Crisis management – how to act in emergency situations

Emergencies, like fire or other unexpected situations, require quick and clear action. This guide explains how to respond safely and effectively in different emergencies. When you know the correct steps in advance, you can act calmly and reduce risks.

In any emergency, the main priority is to protect people. Everyone in the building – both employees and visitor – must be evacuated in an organized and safe way.

How to confirm which visitors are on site

You can confirm who is currently on-site in the system by following these steps:

1. Log in to RespaManager with your username and password.
2. Click the Visitors dropdown menu in the top bar and select Signed-in visitors.
3. Select the Visitors on site to see only those who are still present. 

This gives you an up-to-date view of all visitor currently in your company. 

If needed, you can download a list of visitors and save it in Excel format. This can be useful for evacuation situations or security reports. Follow these steps to export and print visitor data:

1. Click the Recipients dropdown menu in the top bar and select Data export.
2. In the new view, click Visitors.
3. Under the Visitor on Site, download the current list as either an Excel (.xlxs) or CSV file. 

Once the file is downloaded, you can open it in Excel and print if needed. This ensures you always have up-to-date information about visitor on-site. 

How to send an emergency notification

If an urgent situation requires immediate communication, you can send an emergency notification through RespaManager by following these steps:

1. Log in to RespaManager with your username and password. Emergency notifications can be sent with both lobby and admin accounts.
2. Click the emergency triangle icon in the top right corner of the screen. 
   
   
   
3. Choose whether to send the notification to one location or all locations. 
4. Write a clear and concise message describing the situation and the necessary actions. The message will be sent as both SMS and an email, if the recipient's contact details include a phone number and email address.
5. Select the recipients:
   • Host with visitors currently on-site.
   • All hosts.
   • You can also send the notification to all signed-in visitors.
6. Once everything is set, click Sent.

This ensures that important information reaches the right people quickly and efficiently.

After the emergency – follow up and reporting

How do different user profiles affect message sending?

The system has two different user profiles, each with slightly different permissions for sending messages:

Admin user

• Can send a message only to their own profile (e.g., Tampere Oy).
• Can also send a message to all profiles in the system.

Lobby user

• Can choose which profile to send the message to (not limited to a single profile).
• Can also send a message to all profiles in the system.
• Example use case: if there are two profiles in the same building, but a third profile is in a different location, the message can be sent only to the two relevant profiles while skipping the third one. 

Once the emergency is over, complete the following steps: 

• Ensure everyone is safe and report any issues to the responsible person.
• Record the details of the incident as soon as possible and report them to the safety officer. 
• Check the visitor records in RespaManager to confirm that all visitors have been marked either sign-out or accounted for.