate with restrictions, concerning the ability to create phone numbers by foreign companies, as well as other circumstances. There might also be limitations in some countries for using the two-way communication that RAYVN uses the collect responses from SMS's sent from RAYVN. For more detailed information, please follow this link to Twilio, our provider of notification services.

 

RAYVN on Computers

RAYVN can be used on a wide range of environments as long as the user has a web browser installed. There is no need to install any other additional software on the computer.

 

Recommended web browser:

Chrome

Firefox

Edge

Safari

 

It is also possible to use Internet Explorer 11, but since Internet Explorer won't be updated in the future, we recommend to use RAYVN with the recommended browsers.

 

 

 

RAYVN on mobile devices

To use RAYVN on your mobile phone, you should install the mobile app for iOS or Android. You can install the app for free, but to be able to access your RAYVN account, you will need to log in with your RAYVN username and password.

 

The RAYVN app requires:

iOS 9.0 or later

Android 4.1 or later

 

At the moment there is no native app for iPad. But you can install the mobile app for the iPhone on the iPad. Another option on the iPad is to access RAYVN by using Safari, by logging in to app.rayvn.global, as you would do on a computer.

When you are invited to join a log, you will receive an email with a link that will give you direct access to the active log. 

 

According to RAYVNs high-security measures, this link will only be active 15 minutes after the email was sent.

If your link has been deactivated, you will still be able to log in to RAYVN through the mobile or web app. If the log still is active, you can access the log, and contribute to the incident management.

 

When you create a user, they get sent a link to their email which they need to click to verify their email and set a password. 

This link is time-limited, and after 48 hours, the link will no longer work.

Should this happen, you can resend their user invitation by: 

 

1. Go to the "Settings" in RAYVN, and click "Account settings".
   
2. Then click on "Users", and find the user you want to resend an invitation to. Underneath their profile picture, you can click the button that says "Resend invitation". The invitation will then be sent to that persons email again. Remind them to check the "Spam"-filter if it does not show up in their inbox.
   

All users of companies based in the USA will be presented with a request to provide consent for the EULA (End User Licence Agreement) by logging in to RAYVN for the first time. The EULA specifies in detail the rights and restrictions which apply to the use of RAYVN. 

 

By clicking on the "I AGREE" button, you acknowledge that you have read the EULA and that you accept the terms defined in the document. If You do not agree to be bound by the EULA, you will not get access to RAYVN.

 

 

After you have provided you consent and logged in to RAYVN, you can always review the EULA by going to "My profile" and then click on "Review agreements." From here, you will be able to retract your consent by clicking on "I do not agree". Note that you will then not be able to log in to RAYVN again, before accepting the EULA.

 

Users of the mobile app will be able to make the necessary consent while logging in with the mobile app.

When a log is created, RAYVN will automatically notify teams and personnel on four notification channels; automated voice call, email, push  notifications in mobile app and SMS. 

 

Automated voice call 

Once a log is started, RAYVN will automatically start to call each user. Within seconds, the user will receive an automated voice call which will tell the user to log into their RAYVN account because it needs your attention. The message will be repeated until the user hang up. 

 

 

Email

In addition to the voice call, an email with the description of the incident will be sent out to the user's registered email address in RAYVN. In this email, the user can accept the invitation or decline it, and RAYVN will automatically track the response and categorize the reply. 

 

 

Push notifications

Push notifications in the mobile app will also be sent out automatically within in seconds and includes the  description of the incident. Log in to your RAYVN account on your mobile device to join the log. 

 

 

SMS

An SMS containing the description of the situation will be sent out from a local telephone number. You can reply for example YES or NO to this SMS and RAYVN will automatically categorize the replies. 

 

 

Note that your teams and personnel does not necessarily need to be notified on all four notification channels. You can easily edit this by clicking on Account settings → Teams → Select Team → Team members. Click on the symbols to activate or deactivate notification channels. 

 

Users are given an access level to control what they can do in RAYVN. RAYVN has four different access levels that grant the user access to functionality.
It is advised to restrict the access given to users on a need to know basis.

 

 

Account Admin

 

This is the highest access level. Users with this access level have access to all functions in RAYVN. This includes the account settings where they can edit, add, or delete users, responders, contacts, teams, contact lists, emergency response networks, log- and meeting templates, sites, and imports. They can also create logs and have access to all open logs,  access the privacy center, access the archive, and access general settings. 

 

 

Group Admin

 

This is the second highest access level. Users with this access level can create new logs or start a log from templates. They can access all logs in their groups, or subgroups of their group.

Group admins can also access the account settings and from there make changes to users, responders, contacts, contact lists, emergency response networks, log- and meeting templates, sites and imports.

Group admins can also access the archive, but they cannot access and edit incident types or general settings. 

 

Log Manager

 

Users that have been marked as "Log manager" can create new logs, start logs from templates, and access and participate in logs they have been invited to.

If your user is marked as a log manager, you cannot access the account settings and make changes to i.e. teams, users, or templates.

 

Operator

 

This user only has access to the most basic functions of RAYVN. Operators can only access logs they have been invited to and participate in them. They cannot create new logs or start logs from templates. Users with the operator role also cannot access the account settings. 

 

To register a phone call with the NOK (Next of kin), click on Register new call.

 

 

Add the caller details, including the name and phone number. Then click "Continue call".

 

 

 

You can now add Call notes in the text field. Here you should add a summary of what the person wanted to know, or what kind of information you shared with the caller. 

 

 

Usually, the phone call will be about an affected person. If there are no affected persons registered yet, you can click Add affected person.

 

Add the personal details of the Affected person the caller is related to. Add the name, and if any information/notes are relevant to add to the personal information. Then click on Register. 

 

 

You should now set the "Relation" between the Affected person and the caller. Under "Selected affected person", you will see "Person X" is _________ of "Caller Y". 

 

 

Click on the empty field, and start to type the type of relationship. This can be:

 

• Son
• Daughter
• Wife
• Father
• Mother
• etc.

 

When you have defined the relationship, click on Save. You have now added an affected person. If there is more than one affected person that is related to the caller, you can add more affected persons.

 

You will now see:

• On-call with: Caller X
• Affected persons: Person Y (one or more persons)
• Call notes:  Your notes from the call

 

 

 

When the call is finished, and you have added all the necessary information, click on End call.  This will add the phone details as a log entry in the NOK log on the left side of the NOK Center. 

 

You will also see the total number of "Callers", "Affected persons" and "Handled calls", under the "Register new call" button. If you click on the "View list" under these numbers, you will see the list of persons that have been registered. If you click on any of these, the log will filter the log with the calls that are connected to the selected person. 

The Next of Kin Center is an extra module and is only available to users who are added to a Next of Kin team.

(Next of Kin - Shortened as "NOK").

 

Members of a NOK team will receive a notification like any other team. When they log in to RAYVN in their web browser, they will see the active "log" in their Dashboard. 

 

When they open it they will see the NOK module.

 

Like the standard RAYVN log, the NOK center has a log/feed view on the left side of the screen. The log will show information from:

 

1. "Released information" from the active RAYVN log
2. All entries that the NOK team creates with in- and outgoing phone calls

 

Above the feed, you have multiple options for searching and filtering the information you need. Use the search field to filter information about names or text fragments. Just start typing, and RAYVN will automatically filter according to what you have entered in the search field.

 

On the right-hand side of the NOK center, you can make do several actions:

 

• Log phone calls
• Register callers and their information
• Register affected persons and their information
• Set the relationship between a caller and an affected person

 

 

 

 

Access the NOK log

Only members of the NOK team will be able to add information to the NOK log. But other users, with access to the RAYVN log, can see the NOK log next to their Map/Task/Incidents in their standard web view. But this is a read-only view. Just so that they can see what is going on in the NOK center. They are also able to see the list of Callers and Affected persons. The RAYVN user can also invite NOK teams from within the NOK tab in their active log interface.

 

 

If you don't have access to the Next of kin center, please contact us for more information. 

When your organization has added the Next of kin module in RAYVN, you must start by creating a Next of kin team. 

 

Go to your Account settings, Teams, and click "Create new team". Define the name, and then it is important to select the function as "Next of kin team". 

 

After you have created the Next of Kin team, you can add members to the team.

 

Members of the NOK team are the only ones with access to the Next of Kin Center. They will not have access to the full log. They will only see the log entries that have been labeled as "Released information", as well as all listings of phone calls and contact with the Affected persons that the NOK teams add.

 

Note!

You can set up different NOK teams in different rooms. This means that you can have multiple NOK teams, that handle different groups of Next of Kin. For example, if there's a fire in a hotel, one NOK team can have the responsibility to handle the Next of Kin to the employees, and another team, families, and contacts of the residents. 

 

 

Assign NOK teams to an active log

Users that have enabled the NOK module, will get a Next of Kin tab next to the Map, Tasks, and Incidents tab in the active log view. When you click on the NOK tab, you will see "Next of Kin center not operational". That is because no NOK teams have been assigned yet. If you have created one or more NOK teams (as described above), you can click on "Add Next of Kin team". 

 

You will then get a list of your existing NOK teams. 

 

To add the team, click on the "+"-sign and then "Ok".
The team will be notified and added the same way as 

 

When the NOK team respond to the invitation and log into RAYVN, they will only get access to the NOK Center, and only see the "Released information" from the main RAYVN log.

The Next Of Kin Center is an extra module and is only available to users with the Next Of Kin Operator role.

 

When opening the Next Of Kin (NOK) Center you will see a feed. The feed contains all released information from the main feed. In addition, the feed contains details about calls to the NOK Center. 

 

Several operations can be performed by the NOK Operator:

• Receive phone call

• Register the new affected persons

• Update NOK about the affected person(s) and released information

• See the status of all NOK operators

 

The NOK module is an extra module that can be used in RAYVN. The NOK center is a call center function that helps organizations log incoming calls from Next of kin during incidents. Log entries will be stored in a log separated from the main log. The NOK operator registers incoming calls into the tool. The tool also provides the operator with the latest released information from the main log. It also shows which operator(s) have talked to an Affected person.

• A user of the NOK center is not able to read the main log. A separate, dedicated NOK log is available for those users. 
• A person gets access to the NOK center by being a part of a NOK team. By adding at NOK team to an active RAYVN log, the NOK center will automatically be available for the assigned NOK team.

 

Why

• When organizations are affected by incidents involving human life and health, this will reinforce the need for registration and information control. Next of kin have a high need for information and are desperate to know how their nearest is. 

• During incidents, NOK must be handled. Not is this important on a human level, but also since the organization will suffer reputational loss if NOK is poorly handled

• Many organizations lack the tools and routines to handle NOK

• Rumors often flow in social media, with pictures and information. The organization should have an established practice for producing and providing quality information to affected NOK. 

• Information to NOK must only be facts and confirmed information

Who

• Oil & Gas

• People transport

• Manufacturing 

• Organizations with traveling personnel, or personnel that live or work abroad

• Public organizations

 

 

Pricing information

Contact us for information regarding pricing and licensing.

Tags are used to categorize resources and log entries, and can be created by group admins and account admins in the Account settings.
To create a new tag, click "+Create new tag" in the Tags section. 

 

 

 

Fill inn these sections: 

 

 

Give your tag a name, and select a color to make it easier to identify later. We recommend choosing different colors to make it easier to distinguish between different tags when you need to use them.

 

Then, select what kind of tag you are creating. 

There are two types of tags you can create: Log tags and Resource tags.

Log tags are used to mark log entries, and categorize them. This is useful for two reasons: 

 

1. You can give the reader an indication of what the log entry is about

2. It makes the types of log entries marked with the same tags easier to filter out in the Log feed

 

 

Resource tags are used to categorize different types of resources. This can for example be things such as medical equipment or vehicles. 

 

 

 

Lastly, select the group you want the tag to be based in, and the "visibility" for your tag. What this means is choosing the availability of your tag. 

Should your tag be available on a Global, Regional or a Local level in your account?

Rooms in RAYVN are used to filter communication more efficiently between different groups in your organization. Not all groups need access to all information that is shared in a log, and need to be able to communicate with just their own team or cooperating teams. Some participants/ teams can benefit from being able to see all activity that goes on in a log, and they can then be assigned to multiple rooms to gain that access. 

 

If your user is assigned to a single room, you will have access to a single log feed. All that is being shared in this log feed is automatically shared to other team members with access to this room.

 

If you however need to share information with a different room, you can do so by sharing log entries from the log feed to a different room. 

 

An example can be a personnel injury. If Room 1 is the one that is coordinating external resources, they can, for example, share log entries that are of importance to Room 2 like:

 

> An ambulance is on the way. ETA 10 mins. (Shared by XX, Room 1)

 

If a user/team has been assigned to multiple rooms, they can easily switch between the different rooms in the log view. You can see which room you are operating in next to the "Incident title" in the log view. Click the room indicator to view your available rooms.

 

 

 

 

This way, you can view the log from the room of your choice. As well as creating log entries in a specific room. You can switch between rooms throughout the entire incident management.

 

 

Share log entries between rooms

Individual log entries can be shared between rooms. Click on the little arrow on the log entry you want to share.

 

Then select which room(s) you want to share the entry to. 

 

You will see which rooms the post has been shared to because the post will be marked with the names of the rooms it was shared to. 

 

Tasks

Tasks are connected to the room they are created in. 

If a person in Room 1 adds tasks, the task will be visible for users in Room 1, and so on. If you need to add a task for users in Room 2, you need to switch to Room 2 and then create the task.

 

 

Meetings

You can hold meetings within your room. These will only be available within that room,  and a summary will be produced in the log feed when the meeting is finished. 

You can choose to share the summary from the meeting with other rooms once the meeting is finished. 

The notification center is located next to the settings, and looks like a bell. 

 

 

 

 

What is the notification center? 

 

The notification center is where you can receive information from your stakeholders, if they haven't mobilized your organization yet, or if you have declined an invitation to start a log and collaborate with your stakeholder. 

 

The only receivers of the information shared in the notification center are users who are in the "responsible team" connected to your stakeholder, in the stakeholder agreement.

The responsible team is chosen when you set up a stakeholder agreement in the account settings. You can change this team if you have access to the Account settings. 

 

 

 

 

Why can't I see the notification center button in my account? 

 

There could be several reasons why you won't be able to see the notification center-icon in your account. 

 

Firstly, you won't see the notification center-button before the first time an non-mobilized stakeholder sends you a message. The button will first be visible after your first notification shows up. After that, it will always be visible. 

 

The first reason may be that you are not in a responsible team connected to any of your stakeholders.
Since you aren't in one of the teams, you will also not receive a notification from your stakeholders. 

 

 

 

 

 

How to use the notification center? 

 

When you need to share information to a stakeholder, but don't need to mobilize them in a log, you can still choose to share a log entry, or a report or such with them. 

 

Instead of the entry or report showing up directly in your stakeholders log, it will be visible for members of the "responsible team" connected to your stakeholder agreement. 

 

They will receive a notification that will show up as a red dot next to the bell:

 

When they click it, they will see the shared information from your account, and can choose to share it to one of their own logs, or to any of their internal or external stakeholders.

This feature is a module designed to send out large amounts of SMS notifications in a short amount of time. 

 

 

Since this feature is developed as a module, it must be enabled from our end. If you are interested in enabling this module, please get in touch with us for more information. 

 

 

 

How does Emergency Communications Solution work in RAYVN?

 

Once you have the module enabled, you'll be able to send out a large amount of SMS notifications using the "Send message" feature.
This feature is located at the top of your screen inside the log in RAYVN. Look for the small paper airplane: 

When you click on the airplane, you'll get a view that looks like this: 

 

As you'll notice, you can only send emergency communications to contact lists. This feature is only meant to be used for mass-notification. 

On the right side of the message box, we've added a preview of how the SMS will look. This is to make it easier to see how your message will look for the receivers. 

At the bottom of the message box, you'll find your current character count, 

 

Note that this module only supports SMS, not Email.

 

 

If the message exceeds 160 characters, you will be informed that the message will be split into several segments when you send it. This will affect throughput and reduce the speed somewhat. 

 

You can still send SMS or emails as regular messages if you have the Emergency Communications module. To do so, click on the "Regular message" tab. Here, you can search for individual participants, teams or contact lists. 

 

If you are planning on sending out a notification for more than 500 people, we recommend using the Emergency Communications module. If you select more than 500 people, you'll get a message that looks like this: 

 

 

If you do not have the Emergency Communications module enabled, the message will look like this: 

 

 

Sending a message

 

When sending a SMS to a Contact list using the Emergency Communications module, a log entry will appear in the log. The log entry shows a progress bar, and when you use your cursor to hover over the bar, it expands and displays more information about the message. In this example, you'll see that two messages have been delivered to the recipient, and one has failed. 

 

 

 

To see more information about the failed message(s), you can click on the row below the bar which takes you to the SMS section in the Report module. 

The progress bar will display 4 different delivery statuses, indicated with 4 different colors: 

 

* Orange: Total SMS to be processed

* Blue: In Send progress

* Green: Successfully delivered

* Red: Failed

 

 

 

Notice: 

• When the Emergency Communication module is used, the users receive SMS from sender "RAYVN", and not a regular phone number. 
• The receivers can not reply to that SMS.
• When Regular Message is used, the user will still receive an SMS from the regular number, and they can reply to it. 

 

 

The Archive

 

In the Archive (available to users with the Log Manager role, or higher), you'll also find a section called "Message log". 

 

 

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. 

Your external resources can now be reached and accessed from RAYVN. These resources can be files/resources hosted on your cloud service, other web services, etc. Be even better prepared for any scenario by linking to other resources that might be useful for you in a specific situation.

 

Add URLs to your log templates by either creating a new log template or updating an existing one

 

 

The URLs you write in “Template Description” will automatically be added to the “Files and links” tab in your log.

 

 

 

 

 

 

 

URLs you write in the log feed will also automatically be added to the “Files and links” tab. 

 

 

All URLs in the “Files and links” tab will display the same icon. The files can easily be accessed by clicking on each icon. You can also add a note to each link by clicking “notes” next to the icon.

 

 

 

 

 

 

 

 

 

The different files and links can be pinned under the "files and links" tab. The pinned links will automatically be filtered ahead of the unpinned files and links.  

When you add URLs to the Instructions field on a task, the URLs become embedded. URLs that are added this way will not be saved in the “Files and links” tab.

In some cases, you would like to share specific files with your team in case of a critical event. You can add files to a log template. So when you start RAYVN using a log template, all the necessary files and resources will be available for the user.  This can be Emergency Action Plans, maps of buildings or locations, a list of specific access codes, etc. 

 

The files types that are supported are:

• PDF
• Excel
• Word
• TXT
• JPG
• Video (.mp4 / .mov)

 

The file limit for files is 50MB. But we suggest that you keep in mind that your files will potentially be downloaded by your user over 3G/4G and that it is important in that regard to keep the file sizes to a minimum. This will also secure the fastest possible download time for the users.

 

For text documents, we also would recommend using PDF. PDF is supported to be displayed in most computers, web browsers, and will also be displayed without any potential need for additional software on your phone, etc.

 

 

How to use files in RAYVN

Files can be attached to log templates. Start by creating, or editing a log template, and upload the files that are relevant for the specific scenario. 

 

When you start a log based on a log template, you will see the files that are connected to the template, and which will be shared with the teams you add to the log.

 

 

 

The first log entry will contain a link to the files, which will be available immediately for all participants. By clicking on the file/link, the file will open, and you can see the contents of the file.

 

At any time during the event, the files will also be found in the file section. You can also search based on file names, and enable various filters based on file type, etc. 

 

 

You can also share files in the log itself. Click on the file upload icon, and select your file from your computer. You can also add a note connected to the specific file, with extended information regarding the content of the file. 

 

 

When the log entry has been posted, everyone will have access to the files that have been shared in the log.

 

 

 

The files will also be available on the mobile app.

While in an active log, you can send messages by SMS and email.

 

Click on the "Send message" icon.

 

You can now search for individual teams, users, or contact lists, that you want to message. 

 

It is also possible to "Send to all members of active teams". This will notify everyone that has been invited to this specific log.

 

Type in the name of the team, user, or list you want to send to. You can also combine teams, users, and contact lists to the same message. Like this message, which will be sent to the "Management" team, and the user "Thomas Henderson".

 

 

Add your message, and then select "Delivery method". By default, the message will be sent as both email and SMS. But you can change this by clicking on the icons.

 

 

When you are done, click "Send message".

Closing logs applies only for users with: 

Customer Admin role

Group Admin role

Log Manager

 

 

When an incident or exercise is over and there is nothing more to add, you can close down the log. This can be done in the active log or from the dashboard. 

 

 

Close a log in the active log 

 

1. Go to ACTIVE LOG and click on the red cross in the upper right corner of the log. 

 

2. You now got the option to close the log with or without a message. This message is optional. 

     If you "Close with message", all teams and personnel that are involved in the log will receive an SMS with the message. 

 

 

 

Close log from the dashboard

 

1. Open RAYVN Dashboard and below the red "start log" button you will see the open log. 

 

 

2. Click on the arrow pointing downwards next to the incident name and select Close log. 

 

3. Close the log with or without a message. 

 

 

Reopen a closed log

 

Note that you can always reopen the log after it is closed. Go to "Closed logs" in the settings menu. 

 

From there you can find the log you want to reopen. Click on the arrow pointing downwards next to the right of the log and select Reopen log.

 

Resources is a helpful tool that can be used to have control of all the resources that are available in your organization. 

All users have access to Resources, but this feature can be turned ON or OFF for Incidents and/or Stakeholders in the Tools settings. As a default, the feature will be turned OFF for Incidents and Stakeholders. 

 

 

 

 

Creating a new resource

 

To create a new resource, go to the Account settings, and find the "Resources" tab. 

 

 

To create a new resources, click "+Create Resource", and fill in the following sections:

 

• Name: Give your resource a name that is short but descriptive
• Description: Give a description of your resource. 
• Icon: Choose an icon that fits the resource you are creating. Make sure to choose an icon that is descriptive of the resource, so that it will be easy to recognize in the map. 
• Resources availability:  Here you can choose if the resource should be available in your whole organization (global), in a lower group and it's subgroups (regional), or just in one local group (local).
• Site: Resources can also be connected to sites. This makes it easy to see where the available resources are in the map.
• Tags: You can also connect one or more tags to your resource. This makes it easier to filter through resources in your settings.  

 

 

 

 

Add resources to sites

 

Resources may be added to sites to make it easier to localize them in an emergency. In operations the sites are made visible in the log map. The user can click on the site, see what resources are available and do the mobilization from there. 

 

 

In the "Resources" section you can see all the connected resources. Right below the header, to the right, you'll find hyperlinks available to create new resources connected to that site, or add an existing resource to the site. 

 

 

 

Add resources to a log

 

"Resources" is a tool that needs to be activated in the Tools menu from General settings. By default, the tool is unavailable and you need to make it available by clicking on the "On" switch on the right side, as seen here: 

 

 

Once enabled, the tool will be available in your logs. In an active log, you'll find "Resources" in the tool bar: 

 

To add more resources, click on "Add resources". 

 

Then, select the resources you want in your log. 

 

Once the resources are in your log, you can add notes to them, or ETA (Estimated Time of Arrival)/ATA (Actual Time of Arrival): 

 

 

Added resources can be removed by clicking on the three dots on the right side of the resource. Click on "Remove resource": 

 

You'll see a full list of removed resources below the list of available resources: 

 

If you've removed the resource by mistake, or need to add it back again, you can click on the three dots next to the resource and select "Restore resource": 

 

 

 

Temporary resources

 

It is also possible to create temporary resources. This type of recource looks and acts like a regular resource, but only exists in context of your active log. It will not be available in other logs. 

 

You'll find this option next to the "Add resources"-button: 

 

 

 

 

 

Resources and Sites in the map

 

When you open the map in your log, it may look something like this:

 

In this example, you'll notice the position of the log as well as two sites (In this example the log is located at one of the sites). 

If you click on one of the sites, you'll see the available resources at that site, and you'll also see the distance between the resource and the log position.

To add any of the resources to your log, click on the blue arrow to the right of the resource.

 

 

Note: If you've already activated all resources from one site, that site will not show any resources available in the map. This is because they are already activated in your log. 

 

 

 

Set position of your resource in an active log

 

When you've added resources to an active log, you can change their position to be able to show them in the map. 

To do so, go to the "Resources" tab in the log, and click the resource you want to change the position of. 

 

 

 

Click "Set position", and select the position by entering the address, writing the coordinates, or click the position of the resource in the map using your cursor. 

 

 

 

If you need to make any changes, you can click "Edit position" or "Clear position". 

If you click "Clear position" the resource will disappear from the map. 

The status board is a feature in RAYVN which allows users to share current status values with stakeholders and make the current statuses visible at all times for everyone who uses the logs within that room. 

 

 

To pin a status value to the board, all you have to do is: 

 

1. Go to the "Active Log" you have opened in RAYVN. 
2. Click on the "Current Status" field, and enter the status, and the value of the status you want to pin.
   
3. Once you have entered the value of the status you want to pin, click the three small dots next to the value of the status field. Select "Pin to board". 
4. When you pin something to the status board in your log, it will also be visible to your stakeholders. Be sure you want your stakeholders to see the information you are posting to the status board. RAYVN will ask you if you are sure you want to pin the value to the board.
   
5. Once you have pinned the status value to the board, it should look like this:
   Here you can see who has pinned the value to the board, and when it was posted. You can always update the value as needed by clicking the three dots next to the value, and clicking "Update value".

 

 

Requesting a current status update

 

If you have been added as a stakeholder, you can ask for a status update, and pin status values to the status board. 

You can request a status update from the log you have been added to, by going to the "Current status" field in the log, entering the name of the status you want to request, and clicking the three dots next to the value field. 

 

Here you will find the "Request status update" option. When you click that, the entire status field you have requested will turn yellow, and the team you sent the request to will receive a notification that you have requested a status update.

They can then input the value of the status request, and submit it. After you have requested a status update, you cannot change the value of that status field.

 

You can then choose to pin that status value to the top board, by following the same steps as listed above. 

You cannot pin status values to the board that you haven't submitted, and others cannot pin status values you have submitted. 

 

As a stakeholder, you can also enter your own status updates and pin those to the board.