GetHomeSafe - Corporate User Guide Version 1.0

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Christal Cannon
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1 GetHomeSafe - Corporate User Guide Version 1.0 1

2 Preface - The GetHomeSafe Story Creating a solution to the relentless loss of life in the great outdoors and open waters of Southern New Zealand was the inspiration behind GetHomeSafe (GHS). Founder Boyd Peacock saw that people enjoying the outdoors were following recommended procedures yet still getting into trouble and requiring massive search operations involving copious resources to save them. What Boyd set out to do was to drastically reduce the amount of time it takes to know someone is in need of assistance and drastically improve the information available to family, friends and colleges who are left wondering what to do if someone does not return home. But most importantly what he set out to do was create something people will actually want and love to use to help get them home safely. The subsequent design process found apps the most suitable and user friendly platform available. The GetHomeSafe - Personal safety app was launched in Aug 2013 and it was an instant number one success in New Zealand. It was nominated for the New Zealand Innovation Awards in Nov The original app has now been downloaded by over 40,000 people worldwide and is used daily for a variety of things. In February 2016 we launched our Work Place safety solution in GetHomeSafe - Corporate to create a significantly more comprehensive safety solution for monitoring the safety of groups of people or work places. It is beautifully simplistic and user friendly. This document is intended to talk you through setting up your account and how to use it; along with many tips and tricks. We also touch on some of the theory behind what you see and how to use the service. We are constantly trying to improve and grow our safety products. If something is not quite what you are after or you foresee a handy feature by all means we would love to hear from you! Why use GHS? People take their phones with them everywhere and often as a safety precaution; how often have you heard don t worry I will call you if I need help! That is all fine and well, but quite simply, we think the most important phone call you will ever want to make is the phone call you can t make. If something really unfortunate happens, it will also likely happen to your phone or impairs your ability to use your phone. You will be left waiting for someone to realise you need help. Using GHS provides a fail-safe alerting system to raise an alarm if you are in trouble and can not call for help yourself. Being able to use your phone to call for help when needed is most effective and no app can replace that but what if you can t make that crucial phone call? 2

3 Table of Contents Preface - The GetHomeSafe Story... 2 Why use GHS... 2 Information for Field Staff... 4 Logging tasks (via the app)... 4 Logging a Task with an iphone... 5 Logging a task via an Android Phone... 9 Active Tracking PIN Protection Home Safe - Task Completed Lost or stolen Phone, flat batteries, and technical difficulties Alerts Over due Alerts Panic Alert Duress Alert Pro Tip Cancelling Alerts Following up alerts Pro tip Escalation Alerts Your Dashboard Information for Team Leaders and Account Administrators Corporate Account creation Adding new users Who can do it How to add new users Deleting users and lost invites Creating teams and assigning team leaders Teams explained Creating and setting up you Teams Pro Tip for Teams Creating you task list The Task List explained Pro tip How to set your task list Example task lists Reporting Access to reports Who is using it? How is it being used? Downloading data Downloading your own data Downloading data for your team or entire company Using your data

4 Information for Field Staff The basics GetHomeSafe (GHS) is in two parts. The first part is the smart phone app. You use the app to share what you are doing and then to acknowledge you have safely completed it. The second part is the online Dashboards. There are three levels of access to the tasks shared within your company. Everybody has their own Dahsboard for reviewing and downloading their task logs. Team leaders have the tasks of their entire Team displayed in real time on their Dashboard and Administrators have tasks from the entire company displayed in real time on their Dashboards. Administrators also have the ability to create new users, Teams, Task types, set default times and also to assign people and Team Leaders to each team. Getting started To start using GHS you will first have to be invited, your companies nominated Administrator will add you as a user; this in turn will generate an invite you to join your companies GHS account. The invite contains everything you need to get started. 4

5 Logging tasks (via the app) With GetHomeSafe a task or travel plans are logged via a smartphone app. Similar to a manual check in/out system, logging a task via the app requires the user to fill out the details of a task, such as how long you expect to be, where you expect to be going, and a job reference number. This info will then be shared in real time with your supervisor. When a task is safely completed, this is acknowledged in the app by the user pushing the Finish Button. This section details logging a task via an iphone, the following section details logging a task via an Android Phone. Logging a Task with an iphone 5

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9 Logging a task via an Android Phone 9

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12 Active Tracking Once you have filled out your task details press Start Tracking. At this point your GPS location, Task details and remaining battery level will be shared back to your supervisor s dashboard in real time. It will then be updated every two minutes during your task. Your location is not shared before this point! iphone Tracking Screens If you go out of coverage your GPS location and remaining battery will be stored on your phone, when coverage is regained it will then be updated to the server and dashboard. 12

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14 Android Tracking Screens 14

15 PIN Protection Once active tracking has started the app will become PIN protected. To open the app you will need to enter your PIN. This protects you from others deactivating the app if you do not wish them to. You are also protected from a duress situation where by somebody forces you to deactivate the app against your will. Simply enter your Duress PIN (Set during your sign up process). The app will appear to operate as normal, however a silent alert is activated. Home Safe - Task Completed The concept of GHS is based around assuming that you are able to check in on your phone when the Task is completed before your estimated Home Safe timer runs out. You are in full control of this timer, so there should be no need for it to expire unnecessarily. Before the countdown timer expires, you need to log in and either hit Finish or Extend. Coverage is required to do this iphone Home Safe 15

16 Android Home Safe Lost or stolen Phone, flat batteries, and technical difficulties Not everything in life goes to plan. Losing your phone or it simply going flat are the main causes of people not being able to check in on time. As a corporate user you can at any stage log into your dashboard from another device and while a task is active or alerted you (and only you) will have an I am Home Safe button displayed. If you cannot use the app or your phone for any reason, you can login to your dashboard on another device and use this button to deactivate your task and check in as being Home Safe. When you start a new task, an is automatically sent to your nominated account. You will note that there is a link in your task started that allows you to deactivate a task if required from outside the app. In summary if you cannot deactivate a task off your phone, borrow someone else s phone or device and login to either your dashboard or and check-in that way. Alerts Overdue Alerts If you do not respond to your reminders and the timer expires, your supervisors will be contacted with an alert and SMS from our fail-safe alerting system. Coverage, battery and an ability to use your phone is not required. All Team Leaders of a user s Team will receive the alerts. 16

17 The Alerts are sent from our secure servers and not your phone; this provides a fail-safe alerting system meaning your supervisor will be alerted no matter what happens to you or your phone. Panic Alert At any stage during your task you can log in and activate a panic alert. Simply open the app and hit the Panic button. We highly recommend following up a panic alert with a phone call. Duress Alert In the extreme situation of somebody forcing you under duress to deactivate your GHS task, simply enter your duress PIN when you open the app. Coverage is required. The app will appear to continue to function as normal however your supervisors will receive an and SMS alert. Pro Tip Set your duress PIN to something you will easily remember when you are under extreme pressure, simply your normal PIN in reverse is a good idea. Cancelling Alerts If an alert was sent unnecessarily while you were out of coverage or your phone was flat, when you have returned to coverage or brought your phone back to life you can cancel an alert by opening the app and hitting Cancel. Following up alerts As a Team Leader you will receive an alert via the dashboard, and an SMS if one of your team members is overdue, panics or enters a duress PIN. It is up to you as a Team Leader to action the alert as per your organisation s Standard Operating Procedure (SOP). If you don t have one, we can help you out with this. It is important to let your other Team Leaders know that you are following up the alert by logging into your dashboard and hitting the I am following up button. This button is only visible when an alert is sent. Once you have pressed the I am following up button, it will show up in the user s timeline and will be visible to all who have access to it. Pro tip A large proportion of overdue alerts are down to people simply running late, running out of battery or just forgetting. A couple of quick things to check to eliminate these possibilities:! check the time and remaining battery of their last auto check-in. A recent check-in and they are still on the road driving means they are most likely simply running late.! A low battery reading from their last check-in most likely means a flat battery.! And finally look at the map; the GPS tracking showing they are back at the office is a great indictor of someone forgetting. There are endless combinations of reasons why someone s task got to the stage where you received an alert and that is why our system uses your judgement as a Team Leader as the key component to deciding what to do about an overdue employee. Escalation Alerts If after 15 minutes no team leader has logged into their dashboard and acknowledged an alert, the alerts will be resent. 17

18 If after another 15 minutes still no one has acknowledged the alerts, the alerts will be escalated to all of the account Administrators to action. 18

Your Dashboard From your GHS invite email there is

19 Your Dashboard From your GHS invite there is a link to a login page to access your Dashboard. This web address is unique to your organisation, please save it to the favorites in your web browser. 19

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Information for Team Leaders and Account Administers GHS - Corporate Account creation Your company s GetHomeSafe - Corporate account is created by our support team.

22 Information for Team Leaders and Account Administers GHS - Corporate Account creation Your company s GetHomeSafe - Corporate account is created by our support team. The first sept is to get in touch with us. We will discuss a series of questions regarding what you want to achieve with your account, what you do and who will be using it. Therefore the GHS Corporate package caters specifically to your company s unique needs. From there GHS will assign an account manager who will set up your organisation s account. The first user added to your account will have full admin access allowing them to add the remaining users. This person is The Administrator. (If you are reading this it has most likely already happened). Adding new users Who can do it? Users with Admin Access are the only people who have the ability to add and remove users from your GHS account. A person s access level is noted in brackets at the top right of your dashboard. Your GHS account manager will have added one or a few people with this level of access (known as The Administrator) when your account was created. If you don t think you have admin access and you should contact your account manager via or our support team at support@gethomesafe.com How to add new users? Adding new users is done by following these simple steps: 1.! navigate in your dashboard to Users 2. fill out the details of the new user. All fields are compulsory, including cell phone number 3. Select the users team and whether or not they will have admin rights 4. Add them 22

5. The new user will now be part of your GHS account and an invitation will have been emailed to them.

Once here, click the cross button and delete them.

23 5. The new user will now be part of your GHS account and an invitation will have been ed to them. Deleting users and lost invites If you wish to remove someone from your account simply navigate to Users in your admin portal. Once here, click the cross button and delete them. They will no loner have access to their portal or be able to log tasks with your account via the app. If a user has forgotten their pass word or lost their log in details they should simply hit the forgotten password button at either login screen for the app or the portal. A new pass word will then be ed to them. 23

Creating teams and assigning team leaders Teams explained. Teams are made up of Team Leaders and Team Members. Team Leaders are the people that receive the alerts from all their Team Members.

24 Creating teams and assigning team leaders Teams explained. Teams are made up of Team Leaders and Team Members. Team Leaders are the people that receive the alerts from all their Team Members. Team Leaders also have access to review, report and download the task logs of everybody in their team via their dashboard. If a Team Leader receives an alert they have to log into their dashboard and acknowledge they have received the alert. See section 10 for more information. Generally Team Leaders are the people in your organization who have people reporting directly to them. By default, your company is set up as a single team. This is perfect if you company is smaller in size (less than people) and everybody reports to the same people. If you have different offices, regions, departments or teams within your organisation GHS allows for you to split access within your account into sub groups, which we call Teams. Teams is how you split your organisation into sub groups if you require and ensure everyone s alerts are going to the correct people. Creating and setting up you Teams If you wish to create additional teams this can be done simply by your account admin users. Navigate in the dashboard to Teams>New. Enter the name of the team and hit create. 24

25 Once the new team has been created you will notice a warning about having no Team Leaders. Click on the View Team Members button; this will allow you to administer the team members and assign team leaders. There is no limit to the number of people who can be in a team or the number of Team Leaders a team can have. We recommend having at least two Team Leaders for each Team, this ensures some redundancy if someone is unable to follow up an alert. Pro Tip for Teams Currently people can only log tasks as a member of one team, however they can be Team Leaders of multiple teams. The ability for Staff to switch between teams for logging tasks is something flagged for future development. Creating you task list The Task List explained One of the biggest changes from the personal app to the corporate app is the task list. As a corporate account holder you are in complete control of your staff s task list. The Task List is where you set the tone of how you want your staff to use the app. GHS is a very flexible product and you can use it for what ever you want; the task list is the pointy end of how you prompt your staff to use the app. The list of tasks really depends on what your organisation does, what your staff do and when you want them to use the app. A task list is split into Task Categories and Task Types. *****The thing to keep in mind about setting up your task list is that what you call things leads into a lot of other reporting and downloading aspects of your data set.***** 25

Your task category and task type both show up in your reports and downloaded data sets. You may have other aspects of your company you wish to tie the task list in with.

26 Your task category and task type both show up in your reports and downloaded data sets. You may have other aspects of your company you wish to tie the task list in with. Things like Job Hazard Assessments, Standard operating procedures and cost codes are all fair choices for the task list. If you add these as either a Task Category or Task Type you will have direct access to reporting and downloaded data. The other option for getting information out of your data set is in the optional notes. You have the option in your task list to prompt your staff to add a specific piece of text in there tracking log, this will then show up in the downloaded data set. Pro tip If you are interested in knowing something about what your staff are doing, add it to the list and at the end of the month or year log in and see how often it happens. For example you have identified a high risk activity your staff do and created a training schedule and SOP for it. This example is inspecting abandoned buildings. You want to know both how often it is done and who is doing it. You add it as a task in the list, you add the prompt for staff to make note of the type of building, residential, commercial or industrial. At the end of the month or year download the data set and have look at what is happening. You will see that the options are endless and you can create a data gold mine if you set up your task list correctly and train your staff accordingly. Some organisations only have a few tasks they want staff to use the app for and in some cases only one and therefore creating a detailed task list will do little more than confuse staff, but the option is there. How to set your task list The task list is only editable by your account administrators. Login into your portal as admin and navigate to Task Types. The Task list is in two parts; task categories and task types. Set your task categories first. As explained above you may wish to tie these in with other aspects of your company, JHA s or cost codes etc. Once your categories are set click on the name of the Category and add the task types within that category. 26

cost codes or simply you can prompt them to add some detail about what is one site. Finally, you can add a default time for said task.

27 For each task you can add a prompt for your staff to add some detail about said task. As mentioned above you could ask for some information that ties in with other parts of your business, e.g. cost codes or simply you can prompt them to add some detail about what is one site. Finally, you can add a default time for said task. All this does is set the time within the app when staff select the task type, they can edit it so it does not need to be perfect, however the closer you have it to what it will be the less staff have to change when logging their task. 27

28 Reporting One of the key benefits for both staff and management of GHS is the data you get back out of it. We have some simple in built reports, designed for a quick span shot of what is going on. If you wish for some more in-depth analysis you may wish to Download the data and filter it in Excell. We are happy to help with this, please contact us for more information. Access to reports The level of information you can review is dependent on the level of access your GHS user account has. Staff level access only have access to their own data. Team Leaders only have access to the data from their team and their own account. Admin users have access to the entire company. Who is using it? To find out the demographics of who is using GHS login to your dashboard and navigate to Reports>Demographics. This will only be of use for much larger companies. How is it being used? To get an idea of how your app is being used log into your dashboard and navigate to Reports>Tasks. Here you will see some basic summaries of what people are using the app for. You can use the filter at the top to see the difference between time periods. Downloading data Downloading your own data One of the best features of GHS as a staff member is the data recorded that you can simply download and use else where, like filling out your time sheets or notes made on certain jobs. To download your data log into your dashboard and navigate to Reports>Download data. From here select your time period of interest and download. Your download file will be in a.csv format (comma separated value). The best program to open this up in is Microsoft Excel, alternatively it will open in an text editor. Downloading data for your team or entire company One of the great features of GHS is the data and if you have set your account up accordingly (see section 3, Task lists) you will have a data gold mine. 28

29 To download your data log into your dashboard as either a Team Leader or Administrator and navigate to Reports>Download data. As a Team Leader you will only be able to download data from your team, Administrators can download for the entire company. From here select your time period of interest and download. Your download file will be in a.csv format (comma separated value). The best program to open this up in is Microsoft Excel, alternatively it will open in an text editor. Using your data Your download file will open in excel and have some neat filtering features built in. As mentioned in section 3 task lists what you have called things in your task lists will determine how you can filter the data and get the most out of it. You can filter it on any of the column headers or on multiple subjects. If you wish to upload your data into third party software (time role or invoicing software) find out the softwares upload format for.csv files. This will be something like name, date, cost code, time,. once you know the order of the columns cut and paste the date from your GHS download into a new spreadsheet and in the correct order of columns. Then save as a.csv file. This file can then be uploaded into your software. 29

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