Overview
In a workplace where employees and visitors are constantly on the move—shifting between meetings, work areas, and common spaces—it is critical to ensure everyone's safety during an emergency. By "taking over" your Rooms displays, Envoy leverages the existing screens throughout your workplace to broadcast emergency alerts and instructions. This ensures that no matter where someone is—they'll receive these notifications promptly.
How to take over Rooms displays
Prerequisites
At least one Envoy Rooms display device paired to a room at your location.
Emergency Notifications must be enabled at your location.
You must have a Workplace Premium Plus subscription to send emergency notifications. This specific feature will not be available to customers on Workplace Premium.
The option to takeover a Rooms tablet will be available when sending an emergency notification You can use the web dashboard or mobile app to send emergency notifications.
Using the web dashboard
Main article: Sending an Emergency Notification [Web]
Navigate to Communications > Message log.
Click on Send new message in the upper right-hand side.
The message window will open. Type in your Message and Message title (optional). The Message title will be displayed as a header on the tablet. Messages are limited to 320 characters.
Select your Delivery method(s). Choose from SMS, Envoy mobile push notification, email, Slack, and/or Microsoft Teams.
Select the employee(s) and/or visitor(s) you want to notify.
Check the box next to Critical or priority message to reveal additional priority options.
Check the box to Takeover Rooms tablets in this location.
Click Send now to send your Emergency Notification.
After sending, you should see a takeover banner in the sent log, and all paired Rooms tablets will display your message.
Using the mobile app
Main article: Sending an Emergency Notification [Mobile]
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 at the top right and choose Send an emergency notification.
A new window will pop up where you can type in your Message and Message title (optional). The Message title will be displayed as a header on the tablet. Messages are limited to 320 characters.
Decide if you want recipents can mark themselves as safe. Note: Recipients will not be able to respond via tablet.
Select Yes under Takeover Rooms tablets in this location.
Select at least one Delivery method.
Select the employee(s) and/or visitor(s) you want to notify.
When you are ready to send out the notice, select Send.
You will see your notice under the Announcement section of the Home tab - with a 🟠LIVE banner signaling the current takeover.
Ending a Rooms tablet takeover
Any Global or Location admin can end a tablet takeover from web or mobile. You don't need to end the takeover from the same device it was sent from.
On web
Navigate to Communications > Message log.
If there is an active takeover, a banner will display at the top of the page.
To end a takeover, just click End takeover.
On mobile
The emergency notification will display under the Annoucements banner on the app's home tab. To end a takeover, tap the notification, then tap End.
You'll receive a success message once the takeover has ended.
Adding Rooms takeover to templates
Main article: Templates for Emergency Notifications
You can raise emergency preparedness by creating pre-populated templates to use on both web and mobile. This makes it easy to standardize communication across locations and incident types.
Templates can only be created and managed on the web dashboard.
Navigate to Communications > Templates.
Click Create new template or edit an existing template by clicking on it.
If unchecked, check the box next to Critical or priority message to reveal additional priority options.
Check the box next to Takeover Rooms tablets in this location.
Make any other changes (if desired), then Publish to [x] locations for your updates to go live.
The next time an admin uses this template, Room tablets will be taken over by default.
