Mobile app

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. 

 

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: 

1. First, go to your Settings and select "Notifications". 
2. Then, select "Do not disturb". 
3. 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". 
4. 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. 
5. 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:

 

1. First, go to your settings, and select "Focus".
2. Then, click "Do not disturb", and find the section called "allow notifications" at the top of the page. 
3. Click "Apps", and click "Add" to add apps you want to allow to send you notifications when "Do not disturb" is active. 
4. 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. 
5. 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. 

 

 

 

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. 

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.  

 

 

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.

Tap on the RAYVN app. 

 

 

 

If you are logging in for the first time, you will be asked to enter your RAYVN username and password. You should have received your login details in an email when your administrator created your RAYVN user.

Type your username (usually your email), and the password, and click "log in".

 

If you for some reason are unable to log in, you can reset your password. If you do this, you will receive an email with a link that you can click, which will let you define a new password. When you have defined a new password, you can try to log in to your mobile app again.

 

If you have received a notification to join an ongoing log, you will see all active logs on the dashboard of the app. Tap on the log to view the log.

 

 

When you have entered the log view, you will see the log feed that is being updated in real-time for all users that has access to the specific log.

 

The contents of the log will update automatically, so you don't have to do anything for the log to update.

 

If there are images in the log, you can view them in full size by tapping on them.

 

You can easily share log entries with your stakeholders. 

First, make sure that:

 

• you have set up a Collaboration agreement in Accounts settings 
• you have invited stakeholders to your log

 

 

 

 

 

Open your log, and find the log entry you would like to share with your stakeholders.

 

Tap in the share icon.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

You will now see a list of the stakeholders you have added to your log.

 

Select one or more stakeholders that you want to share the log entry with (in this example there is only one).

 

Optionally, you can also add a message that will be added to the ones you're sharing with.

 

When you have selected stakeholders, and maybe added a message, tap on "Share".

 

The log entry will then be added to your stakeholder's log feed.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

When you have shared the log entry, you will see a label with the name of the stakeholders, that the log entry was shared.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Your stakeholder will see your log entry like this. Containing information about who shared the information, and with timestamps on when the original log entry was posted, and shared.

 

And the stakeholders can then share back to you the same way.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

If you have connected with stakeholders in your account settings, you can easily invite one or more stakeholders to collaborate in active logs in RAYVN. 

 

 

 

First, go into an active log in the RAYVN mobile app. Then, click on the menu icon to the top right. And then tap on "Stakeholders" in the menu.

 

 

 

You will now see a list of the Stakeholders you have added to this log. 

If the list is empty, you will see a banner that says "Mobilize stakeholders". You can click here, or at the green circle with a "+"-icon to add stakeholders to your log.

If you already have some stakeholders in your log and want to add more, you can do so by clicking the green circle with a "+"-icon. 

 

 

 

 

 

 

 

Here you will find the options to: 

 

1. Mobilize stakeholders. Click here to select which stakeholders to notify and invite to collaborate. 
2. Add a note. It can be about stakeholders or the current situation.

 

 

 

 

 

 

 

 

 

 

 

 

Select one, or more, stakeholders, by tapping on the checkbox next to the stakeholders in the list. If you want, you can also add a message, that will be included in the request you are going to send.

 

You will see a warning, informing you that when you tap "Mobilize", RAYVN will notify the connected team in your Stakeholder, by using RAYVNs notification functionality. So just beware that when you do this, the phone will start ringing at your stakeholder's team.

 

When you have selected the stakeholders you want to collaborate with, tap "Mobilize stakeholders".

 

Notifications will now be sent to the responsible team in your stakeholder's organization. Requesting them to accept to start a collaboration connected to this specific log. 

 

 

 

 

 

You will now see that the stakeholder you added, is listed under "Active" stakeholders. But until the stakeholders responsible team accepts your request to collaborate, the status is set as "Pending". 

 

 

 

The different statuses: 

• Not connected: if a stakeholder is marked with red and the text "Not connected", it means that they don't have a valid collaboration agreement with your company in RAYVN.
• Pending response: collaboration request has been sent, but the stakeholder has not yet responded to the invitation.
• Not participating: the stakeholder has declined the invitation to collaborate. You can click "Remobilize" to resend the invitation.
• Participating: the stakeholder has accepted the invitation to collaborate.
• Withdrawn: the stakeholder has accepted your invitation to collaborate but has closed the log. Notice that you can also click "Remobilize" to resend the invitation to collaborate with this user. 

 

 

 

 

STAKEHOLDERS VIEW

You now see how the request looks in your stakeholder's RAYVN account, after receiving your request.

 

The red tab lists which company/organization requests collaboration, and also has the title of the active log.

 

By tapping the red tab, they are asked to Accept or Decline the request.

 

 

 

Before Accepting, you have three options: 

 

1. Start a new log named "X" (X = name of stakeholders log title)

If you receive a request to collaborate", and you don't have an active log in your own RAYVN account, this might be a good option. A new log will be created, and you will get information from your stakeholder into this log. None of your internal teams in RAYVN will be alerted, although you can add your own teams to this new log after opening the log if needed.

 

2. Add to existing log: "X"  

In some cases, you might already have an ongoing log managing a situation in your RAYVN. Let's say there is a fire in a larger industrial area. You are already aware of the situation and have started a log internally. Then, when you get a request from one of your stakeholders to collaborate connected to the same situation, you can use this option to connect the collaboration request to your already existing log. This means that the log entries you stakeholders share will end up in your existing log. This means that all your internal, and external information is added to the same log, which again will make it more effective, rather than having your stakeholder's information end up in a separate log feed. Additionally, if important information is added to your internal log, you will then be able to share this specific information directly with your stakeholders from your log. 

 

By using this option, the stakeholder will not gain access to your entire log feed. It is only to define that your stakeholder's log feeds should be added to this specific log, and also that you can share to your stakeholder from the same log. 

 

3. Start new log from template: "Y" (Y = name of your log template)

If you receive the collaboration request and see that this situation requires that you also engage your internal teams, you can use this option. You will then start a new log, which is connected to the collaboration request, and at the same time notify your internal teams. 

 

The difference between option 1 and 3, is that option 1 lets you start a new log without automatically activating your internal teams, but option 3 will immediately notify your internal teams as well.

 

 

 

 

 

 

When your stakeholder has accepted your request, their status will change from "Pending response" to "Participating", in the list of active stakeholders.

 

You are now ready to start to collaborate with your stakeholders in RAYVN. Sharing information between your RAYVN accounts.

 

 

 

 

See how you share log entries with stakeholders.

 

For complex situations, with lots of ongoing operations, the sub-incident functionality is perfect. The log gives you the opportunity to notify and communicate with a group of persons regarding the ongoing situation. But sometimes a situation needs attention on different levels, or in different areas. Read more about incidents here.

 

Create a sub-incident

You can create new sub-incidents from your mobile app.

 

To create a sub-incident, you need to be in an active log. Tap on the green icon in the menu at the bottom of the screen. From there, select "Create sub-incident".

 

 

You can select a predefined sub-incident type from the list if you have set up different sub-incident types in the web version of RAYVN. The predefined sub-incidents have teams and tasks set up so that you don't have to think about who to notify, or what you need to do in the specific scenario.

 

If none of the existing sub-incident types fits your need, or your administrator hasn't added any,  you can create a sub-incident from scratch, by tapping on "Create custom sub-incident".

 

 

Define a title for the incident, and set a severity level. You can choose if your location should be set as the geographical location for the incident. This will let your team be able to see where the different incidents occur on the map view.

 

Switch between multiple incidents and add information

As long as you are in the "Main feed", your text entries will be added to the active log. The main log collects all information and activities from all the incidents. If you want to add info that is related to a specific incident, you need to switch to the incident before you add your entry. Tap on the "Main feed". You will see a list of all open incidents. After entering the incident, you will see the name of the incident at the top.

When you have selected which incident log you want to go to, write your text entry, or share an image, the same way as you did on the log. The only differences are the information is being added to the incident, and then also viewable to only the persons that have access to the specific incident.

 

To go back to the main feed tap on the name of the incident, and choose "Main feed".

The tasks are always available in the mobile app. You can always open the app and get an updated list of what needs to be done in the specific situation.

 

Create a task

When you are in an active log, you can create a task by clicking on the green "action button."

 

Then, click on "Add task".

 

Write a title and a short description of instructions for the task.

 

If you want to assign the task to a specific person, you can tap on "Assignee". Choose the person you want to assign the task to, and click OK. The assigned person will receive an SMS, letting them know that they have been assigned this specific task.

 

Choose which level of priority the task should be marked as. If you don't select any level of priority, the task will be marked as "Normal". 

 

You can also set a deadline for the task by tapping on "Deadline" and choosing the exact time the task should be finished. If you don't set a deadline, the task will be marked with "Immediately", meaning the task should be done as soon as possible. 

 

 

 

 

View tasks

 

When you are in the open log, click on the menu at the top right of the log. If you have been assigned tasks, the menu icon will also have a badge with the number of open tasks that are assigned to you. 

 

 

In the menu, click on "Tasks".

 

Here you are presented with the updated list of tasks. There are three sections here:

• Assigned to me: If there are tasks that are assigned to you personally, they will be listed here.
• Unassigned or assigned to others: All other tasks will be listed here. You will be able to complete these tasks, even though they are not assigned to you.
• Completed tasks: All tasks that have been marked as completed are listed here.

 

To mark a task as completed, just click on the checkbox next to the task, or click on the task. Here you will find the option to mark the task as "Closed". You can also mark it as "Could not do", and add a comment if you could not complete the task. 

There is also an option to mark the task as closed on behalf of someone else, in case they have forgotten, or in case someone else did the task. 

Note that you can also choose to add an image to the task. When you click "Add image", you will get the option to choose to take a photo with your camera or upload an image from your camera roll. 

 

The task you marked as completed is moved to the section for "Completed tasks". As you do this, the list of tasks is automatically updated on everyone's task list. Keeping everyone up to date.

 

Create new tasks by clicking on the green "+" icon. 

 

 

Edit and delete tasks

You can quickly delete a task by swiping a specific task - to the left, and clicking "Delete". 

To edit a task, tap on the name of the task. 

When you open the RAYVN app with an active log, you will see the active log marked with the rooms that you are assigned to.

 

 

 

When you open the active log, you will be taken to the log view. Above the log entries, you will see which room that you are in next to the "Main log" indicator.

 

If you have been assigned to multiple rooms, you can tap on the room indicator, and you will then be able to choose which room you want to open. When you add text or images to the active log, the log entry will be added to the room you are currently in.

 

 

If you want to share any log entries, click on the arrow to the right in the log entry, and select which rooms you want to share the entry with. Sharing log entries between rooms works the same way in the app and the web version of RAYVN. 

 

 

If you want to read more about rooms in the web version of RAYVN, click here. 

If you want to read about setting up different rooms, click here.

 

 

During an ongoing log, you can view the location of your team members, as well as the location of the log and incidents if these have been specified. This gives you a birds-eye-view of where all your resources are located.

 

To access the map in the mobile app, tap on the menu icon on the top right corner. Then choose "Map".

 

 

You can navigate the map by pinching and zooming with your fingers. 

 

Below the map, you can see a list of persons and incidents that are involved in the specific log. If you only want to see either Persons or Incidents on the map, you can enable the filter. The filter is set to display All by default.

 

In the list, you can also tap on the person or incident. This will focus the map on the specific resource you want to zoom in to. This might be convenient if there are lots of resources on the map, and you just want to see the location of a specific resource.

 

 

The location for persons is updated in real-time for users using the mobile app. People that use RAYVN through a web browser will share the location of the specific computer. The location of incidents is set when creating the incident.

Everyone that has received notification will be able to access the specific log in their mobile app. The content of the log will be updated in real-time, providing everyone with the latest and up-to-date information. 

 

 

Add a log entry

 

To add a log entry, tap on the green button, in the lower right corner.

 

 

You will then be presented with four options. To post a log entry, click on "Post log entry". 

 

There is also a shortcut into the "New log entry" mode by tapping and holding the green button for 1,5 seconds. 

 

When you see the "New log entry" screen, you can start typing your log entry text. 

 

When you are done typing, you tap "Save entry".

 

 

If you want to add an image to the log entry, you can do so by a tap on "IMAGES". You can then choose whether you want to take a picture, or add pictures from your phone's image library.

 

You also have the option to mark your log entry as "Released information" or a "Key event". The log entries with either of these states will visually stand out from the rest of the log entries.

 

Key event
Will visually highlight the log entry in the log. If you are posting some important information that you want your team to notice, and that should be easily recognizable in the log, you can mark your log entry as a "Key event":

Released information
Log entries that are marked as "released information" means that the information in this log entry contains information that your team is allowed to pass on. This is important if you are managing a situation that contains sensitive information for your organization.

 

 

Add images to a log

Click on the green button in the lower right corner for the log feed. Choose whether you want to "Take a picture" or if you want to "Upload a picture from library". You can add multiple images to one log entry.

You are also able to add a picture to a log entry if you first choose "Post log entry". It let you first write some text as the log entry, and then add a picture to the specific log entry.

 

When you have posted an image to the log, the image will be uploaded in full quality to our server, but a thumbnail will show in the log feed. To view the image in full quality, tap on the thumbnail image in the log. The image will be shared with everyone that has access to the specific log.

If you want to view the status of the team members in a log in the app, you can do so by following these steps: 

 

1. Start by opening the active log in the mobile app. Click on the navigation field in the upper right corner.

 

 

2. Select "Teams".

 

 

3. Here you can see the members of each team, and see the status for each member. 

The different colors of each member are: 

• GREY - Users with a grey symbol have received the notifications, but have not responded. 
• RED - Users with a red symbol have responded that they cannot participate in the log. 
• YELLOW - Users with the yellow symbol have responded that they will participate, but is not ready. 
• GREEN - Users with the green symbol have responded that they are active, and ready to participate. 
  

1. Open the RAYVN app on your mobile device and press +Start log

 

 

2. Choose whether it is an incident or a drill and type in the Log title and the Description. 

 

 

 

 

3. Press Select teams and confirm that you are about to start an incident

 

 

4. Select the teams that you would like to invite and press Notify teams and go to log

 

 

 

 

 

Open the app, and tap on the button "Start log".

 

 

Start a log from a predefined template

Tap on a predefined template that you have created if the incidents fit the situation at hand. The templates use the predefined teams and tasks that are preferred in this scenario. By tapping on a template, you will be asked to confirm this action and choose if you want your location to be set as the location of the specific incident. If you check this option, your team will be able to see the location of the incident on the map of their mobile app.

 

 

 

Start a new log or drill

If you want to start a log from scratch, tap the "Start log" button.

 

First, you must decide whether the log is a real situation that you need to manage or just a drill.

 

Then define the name/title of the new log. Then write a short description of the situation at hand, so that the teams that receive a notification get the information they need.

 

Then choose if you want your location to be set as the location of the specific incident. If you check this option, your team will be able to see the location of the incident on the map of their mobile app.

 

When you have gone through each of these steps, tap on "Select teams".

 

 

The available teams will be listed. Select the teams that should be notified and be given access to the log. When you have selected the teams, tap on "Start log".  

 

Now RAYVN will notify all your teams and personnel, as specified in your account settings. The notification can be sent by SMS, Email, app notifications, and automated phone calls.  All the notifications will be sent seamlessly in the background, and RAYVN will start to track the response from your teams.

 

The conference call feature is available both in the Web- and App-version of RAYVN. 

 

To enter a conference call in the RAYVN app, do as follows: 

 

1. When you open a log in the app you'll be able to see a little camera icon. Click on it to enter a meeting.
2. When you click on the camera icon for the first time, you'll be asked to give access to your device's camera and microphone. Once you've accepted, you'll be able to see a preview of yourself before you enter the meeting.
3. Click "Join meeting" to join the meeting. 

 

Conference call functions

 

As in the web version of the conference call, there are many different functions in the app version of the conference call. In the picture below you'll be able to see all the different functions: 

1. By clicking the small arrow at the top left corner in the conference call window, you'll minimize the window. The conference call window till then just look like a small bar at the bottom of your screen in the RAYVN interface, like this:
   
   The camera 
2.  You can flip between using your device's front camera or back camera by clicking the camera icon in the upper left corner. This could for example be useful if you need to show your surroundings to the other people in your conference call. 
3. Turn on or off your camera by clicking on the camera icon at the bottom left corner. 
4. Turn on or off your microphone by clicking on the microphone icon at the bottom. 
5. By clicking on the three horizontal dots you'll get the option to go to the settings or see the list of people in your call. 
6. Click the gear to go to settings. Here you can change which microphone or camera you want to use and test your speakers. You can also adjust the video quality to match the one that's best for your network. If your connection is poor, you should switch to a lower quality to save bandwidth. The bandwidth saver option will turn your camera off. You'll receive low-quality video from others. You cal also change the language for the features in the call by going to the "language" tab. 
7. By clicking on "People", you'll see a list of all the current participants in the call. You can also change your own name by clicking on the three dots next to "You", or hide self-view if you don't want to see yourself. 
8. If you want to leave the call, click the red button called "Leave".

 

 

The camera icon on top of your screen can show three different colours: 

 

• When you are in an active call, you'll see the camera icon turns green, and you'll see a green banner across your screen: 

 

• When someone else is in a call, but you haven't joined yet, the camera icon is blue, and a blue banner will show up:
  
• And lastly, when no one is in a conference call, the camera icon is grey, and there is no banner across your screen: