How to Configure a Site in On-Site (Supervisor Options)
Supervisors can be given many of the same permissions as admins for the site they manage. This section reviews the basic configuration options for a site. Note some of the items mentioned may not be available based on the permissions assigned to the officer. The materials discussed in this section are typically reserved for positions such as: Field Supervisors, Account Managers, Site Managers, ect.
Access / Clock-in to a Site
You can start a shift or access site information. The [Access Site] button will allow you to view site information without clocking-in. The [Start Shift] button will clock you into the site and begin your shift.
To Access or Clock-in to a Site:
- Select the [Access Site] or [Start Shift] button.
- Click on the [Save] button to access the site.
Access the Settings Tab to View Site Configuration Options
Create / Edit Site Checkpoints
Click on the [Create Checkpoint] button to create a new checkpoint. A pop-up window will show the configuration options for the checkpoint.
Configure Options for Site Checkpoints
Can be scanned by: Assign the checkpoint to a specific post or leave it available to be scanned by all officers at the site.
Located at: Once the Site Locations and Sections have been created, you can tag the checkpoint to a specific location or area of the property.
Checkpoint Monitoring Options: Set the checkpoint to be monitored as part of a tour, scanned on an interval or leave the checkpoint open to be scanned at random. Note that if a checkpoint is assigned to be part of a tour it will follow the rules assigned to the tour.
Scan Request Intervals: This is only available if the checkpoint is set to Request scan on a regular interval. Set the parameter for the interval based on minutes, hours, days, or weeks. The officer on shift will receive a notification to scan the checkpoint based on the interval.
Extra Scan Options: The extra scan options default to Log Only. This will simply create a log entry for each scan. However, with extra scan options you have the ability to provide or collect information using the checkpoint.
Display a message: Enter text instructions or a message that will display on the device when the checkpoint is scanned.
Open a report form: Choose from the list of report forms. When the officer scans the checkpoint the report form will automatically open on the device.
Exception Verification - Validate Range: Request a numerical response from the officer. Identify the floor and ceiling values for an acceptable response. Any value provided outside of that range will create a record of the incident.
Exception Verification - Yes/No Question. (No is an Exception): Ask the officer a yes or no question. If the officer provides "No" as a response, an incident record will be created.
Exception Verification - Yes/No Question. (Yes is an Exception): Ask the officer a yes or no question. If the officer provides "Yes" as a response, an incident record will be created.
Once you have completed configuring the checkpoint click on the [Save] button.
Edit an Existing Checkpoint
Mark Location of a GPS Checkpoint
To mark the location of the checkpoint on the property click on the small blue location icon to the left of the [Edit] button. The pop-up screen will show a satellite view of the site. Simply click on the rough location of the checkpoint on the property to drop a pin. After the pin has been placed, click on the [Save] button to save your work.
Configure Site Checkpoint and Tour Notifications
- Click on the notification you would like to configure.
- If you are changing the notification from its default setting, use the drop down list to turn the notifications off or create custom notification rules.
- With the custom notifications option you can add a list of contacts to notify. In the boxes provided, select the type of notification the contact will receive (SMS or email notification). Enter the contact information. If you would like to test the notification, you can click the [Send Test Now] button to ensure the notification arrives correctly.
- Once completed, save your work.
Create / Schedule a Tour Route
To create a new tour click on the [Create a Tour Route] button. Complete the information in the pop-up window. Note that you can set an expected duration and schedule for the tour. Tours that extend beyond their estimated duration will trigger a notification. The checkmarks placed in the Tour Schedule will set notifications for officers to begin the tour.
The Late Checkpoint notification will use the Tour Schedule to trigger late tour notifications.
Once you have completed the form click on the [Save] button.
Edit and/or Deactivate a Tour
You can return to the tour configuration options by clicking on the [Edit] button. If the tour is no longer in use by officers you can change the Status to Deactivated. This will remove the tour from the list of tours visible to officers on their mobile device.
Click on the [Save] button to save any edits you made to a tour.
Add Checkpoints to a Tour Route
To add checkpoints to a tour route, click on the [Manage Checkpoints] button. In the pop-up window drag and drop the list of available checkpoints to the box on the right labeled Tour Checkpoints. This will pair the checkpoint to this tour route. Note that a single checkpoint can belong to multiple tours. The complete list of site checkpoints is available for each tour you create.
Create / Edit / Delete Site Post Orders
When you open the Post Order option from the Patrol menu you will see a list of the current Post Orders for a site. You can add, edit or edit Post Orders at any time.
To Create a Post Order:
- Click on the [Create a post order] button.
- Use the pop-up window to add content to the Post Order. You can copy and paste text into the text box from existing documents as well. Use the drop-down menu at the top to assign a subject to the Post Order. You can select from a list of preset subjects or create a new one.
- If you would like to include an image or a PDF attachement, use the attachment field at the bottom to add a file. Once you are done click on the [Save] button to create the Post Order.
Edit / Delete: To modify or delete an existing Post Order, click on the [Edit] or [Delete] button next to the Post Order you would like to modify.
Create / Configure Site Locations
Creating Site Locations and Sections will allow your officers to tag these locations in their reports. That data is then fed into the Incident Analytics module to show which locations on the property experience the highest number of incidents. You can make the Site Locations as broad or specific as you like.
Create / Import List of Site Locations
- Import Batch: If you have a list of site locations you can use the Import Batch option. Paste the list of site locations into the pop-up window and click the Save button to automatically populate the list into the Site Locations.
- Create a Site Location: If you are adding a new Site Location or starting from scratch you can add Site Locations one at a time by completing the form at the top of the screen. The Type of Item is just for reference and it is an optional field. Note that the [Enter] button on your keyboard will perform the same task as the [Save] button in the applications interface. For this reason it is recommended that groups of locations be created a once. For example, if the property has five floors. Simply type in "Floor 1" [Enter] backspace over the number 1 and replace it with 2 - "Floor 2" [Enter]. Next move on to all staircases or office suites using the same process. This is an efficient way to add a list of locations one at a time.
Note - To expedite the process of adding site locations ignore the Type of Item. This can be added later without any loss of functionality to officers in the field.
Organize / Structure List of Site Locations
Drag and drop the Site Locations into place. Note that you can indent locations under others. Above Server Room\Room B is indented under Floor 3. Officer will be able to view the structure on their device when they tag a location. In this case the officer would know that Server Room\Room B is on the 3rd floor.
Edit / Delete a Site Location
Assign Site Emergency Contacts and Escalation List
Use the drop-down menus to select from the existing list of site contacts. Note the number associated with the contact. This will set the order that the contacts appear on the officer's device.
Create / Configure Site Report Notifications
Use Report Notifications to create custom rules for report notifications at a site. Here you can set the criteria for the notification, identify the notifications trigger, and add contacts to receive the notification.
Create a New Report Notification Rule
Select the Criteria for the Notification Rule
By default the top drop-down menu will show "Reports matching the following tags." This can be changed to "Send all reports" for basic rules that will govern any report written at that site. Choosing "Reports matching the following tags" will allow you to create custom Notifications based on specific criteria.
- Form Templates: These are the actual report forms available to officers out in the field. For example, there can be a generic notification for all incident reports.
- Incident Severity: Each type of incident has a priority level. This priority level represents the severity of the incident. With the Incident Severity tags you can create Notifications and Batch Action based on all incident types matching that priority level.
- Incident Flag Types: Individual incident types belong to parent categories such as Insecure or Maintenance. Incident Flag Types allow you to select the parent categories or groups of similar incidents.
- Incident Flag: These are the individual incident types.
Select Report Notification Recipients
The right-hand column will pull lists of contacts affiliated with the site. Click on the checkbox next to a contact to add them as a recipient of the this notification.
- Site Contacts: Contacts for the site on the client side.
- Site Employees: Officers and Supervisors working at the site.
- Zone Employees: Typically Managers that handle several locations.