Your office is in lockout - set up alerts for employees breaching the lockout

The risk of employees entering a workplace during a lockout

If an employee enters your facility while it is in lockout then this can create a health and safety risk for your organization. In essence this employee is placing themselves at risk if they have an accident while on-site alone, and without supervision. Set up an alert that is triggered if an employee enters your organization's facilities during lockout.

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We covered off how WhosOnLocation manages the presence of employees on-site, off-site, and/or working remotely or from home in our previous article titled "Gain visibility of employees working remotely". If you missed it you can jump to that article here.

How does WhosOnLocation create breach alerts?

Breach alerts uses the free Triggers Add-on available in your WhosOnLocation subscription. With Triggers you can define the Trigger Event, add one or many Trigger Rules that must be met before the Trigger is fired, and set your Trigger Actions which include defining an audience (recipients) to receive an email and/or an SMS (text) message.

Let's take a look at a basic Trigger:

  • Trigger Event = Employee signs in.
  • Trigger Rules = Any day during the lockout period.
  • Trigger Actions = Send an email to a specific employee.

This article assumes you have Triggers enabled. If not, please read our article on enabling Triggers here

Let's get started!

In this breach alert tutorial you will:

  1. Create an alert, in the form of an email, that will be sent to a nominated person, in this instance our Facilities and Security Manager.
  2. Whenever any employee signs into your facility or office during a lockout period.

The email we create in this breach alert tutorial is:

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Subject: Headquarters Office Lockout Breach

{{ recipient.name }}; please be aware {{ match.name }} has entered Headquarters during the current lockout.

Contact Details for {{ match.name }} are: Mobile: {{ match.mobile }}, email: {{ match.email }}

While on-site alone and without supervision this person poses a risk to themselves and places the organization's duty of care for our employees at risk.

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User Role required to access these settings: Triggers Manager.
  1. Go to Tools > Locations.

    WFH_Notices_1.png

  2. Click View next to your location.

    WFH_Notices_2.png
  3. Select Triggers from the left-hand menu.

    WFH_Lockout_3.png
  4. Select the green  Create a New Trigger button.

    WFH_Lockout_4.png
  5. Complete Trigger Details

    - Trigger Name: Enter a name like: “Headquarters Office Lockout Breach”

    - Trigger Status: Set to ‘Active’

    - Trigger Event: Employee Sign in - Triggered when an employee signs in

    - Select Next.

    WFH_Lockout_5.png
  6. Setup Trigger Rules

    Alongside: Must match ALL of the following rules:

    - Create a New Rule: Select the green 'Create a New Rule' button

    Select a Rule: Select ‘Day of the Week’

    - Select a Condition: Select ‘Is the following’

    - Place your mouse in the last box and select: Mon, Tue, Wed, Thu, Fri

    - Select Next.

    WFH_Lockout_6.png
  7. Complete Trigger Actions

    - Create a New Action: Select the green 'Create a New Action' button

    - Select an Action: Select ‘Notification – Send an Email – Send an email to one or many recipients’.

    - Select a Recipient Type: Select 'Employees'’

    - Select Below: Select ‘Selected Employees’

    - Select Employee(s) box:
    Enter the name of the employee and select when found. To add additional recipients simply enter the next recipients's name select. Note: Only employees setup in your WhosOnLocation account can be selected.

    - Message Subject: Enter a subject name like ‘Headquarters Office Lockout Breach'.

    - Message box: Enter your breach alert message.

    - Select Save & Close

    WFH_Lockout_7.png

About Placeholders

The content in the first line of the example message, within the brackets, in the above image {{ recipient.name }}, is referred to as a Placeholder.

  1. To insert the {{ recipient.name }} placeholder select the blue placeholder button, select the ‘Recipient Details’ button and then select the green Insert button alongside the placeholder titled {{ recipient.name }}.
  2. To insert the {{ match.name }} placeholder select the blue placeholder button, select the ‘Matched Persons' button and then select the green Insert button alongside the placeholder titled
    {{ match.name }}.
  3. To insert the {{ match.mobile }} placeholder select the blue placeholder button, select the ‘Matched Persons' button and then select the green Insert button alongside the placeholder titled
    {{ match.mobile}}.
  4. To insert the {{ match.email }} placeholder select the blue placeholder button, select the ‘Matched Persons' button and then select the green Insert button alongside the placeholder titled
    {{ match.email }}.

Did you know?

There are different Recipient Types to select from: In step 7 above, creating your action, this tutorial guided you on setting up an email alert to a specific employee. But did you know the Recipient Type (could have been):

  • All Employees from a selected department, e.g. your facilities department, or security department.
  • A specific Service Provider or external party, e.g. your contracted security monitoring company.
  • The employee breaching the lockout, e.g. send an SMS and email to the employee that just signed in during your lockout.

You can create multiple Actions within the same Trigger: In step 7 above, creating your action, did you know you can send one email to one recipient type, and another email to a second Recipient Type. In fact you can create many actions for the same Trigger. For example:

  • You might choose to send an email to one Recipient Type and a different email to another Recipient Type
  • You might choose to send an SMS (text) message to one Recipient Type and a different SMS (text) message to another Recipient Type.
  • Unlimited action types for a single Trigger - you are in control. Every Action is fired when the trigger condition is met.

F.A.Q

Can I see a report on who received the email or SMS?

Yes. There two ways:

View when Trigger was fired

  1. Go the list of Triggers.
  2. Go to the blue View Columns button and add the ‘Fired’ option unless it’s already visible.
  3. In your list of Triggers you will now see a new column header titled ‘Fired’.
  4. Scroll down to this specific Trigger and select the hyperlink in this column to see ‘fired and sent’ logs.

OR....

You can review sending logs in the Notification Summary. View logs under Reporting > Notification Summary.

Can we disable the Trigger anytime?

Yes

  1. Open the Trigger
  2. In the first tab titled: Trigger Details select Disabled.
  3. Select Save & Close.

Tips and Tricks

Whitelist msg@whosonlocation.com

Every email, like the visitor arrival notification, or breach alerts are sent from the email address msg@whosonlocation.com.  Whilst not necessarily required, we do recommend your IT team add this email address to your company's whitelist.

About the Email Signature

In the footer of every email is, what we refer to as, the 'Email Signature'. See the example signature below (in red box). The email signature serves as an indicator to your employees that the Microbreaks Reminder (or any other message you create) is legitimately from your organization.

WFH_Lockout_8_Email.png

Every account has what is called the 'Account level' email signature. This default email signature can be personalized by the Account Owner. Unless the Account Owner or an Administrator wishes to set up a unique email signature for a location, the 'Account level' default will apply.

To personalize the default 'Account level' email signature 

User Role required to edit the Account level signature: Account Owner.
  1. Go to Tools > Account.
  2. Select Branding from the left-hand menu.
  3. Select the Email Signature tab.
  4. Edit and select Save & Close.

Does every location need to use the 'Account Level' default email signature?

No. The email signature can also be personalized for each location by an Administrator..

  1. Go to Tools > Locations.
  2. Select the green View button located alongside the location you wish to customise.
  3. Select Automation & Occupancy from the left-hand menu.
  4. Select the Email Signature tab.
  5. Edit and select Save.

Anytime you wish to use the Account Level email signature; simply select the red Reset to Default button in step 5 above then Save.

Please Note: If you wish to setup a similar 'Breach Alerts' for other locations you can clone the trigger to those locations. Click here for more details.
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