The emergency list holds everyone who is signed in and has not signed out yet, and lets you text and email all of them at once. Use it during an evacuation or a fire drill: alert your visitors, mark them safe as they report in, and hand the list to the emergency services. You can do all of it from any device that opens the backoffice, whether that is a PC, a tablet or a phone.
Set the default emergency message
Write this message in advance. You can still change it during an evacuation, but you should not have to.
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Open the Vizito backoffice and select “Account settings” > “General” in the left menu.
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Under “Global settings”, find the “Emergency message” row and click “Edit”.
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Type the message in each language. The window shows one field per language you enabled under “App languages”, and each visitor is written to in the language they signed in with.
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Click “Close”, then click “Save” at the bottom of “Global settings” to store the messages.
Note: each message is limited to 160 characters, the length of a single text message. The field stops accepting text at that point, so check the length now rather than mid-evacuation.
Alert everyone in the building
A visitor can only be reached if their record holds an email address or a mobile phone number. Set the “Email” and “Phone” sign-in fields to “Mandatory” or “Optional” on the visit types you use, so visitors are asked for them when they sign in.
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Select “Emergency” in the left menu to open the emergency list.
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Click “Alert current visitors”.
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Read the message in the pop-up and overtype it if this emergency needs more detail. It starts from your default message and is limited to the same 160 characters. What you type here is used for this alert only, so your default message stays as it is.
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Click “Send notification”. Only visitors with a correct mobile phone number or email address receive it, and Vizito confirms once the messages have gone out.
Note: the list only holds visitors who are signed in at this moment. When your building is empty the table reads “No data” and “Alert current visitors”, “Export CSV”, “Export XLS” and “Print” are greyed out. That is the normal quiet state, not a broken screen.
Mark visitors safe
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Click a visitor in the emergency list to open the “Visitor details” window. It shows their host, their company, when they signed in and, if you use them, the entry point they came in through.
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Click “Mark safe”.
The “Safe” column turns from a red cross into a green check, and the line under the table keeps the count: “Safe” and “Unsafe” beside each other, with “Total” underneath.
Marked somebody off too early? Open the same window again and click “Mark not safe”.
Choose your columns and filter the list
Click “Configure fields” on the right of the emergency list to switch columns on and off. The list opens with “Visit type”, “First name”, “Last name” and “Safe”, and you can add “Company”, “Here to see?”, “Address”, “Zip code”, “City”, “Phone”, “Email”, “Visitor satisfaction” and “Approval”, along with any custom sign-in fields you added yourself.
Every column heading has its own filter underneath it. Setting “Safe” to “No” leaves you with the people who are still unaccounted for.
The box above the table, “Select the entry point”, narrows the list to one or more entry points. That is what you want when a site with several entrances is evacuated one door at a time.
Export or print the list
“Export CSV”, “Export XLS” and “Print” sit above and below the table. Use them to give the emergency services a copy of who is still in the building.