Overview
After enabling Emergency notifications, global and location admins can send them on the web or via the Envoy mobile app. Global admins can send emergency notifications to any location, while location admins can send them only for the locations they are admins of.
This article will show you how to use Envoy mobile for Emergency notifications.
Are you looking to learn how to send them via the web dashboard? Learn here!
To ensure your employees and visitors receive your SMS emergency notice, please ensure we have their phone numbers on file. No SMS will be sent if we do not have their number.
How to send an Emergency notification
Minimum Requirements
Your mobile device must meet the requirements below to send emergency notifications through our mobile app:
OS 9.0 and above.
Envoy app version 4.82.0 or higher, 5.12.0 for image attachments
iOS 16 and above.
Envoy app version 4.82.0 or higher, 5.12.0 for image attachments
Your emergency notification recipients do not need to install the Envoy mobile app to receive your SMS emergency text, email, Slack, or Teams message.
Sending your message
Log in to your Envoy user account.
Navigate to the location you need to notify by selecting the dropdown caret next to the location name at the top left.
Click the plus icon in the top-right corner, then choose Send an emergency notification.
A new window will pop up where you can type in your Message and Message title (optional).
✨Tip: Select an incident template to automatically populate the message.✨
Note there is a 320-character limit for each message.
Attach an image or PDF (optional).
Supported file types are .JPG, .PNG, .PDF
Maximum file size is 5MB
Ask recipients to respond, allowing them to mark themselves as safe or needing help. Select Yes or No, then add more custom response options if needed.
Include an evacuation roll call list to have a separate checklist with all recipients. Learn more.
Enable two-way chat so recipients can message safety admins. Learn more.
Take over all Envoy screens in this location, allowing you to display your emergency message on all paired devices at your location. Select Yes or No. Learn more.
Select which employee group(s) you want to notify.
Just you: Just you (This is a great option for testing)
Checked in: All employees are currently checked in via Envoy Workplace.
Scheduled but not checked in: All employees who have reservations at this location, but have not checked in via Envoy workplace.
Primary location of [Location]: All employees with your current location set as their primary location.
Employee directory of [Location]: All employees in the directory of your location, regardless of their primary location or onsite/remote status.
+Select employees: Create a custom group of employees based on the directory at your current location.
Select which visitor group(s) you want to notify. Available on Visitors Enterprise
Signed in: All visitors who have signed in already
All expected visitors: All visitors who are expected, including those who have already signed in
When you are ready to send out the notice, select Send.
Recipients in your selected groups will receive your emergency notice. You will also be able to see your notice under the Announcement section of the Home tab.
A banner may also note that some employees and visitors do not have registered phone numbers, so they may not receive an SMS emergency notification.
Incident Responses log
See main article: Incident Responses log
Once your emergency notification is sent, you will land on a page detailing who successfully received your notice and who marked themselves as safe.
End and Archive an Incident
Once a situation is resolved, you can end the incident to lock the record, or end and archive it to remove it from employee view.
Ending an incident stops all reminders, locks responses and chat, and ends any screen takeovers. The incident remains visible to admins in the Incident log.
Archiving an incident hides it from employee view in the app. Archiving an active incident ends it and archives it simultaneously.
To end or archive an incident on mobile:
On the homepage, scroll down to the Communications section and tap the active incident.
Scroll down and tap End incident to end it.
The incident will remain visible in the communication section of the employee's homepage until it is archived, which occurs automatically after 7 days.
To end and archive the incident at the same time, tap the ellipsis option on the top right (···) and select Archive incident.
Confirm when prompted.
Note: Incidents are automatically ended after 24 hours if not manually ended.
For step-by-step instructions, see End Emergency Notification Incident [Web & Mobile].
Employee Experience
Your emergency notification message will appear in the email, push, Slack, Teams, or SMS notice from Envoy. Using the link in the message, users can mark themselves safe or need help.
Image attachments can look different, depending on the delivery method.
Employees can also open the Envoy mobile app to view the emergency notification under the Announcement section on the Home tab.
To ensure your employees receive your SMS emergency notice, please ensure their phone numbers are listed in your employee directory. No SMS will be sent if we do not have their number.
See here on how to add your employee phone numbers.
