Getting started with RAYVN

 

 

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. 

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:

1. Hit the “Create new user” button

2. 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.

3. Fill out the fields regarding name, email, and mobile phone number. 

4. Make sure to set the correct language on the user by selecting the language in the drop-down box

5. 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". 

6. Specify the access level of the user. Read more about the different access levels here.

7. 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. 

 

 

 

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:

 

Log Title Description of situation Team Site Start date Closed date

Recipient Username Firstname Lastname Application URL (for login)

 

 

 

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".

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.

 

 

 

 

 

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. 

 

 

 

For iOS / iPhone

Click this link, or search for "RAYVN" in the App store. Click the download icon. This is a free download, and the app should start to download and install automatically. If you are not logged in with your Apple ID, you might be asked for your Apple ID username and password before downloading the app. If you haven't downloaded apps before on your phone, you can read this article from Apple.

 

 

 

For Android

Click this link, or search for "RAYVN" in Google Play on your phone. Click the on the download icon, and the app will start to download and install on your phone. If you are not logged in to your Google account, you will be asked for your Google/Android username and password.

 

After the app has been download, you should see the icon of the RAYVN app on your phone. 

 

Now you are ready to log in.

 

All new users will receive an email from RAYVN after an admin user in the organization has created a user for you. When you receive the email, you need to click the button in the email to verify the email and set your password. 

 

 

 

 

When you have clicked the button, your browser will open and you are asked to define a password.

 

After your password has been set, you need to log in with your email and the password you just defined.

 

After you have clicked "Log in", you will enter RAYVN.

 

 

 

RAYVN uses multiple local phone numbers for sending notifications by text/SMS and phone calls. If you want your phone to identify the notifications as "RAYVN", use this QR code with your phone. You will then be asked to add RAYVN as a contact to your phone. If you do this, future notifications from RAYVN will be identified as RAYVN, not just an unknown number.

Creating a message template

 

Go to the account settings, and select "Message templates". 

 

 

Click "+ New message template", and fill inn the following fields: 

 

 

• Name: Give your template a name to make it easier to recognize later.
• Description: You can add a description to add more information, for example in which instances the template should be used and so on.
• Template type: Select the availability of your template. Should it be available to your whole organization, or just your group?
• Group: Select the group that the message template will be available from.
• Template: Write the message you want to have predefined in your template in the text box to the left.
  On the right side, you'll see a preview of what the message will look like to the recipient. 

 

Once you're done, click "Save" to save your template. Now, it will be available the next time you go to send a message from an active log.

 

 

 

 

Using a message template

 

When you want to select a message template when you're going to send a message from your log, click the paper airplane. 

 

 

Then, select your recipients, and click "Select message template". When you select the template you want to use, the text appears in the text box. 

 

Make any changes if necessary, and click "Send message". 

 

 

Click "import contacts from file".

 

You will now see a window where you will be able to click, or drag and drop an import file into the dropzone. 

 

The import file has to be formatted in a specific way, and we recommend downloading the template files in either Excel or Google Spreadsheet below. You then only need to copy/paste in your contacts data, before exporting a "tab-delimited" text file.

 

It is important that you only copy the contact's data into the spreadsheet, not the formatting from your original file. For example phone numbers etc should be formatted without spaces etc. "12345678", not "12 34 56 78".  In Excel, you can choose "Paste only values", which will add only the data, without any text formatting.

 

In Excel save the file as "Text (Tab delimited)". 

In Google Spreadsheet, download as "Tab-separated values". You will then get a .tsv file. Rename it after download, and give the extension - .txt before uploading to RAYVN. 

 

 

Templates Import files 

You can download an example file in 

• Excel format (.xls format, in this example it has not been converted to a .txt file)
• Text file (.txt format)
• Google Spreadsheet (.tsv, later converted to .txt)

 

 

Connecting data fields

When the file has been successfully uploaded, you will see a new dialog where you shall map fields from the import file to fields in RAYVN. Click on the dropdown field at the top over each column. Select which data field this column represents. All columns need to be assigned. The template has a column header. You need to check the "First row contains column headers" checkbox. In this way, the first row won't be imported.

 

If you want to add all your contacts directly to one of your premade contact lists, you can do so by selecting a contact list at the bottom of the screen before you click "Import". 

 

Note: Doing this will add all the contacts from the import in the contact list. If you want to select specific personnel to add to a contact list, you must first complete the import, and then select the personnel from the list of contacts.

 

 

Error handling

RAYVN provides some error handling in the import engine. If RAYVN discovers data with the wrong format or other kinds of irregularities, those rows will be marked. Import cannot be completed until all rows are correct. Duplicate email addresses are not allowed.

 

The image below shows an error while trying to import the header row, which does not have the correct data to import. I have tried to import the first row that contains column headers. RAYVN marks the row and displays a warning sign with a tooltip. The content of the tooltip will give guidelines on what is wrong.

 

After a successful import, you can mark contacts, and add them to a Contact list, move them to a Group, or upgrade them to a Responder.

 

 

 

 

Removing an import batch

Go to the tab “Imports” in the Account settings. 

 

All active and reverted imports will be visible here. To "Revert an import" means that all the contacts from an import will be deleted in one operation. Click the specific import batch you want to revert/delete, and then click "Revert". 

 

 

Tips and tricks

 

If you want, you can upgrade your contacts to responders or users.

To do so, select the contacts you want from your list of contacts, and click "Upgrade to responder". The contacts will then show up in the list of responders. 

If you want to upgrade them to users, you must first upgrade the contacts to responders, and then repeat the process in the "Responders" section. 

 

Select the responders you want, and click "Upgrade to user".