The Safety Management module in Focus is designed to assist schools in accounting for students and staff during emergency events and facilitate an organized reunification process. The Safety Management functionality in the mobile app has many of the same features as in Focus, including allowing staff to initiate and manage events, mark their own safety status, check in students, and verify student reunification, dependent on profile permissions.
Administrators with the Initiate Safety Management Event profile permission can initiate a Safety Management event, including selecting the event type and mode (Training, Drill, Alarm).
In the mobile app, an event can only be initiated for one school, and the event will begin immediately. To create an event for multiple schools or to schedule an event for a later date or time, initiate the event on the Safety Management screen in Focus.
1. After logging in to the mobile app, tap the Safety Management icon at the bottom of the screen.
Alternatively, tap the menu icon and tap Safety Management in the menu.
The Initiate Event screen is displayed.
2. Select the School.
3. Tap the Event.
The events available for selection will depend on the Events setup for the school in the Safety Management Setup screen.
4. Tap the Event Mode.
- Training Mode - This mode launches the event in a simulation mode. No portal banners or notifications will be sent. This mode is used for internal system testing or administrator review.
- Drill Mode - This mode is used for scheduled safety drills. This mode sends drill-labeled portal banners and push notifications to selected profiles (banners and notifications are set up in Safety Management Setup).
- Alarm Mode - This mode is used during a real emergency. This mode sends urgent portal banners and critical notifications to staff, students, and guardians (banners and notifications are set up in Safety Management Setup).
5. Select the Event Type, Check In Only, Reunify (Waitlist), or Reunify. The Event Type will default to the option selected in the Events setup for the school in the Safety Management Setup screen, but a different Event Type can be selected, if needed.
6. Tap Create Event.
The event will initiate, and you will be prompted to mark your safety status. See Marking Your Safety Status during an Active Safety Management Event.
After navigating to the Safety Management screen in the mobile app during an active event, a pop-up window displays to mark your safety status.
1. After logging in to the mobile app, tap the Safety Management icon at the bottom of the screen.
Alternatively, tap the menu icon and tap Safety Management in the menu.
2. Tap the appropriate button to designate your safety status (see below for detailed step-by-step guidance for each status):
- Safe - Tap this button if you are safe. You will select your current safe location.
- Needs Assistance - Tap this button if you require assistance, and provide additional details in the notes field (e.g., type of assistance needed).
- Not Present - Tap this button if you are not in the building or unable to check in.
After you check in, your status will be logged and visible to administrators. If you marked "Needs Assistance," an alert will be triggered to notify designated personnel of your status.
1. Tap Safe.
2. Select your current location from the pull-down.
3. Select the Witness check box if you are a witness to the event.
4. Tap Confirm Safe.
1. Tap Needs Assistance.
2. Select your current location from the pull-down.
3. Select a Triage Level to indicate whether the need for assistance is immediate, urgent, or not urgent.
4. Enter any Assistance Details in the text box. This is required.
5. Select the Witness check box if you are a witness to the event.
6. Tap Confirm Needs Assistance.
1. Tap Not Present.
2. Tap Confirm Not Present.
The Staff Check-In Status tab allows you to track and record the status of staff during an active Safety Management event. You are able to update your own check-in status, as well view and update the statuses of staff at the school. You are able to mark each staff member's status as Safe, Needs Assistance, or Absent. The Staff Check-In Status Report displays various tools and features to facilitate quick, accurate check-ins.
Each update to a staff member's check-in status is automatically saved and shared with administrators, providing a real-time view of staff safety across the school. The screen auto-refreshes to ensure accuracy.
1. After logging in to the mobile app, tap the Safety Management icon at the bottom of the screen.
Alternatively, tap the menu icon and tap Safety Management in the menu.
2. Tap the Staff Check-In Status tab.
3. To update your check-in status, tap one of the buttons at the top-left of the screen. See Marking Your Safety Status during an Active Safety Management Event for more details on each of the statuses.
The list of staff includes each staff member's name, staff ID, and check-in status. The colors used for the statuses are based on the Check-In Statuses setup in Safety Management Setup. If the staff member has checked in, their location will also display beneath their staff ID.
Search for a specific staff member by entering their name or ID in the search text box.
4. Tap the status button next to a staff member to edit their status, location, and/or witness indicator.
5. In the pop-up window, update the staff member's status, if needed.
Statuses include:
- Safe - The staff member is present and safe. They have been located and their current status is verified. This status is used when a staff member is confirmed as being in their designated safe location.
- Absent - The staff member is not present and cannot be accounted for at the time of the event. This status should be used if the staff member is not in the building or if their location cannot be immediately verified.
- Needs Assistance - The staff member requires help, which may include medical assistance or other support. This status is used when the staff member is in need of urgent help but has not yet been assisted. After selecting this status, a pop-up window will display where you will select the staff member's location, triage level, add a note, and select whether the staff member is a witness to the event (e.g. saw or heard the event). The staff member will be added to the Triage Report.
- Assistance Provided - The staff member has received the necessary assistance (e.g., medical or otherwise) and no longer requires active response.
- Assistance Provided - Off Campus - The staff member has received the necessary assistance (e.g. medical or otherwise) at an off campus location, and no longer requires active response.
6. If needed, edit the staff member's Location.
7. If the staff member has a "Needs Assistance" status, select the Triage Level and enter any assistance notes.
8. Select the Witness check box if the staff member was a witness to the event (e.g. they saw or heard the incident).
9. Tap Submit.
Any updates made to the report are automatically saved. As staff members check in, the statistics at above the staff list are updated.
The key statistics displayed are:
- Safe - This shows the number and percentage of staff members who are safe. Each status (Safe, Assistance Provided, Needs Assistance, and Absent) is listed and indicates the number of staff members with that specific status.
- Awaiting Check-In - This shows the number and percentage of staff members who have not yet checked in. This total automatically updates as staff members check in.
10. Tap a statistic to view the list of staff members in pop-up window.
11. Tap in the empty space to close the pop-up window.
The Students Check-In Status tab allows you to track and record the status of students during an active Safety Management event. The screen will display a list of students at the school. You are able to mark each student’s status as Accounted For, Needs Assistance, or Absent. The Student Check-In Status Report displays various tools and features to facilitate quick, accurate check-ins.
Each update to a student check-in status is automatically saved and shared with administrators, providing a real-time view of student safety across the school. The screen auto-refreshes to ensure accuracy.
1. After logging in to the mobile app, tap the Safety Management icon at the bottom of the screen.
Alternatively, tap the menu icon and tap Safety Management in the menu.
2. Tap the Students Check-In Status tab.
Search for a specific student by entering their name or ID in the search text box.
3. Tap Custom Roster to add students who are not in your regular roster (e.g., temporarily relocated students) to your class roster. This ensures that these students are accounted for during the check-in process.
a. Select the student(s) to add to your roster using the Select Student(s) pull-down.
b. Select the status of the students using the Select Status pull-down. Options are Absent, Accounted For, Awaiting Check-In, or Needs Assistance.
c. Tap Save Status.
The students are added to the check-in status report with *Custom Roster displayed next to their name.
4. Tap Active Hall Passes to view all students currently out on a hall pass (if the Hall Pass module is enabled at your school).
a. Tap in the empty space to close the pop-up window.
5. If desired, select a teacher in the Filter by Teacher pull-down to filter the report by teacher.
6. Select Mark All Students Accounted For to quickly mark all students as "Accounted For" on the report. This option won’t overwrite students who have already been marked as Absent or Needs Assistance.
a. In the confirmation message, tap Yes.
The list of students includes each student's photo, if available, name, student ID, and check-in status. The colors used for the statuses are based on the Check-In Statuses setup in Safety Management Setup. If a student has been checked in, their location will also display beneath their student ID.
7. Tap the status button next to a student to edit their status, location, and/or witness indicator.
8. In the pop-up window, update the student's status, if needed.
Statuses include:
- Accounted For - The student is present and safe. They have been located and their current status is verified. This status is used when a student is confirmed as being in their designated safe location.
- Absent - The student is not present and cannot be accounted for at the time of the event. This status should be used if the student is not in the building or if their location cannot be immediately verified. Note: If configured in Safety Management Setup, students may be automatically marked Absent if they have specific daily or period attendance codes.
- Needs Assistance - The student requires help, which may include medical assistance or other support. This status is used when the student is in need of urgent help but has not yet been assisted. After selecting this status, a pop-up window will display where you will select the student's location, triage level, add a note, and select whether the student is a witness to the event (e.g. saw or heard the event). The student will be added to the Triage Report.
- Assistance Provided - The student has received the necessary assistance (e.g., medical or otherwise) and no longer requires active response. This status indicates that the student has been cared for and is ready to be reunited or monitored further.
- Assistance Provided - Off Campus - The student has received assistance at an off-campus location and is no longer expected to go through the on-campus reunification process. This status is used when a student has been assisted outside of school grounds and should not be included in the reunification workflow.
9. If needed, edit the student's Location.
10. If the student has a "Needs Assistance" status, select the Triage Level and enter any assistance notes.
11. Select the Witness check box if the student was a witness to the event (e.g. they saw or heard the incident).
12. Tap Submit.
Any updates made to the report are automatically saved. As students are checked in, the statistics displayed above the list of students are updated.
The key statistics displayed are:
- Accounted For - This shows the number and percentage of students who have been marked as accounted for. Each status (Accounted For, Assistance Provided, Needs Assistance, and Absent) is listed and indicates the number of students with that specific status.
- Awaiting Check-In - This shows the number and percentage of students who have not yet checked in. This total automatically updates as you check-in students.
13. Tap a statistic to view the list of students in pop-up window.
14. Tap in the empty space to close the pop-up window.
The Triage Report tab displays students and staff members with a "Needs Assistance" check-in status. From this report, you can view and update triage details and mark that assistance was provided.
1. After logging in to the mobile app, tap the Safety Management icon at the bottom of the screen.
Alternatively, tap the menu icon and tap Safety Management in the menu.
2. Tap the Triage Report tab.
Students and staff members with a "Needs Assistance" status are displayed on the report. The students and staff members are listed in order of triage level, with Level 1 - Immediate at the top of the report.
The list includes the student or staff member's photo, if available, their name, ID, and most recent location when the student or staff member last checked-in or was found. For students, a phone icon displays. Tap the phone icon to view a pop-up window with the student's contacts.
3. Tap the triage category button next to a student or staff member to view the triage details in a pop-up window.
4. In the pop-up window, update the Location, Triage Level, and assistance notes as needed. If the student or staff member has been assisted, select Assistance Provided or Assistance Provided - Off Campus as the Triage Level, depending on whether assistance was provided on or off the school's campus.
5. Tap Submit when finished.
The Triage Category will update to "Assistance Provided" or "Assistance Provided - Off Campus" for the student or staff member, and the student or staff member is moved to the bottom of the report. The student or staff member's status will update to "Assistance Provided" or "Assistance Provided - Off Campus" in the Staff Check-In Status or Students Check-In Status tabs. Students with the "Assistance Provided" status will now display on the Reunification Status Report in the Student List tab for reunification events.
The Witness Report tab displays students and staff members who were marked as being a witness to the event when checked in. You can select their witness type, and add any notes.
1. After logging in to the mobile app, tap the Safety Management icon at the bottom of the screen.
Alternatively, tap the menu icon and tap Safety Management in the menu.
2. Tap the Witness Report tab.
The students and staff members who were marked as a witness during check-in are listed, including the photo, if available, name, ID, most recent location when the student or staff member last checked-in, and role (Staff or Student).
3. Tap the N/A button on the right side of the screen to enter witness information for that student or staff member.
4. In the pop-up window, select the Witness Type. Options include:
- Saw Event
- Heard Event
- Was in Room
- Other
5. Enter a witness note.
6. Tap Submit.
The button on the right side of the report will update with the witness type selected.
The Reunification Status Report tab displays for events designated as "Reunify." This tab allows you to view student reunification statuses and assist with reunifying students with their parents/guardians. It includes live statistics showing the number and percentage of students who have been reunified or are still awaiting verified contact.
At the top of the screen, live statistics update in real time and display:
- The number and percentage of Students Reunified
- The number and percentage of students Awaiting Reunification
1. Tap a statistic to view the list of students in pop-up window.
2. Tap in the empty space to close the pop-up window.
The Student List tab displays all students scheduled to attend school during the event who have been accounted for or have had assistance provided and have not yet been reunified or moved to the waitlist.
1. After logging in to the mobile app, tap the Safety Management icon at the bottom of the screen.
Alternatively, tap the menu icon and tap Safety Management in the menu.
2. Tap the Reunification Status Report tab.
The Student List tab is displayed, listing students who have a status of "Accounted For" or "Assistance Provided."
Search for a specific student by entering their name or ID in the search text box.
The students are listed, including their photo, if available, name, student ID, location where the student was checked-in, and their check-in status.
3. To reunify a student, tap the status button.
4. In the pop-up window, enter the Reunification Pin provided by the parent/contact.
Tap the barcode icon to scan the parent/contact's QR code (if QR codes are used instead of PINs).
If the contact does not have a PIN or QR code, tap Override. In the pop-up window, select the Override Reason, and enter the Pickup Contact First Name, Pickup Contact Last Name, Pickup Contact Phone, and any Notes. Tap Save Override. The Override Contact is added to the list of Contacts in the pop-up window. Tapping the override contact displays all the override details in a tool-tip.
5. Select the check box next to the contact who is picking up the student.
Only contacts with the "Pick Up" flag enabled in Addresses & Contacts are available for reunification without an override.
Tap the contact to view their phone number(s) in a pop-up window.
6. If the system preference "Require Photo Upload When Reunifying Students" is enabled in System Preferences, tap Take Photo and follow the prompts to take the photo.
7. Tap Verify Contact or Reunify with Contact.
If the event was set up as the "Reunify (Waitlist)" type in Safety Management Setup, the Verify Contact button is available. When tapped, the student is added to the Waitlist tab. If the event was set up as the "Reunify" type, the Reunify with Contact button is available. When tapped, the student is added to the Reunified tab.
If the event was set up as the "Reunify (Waitlist)" type, the Waitlist tab displays students who have had their contact verified in the Student List tab and are waiting for reunification.
1. After logging in to the mobile app, tap the Safety Management icon at the bottom of the screen.
Alternatively, tap the menu icon and tap Safety Management in the menu.
2. Tap the Reunification Status Report tab.
3. Tap the Waitlist tab.
Search for a specific student by entering their name or ID in the search text box.
The list of students includes the student photo, if available, the student name and ID, and the location where the student was checked in.
4. Tap the Waitlist button to access options to mark the student as reunified or to move the student back to the Student List tab for reunion verification.
5. Tap Reunify to complete reunification, or tap Undo to move the student back to the Student List tab for reunion verification.
A pop-up confirmation message is displayed. The student is moved to the Reunified tab, or back to the Student List tab for reunion verification.
The Reunified tab displays students who have been reunified with their parent/guardian.
1. After logging in to the mobile app, tap the Safety Management icon at the bottom of the screen.
Alternatively, tap the menu icon and tap Safety Management in the menu.
2. Tap the Reunification Status Report tab.
3. Tap the Reunified tab.
Search for a specific student by entering their name or ID in the search text box.
The list of students includes the student photo, if available, the student name and ID, and the location where the student was checked in.
4. Tap View Contact Details to view the photo, contact name, and contact phone number in a pop-up window. For overrides, the override details are displayed.
a. Tap in the empty space to close the pop-up window.
5. Tap Reunified to view the contact details in a pop-up window, as well as have the ability to undo the reunification and move the student back to the previous list (the Waitlist tab or Student List to wait for reunion or reunion verification).
a. Tap Undo to move the student back to the previous list (the Waitlist tab or Student List to wait for reunion or reunion verification).
The Safety Management Dashboard provides administrators with a real-time, centralized view of active events. This read-only dashboard displays key information such as student and staff statuses, assistance needs, reunification progress, and location distribution.
1. After logging in to the mobile app, tap the Safety Management icon at the bottom of the screen.
Alternatively, tap the menu icon and tap Safety Management in the menu.
2. Tap Safety Management Dashboard.
The dashboard is displayed for the active event. The event's title and school are displayed at the top of the dashboard, along with an indicator of the event mode (Training, Drill, or Alarm). The start date and time is displayed, as well the elapsed duration (hours and minutes) and the user who initiated the event.
The Students and Staff sections of the dashboard display tiles that indicate the number of students or staff members with each status. Check-in and reunification statuses are color-coded based on the setup in Safety Management Setup.
The Priority Alerts section of the dashboard displays individuals who require assistance. The colored tiles indicate the number of students/staff who require assistance at each Triage Level. The red tile is Level 1 - Immediate, the orange tile is Level 2 - Urgent, and the yellow tile is Level 3 - Not Urgent. The most recent three students/staff members who require assistance are listed, including their photo (if available), name, Student/Staff indicator, their last known location, their Triage Level, and the time their status was last updated.
3. Tap View next to a student/staff member in the Priority Alerts area to view that individual in the Triage Report.
4. Tap View All in the Priority Alerts area to view all students and staff members who require assistance in the Triage Report.
The Status Overview section of the dashboard displays progress bars for Student Check-In, Reunification Progress, Staff Check-In, Student Triage Levels, and Staff Triage Levels.
The Locations Summary section of the dashboard displays an overview of where students are located. Locations are listed, along with the number of students who are accounted for and the number of students who need assistance in that location.
5. Tap View next to a location to display a pop-up window with the student name, status, and location.
a. Tap in the empty space to close the pop-up window.
6. Tap View All in the Locations Summary section to view all locations that have students that are accounted for and/or need assistance.
a. Tap in the empty space to close the pop-up window.
7. If you have the "End Safety Management Event" profile permission, tap the End Event button at the top of the screen to end the event.
a. In the confirmation message, tap Yes.
If there are still students waiting for reunification for reunify events, or there are still students not accounted for for check in only events, and you want to end the event, tap Manual Override. Only users with the "Override to End an Event" profile permission can do a manual override.
When group chats are configured in Safety Management Setup, and you are a part of a user group assigned to the group chat, you can view and send messages in the chat on the Safety Management screen in the mobile app.
Group chats are only available while the event is active and do not appear in the standard Communication inbox.
1. After logging in to the mobile app, tap the Safety Management icon at the bottom of the screen.
Alternatively, tap the menu icon and tap Safety Management in the menu.
The Group Chat button is available at the top of all the tabs in the Safety Management screen. The number of unread messages will display on the button if you have unread messages.
2. To view or send messages, tap the Group Chat button.
3. To send a message, enter your message in the text box and tap the Send icon.
4. Tap Close to close the chat.
If you are assigned to multiple group chats, tap the chat you want to view on the left side of the window.
Administrators with the "End Safety Management Event" profile permission can end events once all required conditions are met. For reunification events, all students must be reunified unless the user has the "Override to End an Event" permission. For check in only events, all students must be accounted for unless the user has the override permission.
1. After logging in to the mobile app, tap the Safety Management icon at the bottom of the screen.
Alternatively, tap the menu icon and tap Safety Management in the menu.
2. Tap End Event.
3. In the confirmation message, tap Yes.
If there are still students waiting for reunification for reunify events, or there are still students not accounted for for check in only events, and you want to end the event, tap Manual Override. Only users with the "Override to End an Event" profile permission can do a manual override.
