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How to Demo Headcount to Your Organization

A step-by-step guide to demo Headcount to your leadership  team and/or for training your organization.

Table of Contents

Prerequisites

Script

FAQ

Troubleshooting

 

 

 

Prerequisites

  1. Data is imported into Headcount with the contact name and cell phone number of at least some of the demo participants.
    1. You can check data in Admin > Employees screen

  2. Participants bring their cell phones to the meeting.

  3. An emergency template is setup for the demo
    1. Important: the Timed message delay should be something small like 60 or 120 seconds
      1. This way the audience doesn’t have to wait too long to be prompted to check-in via SMS.  By the time you finish explaining the sub-tabs, the timed message will be sent.
    2. (Optional) set the text of the start and end messages to fit your scenario/story or at least appeal to your audience.

  4. (Optional) If using email, make sure IT has whitelisted emails from *@headcount.io
    1. Ask your Headcount account rep for more details if needed.

  5. (Optional) if using badge scanners, make sure they are charged and configured to the phone and badge that will be used in the demo.

 

 

 

 

Script

  1. Start Emergency

    1. Select Template
    2. Customize Message
    3. Select Building to Include In Emergency
    4. Start Emergency
      1. This sends alert messages to everyone included in the emergency over SMS and email 
      2. Ask the room if they received their alert message - all should be received in less than 30 seconds
        1. Rare exceptions: number is incorrect in Headcount, cell reception is bad

  2. Using the People Tab

    1. Lists aka Sub-Tabs
      1. Danger Zone - short “to-do list” of only the high priority people for the logged in Group Leader = people that are In Danger or missing.  Does not include people marked Safe.

      2. My Team - short list of everyone the logged in Group Leader is responsible for in the emergency

      3. My Org - everyone underneath the logged in Group Leader in the organizational chart.  If a manager of other managers, will show direct and indirect responsibilities.

      4. Everyone - everyone included in the emergency.  A great place to find people assigned to different assembly points.

    2. In-Person Check-In - marking someone safe in app
      1. Change Status button > Safe button

    3. Search filters eg: on status "safe" and someone’s name
      1. Go to Everyone tab > top left search box > type “safe”
      2. Delete “safe” and add someone’s name in the list

  3. SMS Self Check-In

    1. Wait for Automated Message
      1. You can check if the message was sent by either: (just do one of the following)
        1. Click on the Messages button on a person’s row in the People tab
        2. Go to the Messages tab > Everyone
        3. Check your cell phone via your text messaging or email app if you are included in the emergency, have your contact data entered, and are not already marked safe

    2. Verbally Prompt Attendees to Respond to Their SMS Message
      1. Saying something like “choose your own adventure, do you want to be safe or in danger?” is a fun method.

    3. Watch the “Safe” Search in People Tab
      1. Go to People tab > Everyone
      2. Type “safe” in the search box (top left)
      3. Wait for the responses to come in
        1. The safe people will automatically appear on the screen
        2. The number to the right of the search box will automatically increment

    4. Watch the “Danger” Search in People Tab
      1. Go to People > Everyone (if not already there)
      2. Type “danger” in the search box (top left)
      3. Tell attendees they can change their status from Safe to In Danger by replying with a “2” 
      4. Wait for the new responses to come in

    5. SMS Check-Ins Are Great Because
      1. You can check-in from off-site - anywhere in the world
      2. You can check-in if trapped in a burning building, expediting rescue
      3. SMS check-in can be done by people at the exact same moment in time, so there are no bottlenecks of one person looking one-by-one for a list of people.
        1. If 50% of your population checks themself in, even at the assembly point, that is 50% time saved and 50% of the work off your plate

    6. Ask “What if I forget my phone”
      1. Pause for dramatic effect
      2. Collect answers if you get them
      3. Answer: if someone does not have their phone, they can still check-in in-person at the assembly point or by scanning their badge

  4. Badge Check-In (Optional)

    1. Scan a Badge
      1. Go to Kiosk tab
      2. Scan the tested badge
      3. Scan additional badges as you see fit

  5. One-on-One Messages

    1. Ask for Location
      1. Go to People tab > Everyone
      2. Click the Messages button of someone in danger
      3. Type “Where are you?” in the text box and click Send
      4. (Optional) click the Messages button for the same person and watch the reply show up in real-time

  6. Group Messages

    1. Find a Missing Person
      1. Go to People tab > My Team
      2. Identify someone with No Reply status, or change someone’s status to that
      3. Go to Messages tab > Everyone
      4. Click the Send Group Message button (blue, top right)
      5. Select My Team (selected by default)
      6. Type “Has anyone seen ” and add the name of the missing person
      7. Click Send
      8. Only the people on your team will receive the message

    2. Message a Custom Group
      1. Great for executive leadership updates and coordinating safety teams

      2. Go to Messages tab (if not already there)
      3. Click the Send Group Message button (blue, top right)
      4. Select the Groups button
      5. Select a custom group 
      6. Type a message
      7. Click Send

    3. Message Everyone
      1. A great way to coordinate everyone if things happen that you haven’t planned or practiced

      2. Go to Messages tab (if not already there)
      3. Click Send Group Message button (blue, top right)
      4. Select the Everyone button
      5. Type a message
      6. Click Send

  7. Review What You’ve Highlighted

    1. Everything in the App Updates in Real-Time
    2. In-Person Check-In
    3. (Optional) Badge Scan Check-In
    4. SMS Check-In
    5. One-on-One Messages
    6. Two Way Conversations
    7. Group Messaging

  8. First Q & A

    1. Ask for Questions on Any Screen Shown So Far
      1. We ask for questions here because after send All Clear message you will not be able to see these screens.

  9. Send All Clear

    1. Send All Clear Message and End Emergency
      1. Go to Messages tab
      2. Click the Send All Clear button (blue, top right)
      3. Customize text if desired
      4. Click Send

  10. (Optional) Review Report

    1. Open Report
      1. Go to Admin (top nav)
      2. Click the Reports button
      3. Click the top row for the most recent emergency you just did
      4. Point out the KPI’s on the top right
      5. Show the Check-Ins and Messages tabs

  11. Final Q & A



 

 

FAQ

  1. How Do I Download the App?

    1. App Installation

      Group Leaders can download the app on their iOS or Android devices.

      Your general population does not need to download or install an app.

      If a Group Leader's phone is not available to them during an emergency, they can borrow someone else's phone, go to app.headcount.io, sign-in, and fully operate the emergency.

       

      Web Access

      Headcount can be accessed via the web on phone, tablet, laptop, and desktop devices through any modern browser.  Mac and Windows are both supported.

      Web Link: app.headcount.io

      Admin screens are designed for laptop/desktop screen sizes.

       

  2. Does Everyone Need to Download The App?

    1. No.  Group Leaders need the app to account for people, but your general population does not need the app, they just need to be registered in the system via an import by the Headcount admin.

  3. What If Employee Doesn’t Have Their Phone?

    1. They can be accounted for in-person or by badge scan at assembly point.

  4. What If The Power Goes Out?

    1. If the power goes out and on-site systems are down, Headcount will still be fully operational since it will operate from the cloud.

  5. What If The Cell Towers Go Down?

    1. If the cell towers go down and local WiFi is not work, you will still be able to account for people in-person using Headcount.
    2. The accountability process will be similar to paper rosters where a Group Leader will account for their people, then cross reference their roster with others to get the short list of people in missing / in danger.

  6. What If I’m Travelling, Working Remote, Working From Home, or On Vacation?

    1. You can receive the email and SMS message and reply to it to mark yourself safe remotely
    2. Your Group Leader will contact you, your manager, or your team to determine your location the best they can

  7. How Much Does It Cost?

    1. 1000 times less than an OSHA fine if someone dies in an emergency
    2. Less than what it saves in operational downtime by improving drill times
    3. The exact price depends on the size of the organization and features you want.  You should already have a price quote.  If not, contact your Headcount rep to get one.

  8. How Do You Get Data Into Headcount?

    1. Low Tech Option: email an Excel spreadsheet to Headcount’s automatic importer email address
    2. High Tech Option: sync people data automatically from an HR, time management, access control, or visitor management system

  9. What About Privacy?

    1. Personal Identifiable Information (PII) is only used for the purpose of providing the emergency headcount process.  No data is mined, sold, or marketed to.  Specific details are in the privacy policy.

  10. Is It Secure?

    1. Absolutely.  Headcount data is fully encrypted when being sent (“in motion”) and when being stored (“at rest”).  The software follows and exceeds many industry best practices.



Troubleshooting

Headcount Web App

  1. Something is not displaying correctly
    1. While the Headcount app automatically updates in real-time, in rare occurrences, things have a hiccup at some point between your device, the cloud, and back again.
    2. Wait no more than 30 seconds for the app to update
      1. Everything should update in less than 10 seconds under normal circumstances
    3. Double check the user behavior does not match what is expected in the app
    4. If the issue persists, refresh your browser
    5. Retest
    6. If the issue continues to persist, please:
      1. Take a screenshot (if possible)
      2. Note the following:
        1. device type (eg: iPhone 7)
        2. operating system (eg: iOS 12)
        3. browser (eg: Safari)
        4. The steps to reproduce the issue
        5. The result / error that is happening
        6. The expected (working) result
      3. Send the screenshot and notes to your Headcount rep

SMS Messages

  1. Not Receiving Messages
    1. Usually this happens because the number imported to Headcount is not accurate
      1. Double check in the Headcount app > Admin > Employees

    2. If the number is accurate, make sure:
      1. it is a cell phone number
      2. the person had cell phone reception at point in time they should have received the SMS message
      3. the person has a phone plan that includes SMS

    3. On rare occasion, there is an issue with the cell phone carrier delivering the SMS message
      1. In this case, ask your Headcount rep for the detailed Excel report with message delivery details (if you don’t already have it)
      2. Ask your Headcount rep any questions you have regarding deliverability

Badge Scanning

  1. Scanner Not Reading (Beeping)

    1. Is the Badge Scanner On?

    2. Is the Badge Scanner Charged?

    3. Is the Badge Scanner Configured for Your Type of Card?


  2. Scanned Badge Not Marking People As Safe

    1. Is the Badge Scanner Bluetooth Paired to Device with Headcount On It?

    2. Is the Badge Scanner in HID Mode?

      1. The white button toggles HID mode on/off
        1. Note this is Bluetooth HID, not the HID badge type

    3. Are You On the Kiosk Screen In Headcount?