The Fire Alarm Roll Call is an on-the-spot register, where those tasked with running them confirm who is present and who is missing. It will show you at any moment an accurate list of who is clocked IN at a particular location, and therefore who needs to be accounted for in case of an evacuation.
This guide will look at:
The Roll Call(s) that you have permission to run will have been set up by your System Administrator.
You must have the Self Service app installed on your phone or device, and you must be logged in as a Focus User, not a ‘standard’ Focus Employee. See the separate How To Guide for more information about logging into the app as a Focus User.
If you have access to any Roll Calls then you will see a Roll Call button on your main app screen.
Selecting Roll Call will allow you to choose which specific Roll Call you wish to access.
When you first open a Roll Call the data you see is live - it is a snapshot of all people who should be accounted for in an emergency. It is usual for most, if not all, of the names to appear in red to begin with. This means that these employees have not yet been accounted for, and this is where you come in.
There are three main status categories for people on the roll call:
‘Unknown’ (Red) - these are the people who are yet to be accounted for.
‘By Me’ (Green) - these are the people that you yourself have marked as ‘present’.
‘By Others’ (Blue) - these are the people that have been marked as present either by another Roll Call User, or by ‘self declaring’ at a Focus Wave Fire Point.
Anybody on your list that you can see and confirm are ‘safe’, you can check off your list by tapping the checkbox by their name.
This will increase the ‘By Me’ value at the top of the screen and decrease the number of ‘Unknown’ people.
The idea is to get the ‘Unknown’ number down to zero - or end up with a small number of names to pass on for investigation.
It is possible that other Users are also performing Roll Calls at the same time as you - either their own instances of the same one, or different Roll Calls in the same location.
If another User marks someone as Present who is on your Roll Call, then that person will display as Blue on your Roll Call. They will also be removed from the ‘Unknown’ value. So it is possible that everyone can be safely accounted for, even if you haven’t marked everyone as Present yourself.
You can still mark someone as Present if they have been marked as Present by someone else - in fact if you have ‘eyes on’ the person then it is good practice to do so. In this instance the name will change from Blue to Green.
When another user has marked someone as Present then a small ‘User’ icon will appear on the person’s name - as well as the name turning blue.
If you then also mark that person as Present then the name will turn green - but the extra icon will remain.
If you tap on a person’s name instead of the checkbox then you will open up their information card. Along with a larger photograph of the person you will also see details of their last clocking (if they haven’t been reported ‘Present’) or the person who has marked them as Present.
If the employee has a mobile phone number set up in their Focus Employee Record, and you are using a phone to run the Roll Call, you can call the person directly by tapping the green phone icon. You can also Mark as Present from within the card.
If an employee has been marked Present by another User, then this information will be present within the card. You can also Mark them Present yourself, to turn their name from Blue to Green.
If you have already marked someone as present then the card will tell you how long ago you performed the action. You also have the opportunity to undo this here, in which case the person will become ‘Unknown’ again.
The Fire Point is an additional product that can work in concert with your Fire Alarm Roll Calls. It is an NFC Tag that can be placed at Fire Muster Points, that allows employees to ‘Self Declare’ their safety by tapping out with their mobile phone.
Employees who have self declared their safety in this way will show up in blue on your Roll Call, much the same way as if another User had marked them as safe - though a different icon will display on their name.
Just like in the case of other User actions, you can still mark people who have self-declared at a Fire Point as Present on your own Roll Call.
The Roll Call will show anyone you have marked as Present as green, and the icons that accompany it will show where Employees have also Self Declared using a Fire Point, as well as where other Users have marked them as Present with their own Roll Call.
By its definition, the Roll Call will only show you people who meet the criteria to appear on the Roll Call at the moment you launch it. This usually means they were clocked IN to work at the time of the Roll Call, and they were likely clocked in to a particular Location that your Roll Call is set to manage.
If a team member does not appear on your Roll Call, then there are a few possible reasons for this:
If you have access to other Roll Calls then you can check to see if the employee shows on any of them. You can do this, and then return to ‘your’ Roll Call without having to worry about losing your progress.
If you don’t have access to other Roll Calls, or you know the employee won’t show on them (because, for example, they’re clocked OUT), then the best thing to do is to direct them to somebody with access to the Roll Call Monitor.
The Roll Call Monitor is a view of every running Roll Call and is a merged list of all data.
In addition to this, Roll Call Monitor users have access to all the employees who aren’t actually expected to be on a Roll Call - such as those clocked out. They can manually mark those employees as Present from within the Roll Call Monitor.
Anybody you have marked as Present can be unmarked as Present. Simply uncheck their checkbox, or in the Employee Card, tap ‘Mark as Unknown’.
This will revert their status to the last known state.
Note that the employee may not necessarily become a Red, Unknown entry. If they have also been marked as present by another User, or self-declared at a Focus Wave Fire Point, then their name will turn from Green to Blue.
In this example, marking Lily Cooper as Unknown reverts her to the last action, which was being marked as Present by another User.
At any time you can restart your Roll Call. Note that this will not ‘undo’ all of your actions so far - those actions will continue to display on other User’s Roll Calls and on the Roll Call Monitor itself.
What it will do is give you a new, live version of the status of every employee within your Roll Call, and a blank page in which to start again.
If you are trying to correct an error, it is better to manually adjust that individual employee by unchecking their name.
If you want a fresh load of data, or you are performing a second Roll Call of the day and your previous data is still present, then restarting it is the best action.
Tap the Change button at the top right hand side of the screen.
Select the ‘Restart Roll Call’ button.
Confirm.
This will reload the data and give you a fresh start. Any changes since the last time you loaded the Roll Call will be reflected here. For example, any employee who no longer qualifies for the Roll Call, perhaps because they have clocked out, will be missing when you reload the list.
Note that if you restart your Roll Call you are not completely removing the interactions you’ve had so far. Other Users performing a Roll Call will still see that you marked employees as Present, but your personal list will be refreshed and restarted.
If you want to actually ‘undo’ your progress on the Roll Call and have those changes be visible to others then instead of Restarting, uncheck the employees manually.
The only way to fully restart a Roll Call and reset all data to its starting position is by using the Roll Call Monitor, and this will restart the Roll Call for every user - as such it should not be performed without consideration.
Use the Roll Call Monitor to collate the information of every individual Roll Call you have running.
Create interactive checklists for your Fire Officers to use as Roll Calls in the event of an evacuation.
