In this guide, you will learn how to update the import spreadsheet to update your emergency roster inside of Headcount.
The import spreadsheet divides your emergency roster data into like groupings on different tabs within the spreadsheet, which are outlined below.
Adding data to the spreadsheet can be done by manual data entry or by copy-pasting from an existing spreadsheet (usually an export from an HR system).
Your import spreadsheet was sent to your account admin via email.
Pro Tip: When doing data entry use the drop down menus on the cells to populate the fields where possible. This prevents typos and unnecessary rejections by the data validator.
When making references to objects in the spreadsheet (eg: Contacts, Sites, Structures, etc.) be sure to type/copy-paste the exact same text.
Example:
A Full Name of “John Smith” on the Contacts tab needs to be “John Smith” on the Roles tab and not “Smith, John”, “Johnny Smith”, etc.
The following section is a breakdown of each tab and column.
Sites
A Site is a way to group different Structures together.
One Site can have many Structures assigned to it.
Example 1:
A Site named “111 Main St.” is for one facility that has three buildings. Each building will be added as individual Structures on the Structures tab and assigned to the “111 Main St.” Site.
Example 2:
A Site named “222 Main St.” is for one facility that has one building with three floors at that address. Each floor will be added as individual Structures on the Structures tab and assigned to the “222 Main St.” Site.
Example 3:
A Site named “333 Main St.” is for one facility that has one large building with four evacuation routes out to four muster points. Each of the 4 sections of the building that correspond to an evacuation route will be added as individual Structures on the Structures tab and assigned to the “333 Main St.” Site.
A Site’s emergency status can be viewed from the Emergencies screen.
Structures
A Structure is a way to divide a Site into smaller groups.
Many Structures can belong to the same Site.
Every Contact (person) is assigned to a Structure on the Contacts tab in the column Primary Structure.
Many Contacts (people) can be assigned to the same Structure.
A Structure can be a physical location (eg: a building, floor, area, etc.) or a subset of the Site’s population that you would include in an emergency as a group (eg: managers that frequent multiple buildings throughout the day, maintenance staff, traveling sales team, field workers, etc.).
A Structure can also be used to divide a population by shifts (eg: “Building A - Shift 1”, “Building A - Shift 2”, etc.)
When starting an emergency inside of the app, one or multiple Structures can be selected, which then includes the corresponding Contacts (people) in the emergency event.
If the Sites tab is filled out first, one can select a dropdown for the first row in the Site column that contains a list of all sites. This improves data entry accuracy.
Example 1:
One could have two Structures, one called “Building A” and the other “Building B,” both of which are assigned to a Site called “Seattle”. One then has the ability to choose to evacuate “Building A”, “Building B”, or both.
Example 2:
A Site has three Structures, one called “Building A”, another “Building B”, and a third for people that frequently move between buildings throughout the day called “Mgrs In Either Building”
Example 3:
A Site is divided up by building and shifts for the hourly workers and just by building for the salary workers in the office that work on Shift 1.
- Building A - Shift 1
- Building A - Shift 2
- Office - Shift 1
Contacts
A Contact is the data related to each person.
Identifier - an ID used to uniquely identify a contact.
It is usually populated with a badge ID, employee ID, or other unique identifier.
For badge scanning to work, the Identifier value must match the value read from the badge scanner.
If no Identifier value is set, Headcount will generate this value.
Primary Structure - the Structure assigned to a Contact.
Contacts will be included in an emergency event based on their Primary Structure assignment.
Cell Number - the cell phone number of a Contact.
Cell Numbers are required to send and receive messages via SMS (text message). This includes the self check-in prompt via SMS.
It is recommended to use SMS messages so there is redundancy in communication channels in case email delivery is compromised during an event.
This field is optional and if left blank the Contact will not receive any SMS messages.
Email Address - the email address of a Contact.
Required by Contacts who need to login to the app.
Their email needs to be the exact same email address that the Contact registers with in the Headcount app.
Emails are also required to send and receive messages via email. This includes the self check-in prompt via email.
It is recommended to use email messages so there is redundancy in communication channels in case SMS delivery is compromised during an event.
For a Contact that does not need to login to Headcount this field is optional and if left blank they will not receive any email messages.
Manager - the person responsible for accounting this Contact during an emergency event.
Using a hierarchy that follows an org chart, this would be the Contact’s manager.
Using a hierarchy that follows a floor captain model, this would be the Contact’s floor captain.
Inside of the app the Manager will have some built-in features for the list of their direct reports.
- People tab
- Danger Zone - a list of just their direct reports that have not been marked “safe”
- My Team - a list of all their direct reports, including those marked “safe”
- My Org - If there are multiple levels of people underneath the Manager, they will be able to see everyone underneath them in the hierarchy here
- Messages tab
- My Team - a list of just the messages sent to and from their direct reports
- My Org - If there are multiple levels of people underneath the Manager, they will be able to see the messages to and from everyone underneath them in the hierarchy here
- +Messages > My Team - a group message recipient list of just their direct reports. Used in progressive crowdsourcing to find missing people on their team.
Photo URL - a Contact’s publicly accessible profile photo URL.
The URL needs to be publicly accessible to display the photo in the app.
Alternatively, Headcount can securely host the profile photos. There is a separate bulk import process for this.
Keywords - a comma separated list of keywords associated with the Contact.
Keywords are used for searching purposes inside of the app during an emergency.
They are commonly used for departments and people with special needs during an emergency.
Example:
You can add the keyword ‘executives’ to all executive leadership contacts then search for ‘executives’ in a search box during an emergency to filter people by that keyword.
Groups
A Group is a way to organize communication into subsets of everyone in the emergency event.
Example:
A Group can be created for executive leadership, the emergency response team, or floor sweepers.
Think of Groups like email distribution lists.
Group Members
The Group Member tab maps a Contact to a Group.
A Contact can be in more than one Group.
Example:
A Contact can be in a Group of executive leadership and also in a Group for their department. The Contact will be listed twice in the Group Members tab, once for each group they are associated with.
Roles
The Roles tab maps Contacts to Roles.
If you need access to the Admin screen and will be accounting for others, then you need both the Admin and Group Leader roles.
Roles Types
- Global Admin
- Site Admin
- Global Group Leader
- Site Group Leader
Global vs Site
In an organization with multiple sites, the Global and Site roles give the organization controls on who has access to Headcount data.
Global access gives one access to Headcount data for all sites within the organization.
Site access gives one access to Headcount data for only their assigned site.
Global and Site access can be applied to the Admin and Group Leader roles to grant/restrict access appropriately.
Admin
Admins are responsible for data administration of the Headcount system and have access to the Admin screen on the website.
Admins have the ability to:
- Import data using the import spreadsheet
- View imported contact data on the Employees screen
- View messaging groups on the Messaging screen
- Create, edit, and remove Emergency Templates and Message Templates on the Templates screen
- View reports on the Reports screen
A Global Admin can see Headcount data for all sites in the Admin screen and can import for all sites.
A Site Admin can only see Headcount data for their assigned site on the Admin screen and can only import for their assigned site.
Group Leader
Group Leaders are responsible for operating an emergency with the Headcount system and have access to the Emergencies screen in the app.
Group Leaders have the ability to:
- Start an emergency, which sends alert messages
- Account for others inside of the app
- Using either of the following methods
- In-person
- Badge scan
- Using either of the following methods
- Send one-on-one messages to individuals
- Send group messages
- Send an “All Clear” message to end the emergency
A Global Group Leader can operate within an emergency for any site within an organization.
A Site Group Leader can only operate an emergency for their assigned site.
About
The About tab simply has some system information and notes for people importing.
Headcount Import Identifier
This is a system field and should never be modified.
Spreadsheet Description
This is a field for admins to write a description of the spreadsheet. Scope and version are sometimes used here.
It is optional and can be left blank.
Administrative Contact Information
This is for the admins to document the point of contact within their organization if there are any questions about the import spreadsheet.
It is optional and can be left blank.
NEXT: Send the Import Spreadsheet