When using our Web Portal:

Transcription

1 Quick User Guide 1

2 USER ACTIVATION INSTRUCTIONS Using our 24 hour operators or Web Portal to activate the system The following instructions cover activating through our 24 hour operators or our Web portal. Choose the method that you would like to use and follow the appropriate instructions. When using our Web Portal: Go to: and click on client login at the top right of the screen. Enter your account information Account #, User name, and Access code (PIN#). Select initiate activation for fixed list (Internal call list notification). Select initiate GIS for selecting an area (For accounts equipped with mapping). Follow the instruction on the site to complete the activation. You can also use the portal to manage your account information (list, messages, users, and reports). Recording a custom message in your voice: Call: When prompted, enter your account number and follow the recording instructions. Once the message is recorded, press three to accept it and then hang-up. It will now be the custom message on your account. Anytime you record a new custom message, it will replace the old one. You may also select new custom and type a message for text to speech conversion if you prefer. Note: User information is not displayed below for security reasons. You must have your user information to access the system. Your account number is: Your user name is: Your access code pin # is: The portal options will be listed to the right hand side of your screen. There are three levels of rights: 1. Activation Management 2. List Management 3. User Management Note: The options you will see correspond to the system rights the administrator has set for you. Contact your administrator if you have questions regarding your user rights. When using the operator: (The operator will handle custom message recordings on the phone with you) Call The operator will ask you for the account information below and then follow your instructions to define the fixed list or geographic area. To activate FirstCall you must have the following account information: Your Account number ( ) Your Username Your Access code Pin Give the operator the Fixed List or Geographic Area to send the message to Give the operator the message you want to send Backup numbers are: and Contact FirstCall if you require training on or have questions regarding any of the web portal functions. meg@firstcall.net tech@firstcall.net

3 How to Record a 0) Custom Message: Call the recorder line (888) When prompted, enter your account number Press Option 1 for a Custom message Select the language of the message you are recording Record the message. Press # key when finished recording. Press 1 to listed to message Ensure you press 3 if satisfied with the message to save it. Hang up once you have saved the message How to record a Canned (Pre-recorded) Message: Call the recorder line (888) When prompted, enter your account number Press Option 2 for a Pre-recorded message Assign the message a number (1-??) Select the language of the message you are recording Record the message. Press # key when finished recording. Press 1 to listed to message Ensure you press 3 if satisfied with the message to save it. Hang up once you have saved the message Once you have recorded your canned message, please send an to tech@firstcall.net to inform us you have recorded a canned message. Please include your account number, number you assigned the message and a title of the message you would like to appear in the Firstcall web portal within the . 3

4 Web Portal functionality: Login: Go to: and click on client login at the top right of the screen. Enter your account information (Account #, User name, and Access code (PIN). Secure Web Portal Example: Login page allowing Full system control from one page The training link will allow users to run through the system without the worry of accidentally sending a notification. The only features that have been DISABLED are the abilities to send calls, text messages and s. If you edit a contact within the training area, it will be edited on the live site. Login to the live system here for activations and management 4

5 Activation Management: Activation Management: Allows you to send fixed list and GIS activations as well as view real time and completed reports. 5

6 Beginning a callout to your fixed lists To begin a list activation, click the button labeled Initiate Activation on the main menu. This will bring up the list selection page. Select the list(s) to be used in the activation. You can select multiple lists by holding the keyboard s CTRL key while clicking the various list names. Select the activation types. You can choose voice calls, SMS text messages, and . When selecting voice, options may open up asking you to specify whether home, work, and/or cell phones will be included. By default, all are used. When selecting voice, the option to make your call a Conference Bridge may open up. By default, this selection is unchecked. When selecting , the option to send to multiple addresses per contact may open up. By default, all of each contact s addresses are selected to receive the message. Click the Submit or Continue to Next Section button to continue. 6

7 First Summary: Selected Contacts You will now be shown a summary of targets selected. There is also a button which will display a dropdown table with a more detailed summary. Review your selections and, if correct, click the button to proceed. If not, click the cancellation button and go back to re select. 7

8 Selecting the Message to be Sent Upon confirming which targets will be contacted, you ll be brought to the message selection page. There will be selection options for each type of message you ve chosen to include in the activation. Voice For voice, you can choose between a custom voice message, any pre-recorded messages you might have stored in the account, and the option to type a text-to-speech message to be spoken by a digital voice. 8

9 SMS Text Messaging For SMS text messaging, you can select a predefined message from the drop-down menu or type in a new message. 9

10 For an message, enter a subject into the subject text field and enter your message into the large message text field. Attachments can be added via the Add Attachment button. Once the message(s) have been selected or entered, click the Proceed button at the bottom to continue. 10

11 Second Summary: Selected Messages and Sending the Activation After selecting your messages, you will be brought to the message summary page, where you will be able to review the selected messages at a glance. Use your browser s back button to go back and make necessary changes, or click the All is CORRECT Begin Activation button to start the list activation. If your account has this feature, you can schedule a fixed list activation to be sent at a later time. 11

12 Beginning a callout to the public GIS : Start by clicking the Initiate GIS Activation button on the main menu. Our GIS activation module will be displayed and after a few moments your map should display within the main window. Everything in the GIS module will be controlled via the toolbar at the top. The toolbar contains the following tools: 12

13 Map Layers There is too much information to show all of at one time, so the map is organized in "layers" of data. A list of available layers is displayed to the right of the map. There are labels, foreground layers, and background layers. The foreground layers are lines and hatches, which are more or less transparent, so you can turn on as many as you want. The background layers are opaque, so it is only possible to turn on one background at a time. Many of the layers are scale dependent, especially the labels. This means that even if a layer is turned on it may not be displayed if the scale is too large or small (if you are zoomed in too far, or zoomed out to far). For example, street address numbers simply can't be read at scales smaller than 1:10,000 so they are not displayed. If you do not see a layer that you have turned on, try zooming in a bit. Use the blue plus tab to turn on and off mapping layers. Road layer is disabled when map is loaded. To turn on the Road layer, place a check mark in the Roads box. 13

14 Selecting the Targets for a GIS Activation Selecting the targets for a GIS activation can be done in 3 ways: 1. Draw a polygon around an area to select all phones in that area. 2. Draw a radius around an area to select all phones within the radius. 3. Select a pre-defined sector. Finding the Starting Point To begin using either the polygon or radius tool, we must know where we will be drawing. A starting point is most often found by using the drop-down box s search tool. Search by street address or Latitude/Longitude. When the starting point is located, the map will zoom to that point and a red arrow marker will rest on the point. 14

15 Polygons By far the most flexible and most-used tool in our GIS module, the polygon tool allows users to draw areas of almost any shape. Also, multiple polygons can be selected at the same time in case multiple geographicallyseparate areas will need to be notified as part of an activation. To select multiple polygons, draw the first polygon normally, then hold the CTRL key while drawing each polygon after the first. To begin drawing the area, click the Polygon tool and then click your starting point. Next, begin tracing the area you need to call by clicking once any time you need to create a new corner. Areas selected by the polygon tool will be highlighted orange. To complete the area, double click. If you ve made a mistake, click the de-select button to deselect all selections. A polygon still being drawn is blue. A completed polygon is orange. Numbers are now selected. 15

16 Radius The radius tool allows users to select a radius around a center point. To draw a radius, click on the point that will be the center of your desired radius, then drag the mouse outward to extend the distance of the radius. The distance will appear in the lower left corner of the map window. A fully-drawn 1 mile radius with the distance reported in the lower left corner of the map window. As with any other selection, you can clear a radius selection by clicking the de-select button. After you ve highlighted the area, click the Select Area button to continue. Continue with message selection as normal. Half Circle Feature This feature helps you draw a half circle (Semi-circle). Select the circle/radius tool Hold the SHIFT Key and draw a circle. You will automatically see a half circle. 16

17 Modify Tool This tool allows you to modify any drawn shape on the map. To use this tool, select the tool toolbar menu, click on the shape you have already drawn on the map. from the Drawn Polygon. You now have points (yellow circles) to modify the shape. Click and drag the points to manipulate the shape as needed. If you wish to drag the entire shape to a different location, move the mouse pointer over to the center of the shape and then click and hold and drag. You will be able to drag it to any location on the map. Selected polygon with Modify Tool As with any other selection, you can clear a radius selection by clicking the de-select button. Once you have finished manipulating the shape as needed, click the Select Area button to continue. Continue with message selection as normal. 17

18 Example: Sending a GIS callout: Sending an activation example: Select the drawing tool you want to use Left click and hold to drag out a radius. Right click and drag when using the polygon tool. Once the area is highlighted you can save it for later use if you like by clicking the save button next to the zoom and giving it a name. Click the Select Area tool to begin the notification process. A search results box will pop up showing you the total number of residents selected. You can search within the addresses, list all addresses, or proceed with the notification Once you proceed with the notification you will be prompted to select the notification type (voice, SMS, ). Follow the instruction for typing or recording your message. You will have a final confirmation before the callout begins. Once you confirm the messages are correct click Begin Activation at the bottom. 18

19 Example: Saving Areas (Sectors) on your maps: FirstCall s mapping system allows you to save areas for later use with just ONE CLICK. Example: A boil water notice 1. Login to the system 2. Click the GIS button and select the area to notify 3. Click save and give the sector a name 4. Proceed with your message to the public When you login to send your updated message latter all you have to do is select the sector you saved earlier and select your updated message. Click to Save your area then proceed with your notification Saving the area allows you to come back and easily send updated messages to the same area. Unlimited areas (Sectors) can be setup by the customer 19

20 View your callout in real time Reports Reports can be viewed in real time. Full detailed reports are also ed at the conclusion of the activation. Once all the calls are completed, FirstCall will send a detailed incident information report including an organized summary of interactive responses as well as the voice file associated with the system activation (when applicable) via . These include a.csv file and a.wav file of the message that was sent. FirstCall stores every report for every activation. These reports are available anytime for the duration of the contract; they may be requested by an administrator of the account or accessed from the client s web portal. All call reports and activity are stored for up to 10 years. FirstCall has never and will never release or trade any of the data within our servers. FirstCall obeys any and all laws regarding Information and Data Security, including but not limited to the FERPA Act, FTC Act, and the HIPAA Act. 20

21 Real time Stats Real time stats will allow you to see how the callout is progressing by clicking on the incident number. Clicking Show results by contact will allow you to see what messages have been received and any responses that may have been pressed. You can stop, pause, or resume the callout at any time 21

22 Results by contact example: For each account number, addresses will be provided by the client for report delivery. Upon completion of the alert, an with three attachments will be ed to each of those addresses. 1. A text file with a summary of the activation. 2. A.csv file with details on each message sent. This file is a detailed report that lists the results for each person and device that our network attempted to reach. This format offers the ability to sort the report by name, address, device type, or time completed. 3. An audio.wav file of the message that was sent 22

23 Contact List & Information Office Number: (800) (225) Fax Number: (225) Address: Website: 5423 Galeria Drive Baton Rouge, LA Contacts: Jeff Schweitzer Director of Client Relations (800) Cell: Ryan Trahan, Director of Operations Jeff Ross, Senior Account Executive (800) Cell: Meg Merrell, Customer Service Manager/Trainer (800) Cell: Technical Department (800)