Update Emergency Roster for Training Managers / Floor Captains

Duplicate the Import Spreadsheet

• Make a copy of your non-training import spreadsheet.
• Give the copy an obvious name like "...-training"
• We will call this the Original Import Spreadsheet and the Training Import Spreadsheet respectively.

Update the Training Import Spreadsheet

• In the Training Import Spreadsheet, make the following modifications
• On the Structures tab, add a structure called “Training”
• On the Contacts tab
  • Update each trainee’s Structure to Training
  • Add mock contacts to simulate their direct reports
    • Set the Manager column to the Managers / Floor Captains being trained
    • Add the Full Name column.  Themes like characters from a movie might work well.
    • Add the Primary Structure column to be Training
    • Add any addition data point you want to train on.  Everything else can be left blank.
• On the Roles tab, update each trainee’s role as you see fit
  • Users with no role cannot account for others
  • Users that are listed as a Manager on the Contacts tab can account for those assigned to them, but no one else.  These managers also cannot start or stop an emergency in the app.
  • Users with a role of Group Leader can start and stop an emergency, account for anyone regardless of manager assignment, and also send individual and group messages.  These are the main people to operate the app during an emergency.
  • Users with a role of Admin can access all of the admin screens, but do not have access to account for others in emergencies.  If someone needs to account for others in emergencies and have admin access, you can give them both Admin and Group Leader roles.
• Save the spreadsheet

Email the Training Import Spreadsheet

• Email the Training Import Spreadsheet to import@headcount.io to import it into the Headcount system.
• After a successful import you will get an email confirmation.
• After you receive your email confirmation, you can see your updated roster in the Admin > Employees screen.
  
  • Make sure that only your trainees are assigned to the Training building

Conduct Training

• When you are ready for your training, use the following steps to use your new training data
• Click the Setup New Emergency button
• Select Training as your only building
  • This will select only the people in your training
• Set up the rest of your training emergency as needed
• Click the Start Emergency button
  • If done correctly, this will only send messages to the people in your training.

Restore Trainee Data

When training is over, you can restore the trainee data by:

1. Emailing the Original Import Spreadsheet to import@headcout.io to restore the structure assignments of your trainees and remove the mock direct reports
2. Double check the trainee data is restored at the Admin > Employees screen.