Evacuations

EVA Check-in helps you run evacuation drills and real evacuations, account for everyone on site, coordinate wardens in real time, and keep a record for reporting and compliance.

Quick links

  • Quick guide - run an evacuation drill in EVA Check-in
    • Set-up steps
    • Evacuation steps
    • After the evacuation
  • Running an evacuation - detailed guide
    • Start an evacuation
    • Use multiple wardens 
    • Send updates during an evacuation
    • Individuals can mark themselves as safe
    • Monitor an evacuation 
    • End or reopen an evacuation
  • Evacuation reports 

Quick guide - run an evacuation drill in EVA Check-in

Set-up steps

1. Set up evacuation alerts

Set up messages ready to send to anyone who's checked in. This might include:

  • a warning that a drill is planned for that day
  • evacuation/assembly instructions once the drill (or real evacuation) is under way

Go to Site information > Options > On-site alerts to set up these alert messages and method.

Make sure to select the Evacuation category for your message to ensure it's available when you start an evacuation.

 

 

2. Make sure your wardens have the EVA mobile app installed on their device. This is the recommended method for easiest evacuations.

3. In the EVA Check-in portal, grant wardens the "Evacuation Warden" permission on the site/s they are wardens for (via Overview > Visitor profiles). This allows them to start evacuations in the mobile app. 
Note: Wardens may need to complete a one-time device verification before the Evacuate button appears. Learn more.

 

 

4. Set up Evacuation warden alerts at Site information > Options > On-site alerts - choose your alert methods and specify a default message.

 

Evacuation steps

1. Sound the alarm and start the evacuation

In the mobile app - tap the Evacuate button

You may need to choose a site and/or zone after tapping Evacuate. This in only relevant if you are an evacuation warden for more than one site, or if your site uses zones.

Choose site

 

2. When you confirm the evacuation, a message is sent to all checked-in people.

  • The default shown is your first evacuation category alert. 
  • If you have more than one evacuation alert saved - for example evacuation vs shelter in place instructions - you can select your preferred message via the drop-down selector.

 

3. Clear the area

Wardens clear their areas and go to the muster points they’re responsible for.

4. Account for everyone

  • Wardens check people off the EVA Check-in register. It doesn’t matter which warden or muster point, the list is updated in real-time.‍
  • If you have sent a notification message to everyone checked in, they will also get the option to self-account.
  • Anyone who needs assistance is clearly identified with a red/white + symbol.

5. Is anyone missing?

Once everyone at the muster points is accounted for, wardens can review the list to see if anyone is missing. Wardens can then broadcast SMS (see 1 above) or call individuals to confirm their whereabouts, directly from the evacuation list.

6. End evacuation and record notes

When the evacuation is complete, mark it closed. Use the notes section to record any people allowed to keep working during the drill and any issues/areas for improvement.

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After the evacuation

7. Report compliance

Run an evacuation report to demonstrate compliance and report results (eg to Fire & Emergency). 

 

Running an evacuation - detailed guide

Start an evacuation

There are 4 ways to start an evacuation. 

On the EVA Check-in mobile app (recommended)

  • This requires a special permission (set up in advance). For special permissions to work, the wardens must complete a one-time verification step to confirm their identity and device. 
  • Tap the Evacuate button to start an evacuation
  • You'll see and be able to join any active evacuations - e.g. if another warden has already started the evacuation.
    • Tap Start evacuation to start a new evacuation
    • Tap Open to join an existing evacuation
  • Select site and zone if relevant
  • Review the alert message that will be sent
  • Tap Confirm to alert all checked in people that an evacuation is under way.

Via the admin portal – on your desktop

  • Go to the Evacuation menu
  • Choose either site or zone and start the evacuation
  • You are presented with a QR code. Scan this with your phone camera to transfer the evacuation to your phone – or can continue using the portal

On your phone (web)

  • Go to https://my.evacheckin.com/evacuate (we suggest you bookmark this if you are a warden)
  • Choose either site or zone and start the evacuation
  • You are presented with a QR code. If you are with another warden they can scan this QR code to share the evacuation duties. 
  • Else tap Open to start

Via the EVA Kiosk

  • Open the Kiosk settings by triple tapping bottom left and entering the device pin
  • Select Evacuation and choose the site or zone and start.
  • You are presented with a QR code.  Scan to transfer the evacuation to your phone (useful if the kiosk is secured in a stand) – or you can continue using the tablet

Use multiple wardens 

On larger sites it is common to have multiple wardens coordinate the evacuation. Evacuations via the mobile app manage this seamlessly.

  • As people are accounted for, the evacuation list updates in real-time across devices
  • Other wardens are notified when an evacuation is started, and can join it via the notification. Make sure you have set up your Evacuation warden alert - at Site information > Options > On-site alerts
  • If an evacuation is already in progress on a site, a new one won't be started
  • You can see in real-time any alerts that have been sent by other wardens

Send updates during an evacuation

  • You can send alerts to all people in the evacuation using EVA’s broadcast messaging. SMS and push notifications are supported.
  • Pre-save messages in advance with instructions of where to go and what to do. Go to Site information > Options > On-site alerts > Ad-hoc alerts to do this.
  • Use the Evacuation category for any messages you want to be available when starting or managing an evacuation
  • Send messages to all, or only accounted or unaccounted for
  • Need to get hold of an individual? Tap the call button to call them directly (you must have collected their phone number at check-in and be running the evacuation on a device with calling capabilities)

Individuals can mark themselves as safe

  • Alerts sent during an evacuation will include a link to respond. The checked-in people can indicate they are safe and optionally leave additional details

  • Submit the response. Your status and any additional details will be available to the evacuation wardens



Monitor an evacuation 

During an evacuation, EVA updates in real time so wardens can:

  • see who has been accounted for
  • see who still needs to be accounted for
  • see who last sent an alert
  • view the date and time of the latest alert
  • identify anyone who needs assistance

Any in-progress evacuations can be monitored from the mobile app or https://my.evacheckin.com/evacuate

End or reopen an evacuation

  • Once you have finished evacuating you can tap End evacuation and record whether it was a drill and any additional comments.
  • Any recently completed evacuations can be reopened from the mobile app or from https://my.evacheckin.com/evacuate 

Evacuation reports 

Analyse and share reports of your evacuations and drills

  • The EVA Check-in portal has a full history of your evacuations. 
  • The summary includes site and zone, start and end times, whether it was a drill or not and totals for people accounted (and unaccounted) 
  • This can be exported to Excel (csv) as needed