Mass Notification & Emergency Communications

Mass notification refers to the ability to send immediate alerts or messages to a large group of people simultaneously, across multiple communication channels such as email, SMS, social platforms, and other integrated systems.

It plays a crucial role in emergency response, crisis management, and information dissemination, enabling organisations, institutions, and communities to quickly relay vital information to ensure safety, coordinate actions, and minimise confusion during critical situations.

A mass notification platform is essential for effectively managing responses to natural disasters, security threats, health emergencies, and other urgent events, ensuring that all affected individuals receive timely and accurate information to take appropriate actions.

Mass notification systems can significantly benefit your organisation in several ways:

1. Enhanced Safety and Security: Quickly communicate vital information during emergencies, such as natural disasters, security threats, or health crises, helping to protect employees, clients, and assets.
2. Improved Communication: Ensure that important messages reach all relevant parties promptly and efficiently, regardless of their location, enhancing the flow of information within the organisation.
3. Increased Efficiency: Streamline the process of sending out alerts, saving time and resources while reducing the risk of communication errors.
4. Compliance with Regulations: Help meet legal and regulatory requirements for safety and emergency preparedness in certain industries or regions.
5. Crisis Management and Response Coordination: Facilitate coordinated response efforts during emergencies by enabling swift communication among response teams, management, and all impacted individuals.
6. Building Trust: Demonstrate commitment to safety and transparency by keeping stakeholders informed, thereby building trust and confidence among employees, customers, and partners.
7. Operational Continuity: Mitigate disruptions to operations by quickly addressing and managing situations that could affect your organisation's functioning.
8. Data-Driven Insights: Some systems offer analytics and reporting tools, providing insights into communication effectiveness, response times, and engagement, allowing for continuous improvement in crisis communication strategies.

Incorporating a mass notification system can significantly bolster your organisation's preparedness and resilience, ensuring that you are better equipped to handle unexpected events and maintain critical operations under various circumstances.

Yes, you can customise templates for various types of communications.

These customisable templates allow organisations to prepare messages in advance for different scenarios, such as emergencies, maintenance updates, safety drills, or general announcements.

By having pre-defined templates, you can ensure that communications are consistent, clear, and can be dispatched quickly, reducing the time needed to draft messages during critical situations.

Customisation options include the ability to modify the text, incorporate dynamic fields (like names, locations, dates), and even adjust the design or format to align with the organisation's branding or communication standards.

This feature streamlines the process of sending out notifications, ensuring that all recipients receive timely and accurate information tailored to the specific incident or announcement.

Mass notification systems work across a global estate by leveraging a centralised platform capable of reaching all intended recipients, regardless of their geographical location. These systems are designed to ensure consistent, rapid, and reliable delivery of messages to individuals or groups within an organisation's global network. Here's how they typically operate:

1. Centralised control: A single platform allows administrators to craft and send messages, ensuring uniformity and consistency across the global estate. This central control can adapt messages to local languages and regulations.
2. Multiple delivery channels: To ensure message delivery despite local network conditions or personal preferences, mass notification systems use various channels such as SMS, email, mobile app notifications, and social platforms.
3. Geo-targeting and localisation: Advanced systems can target messages based on the geographic location of recipients, allowing for localised alerts specific to certain regions or threats relevant to particular areas. This is particularly useful for weather-related alerts or region-specific emergencies.
4. Scalability: These systems are scalable to accommodate the vast number of recipients involved in a global operation, ensuring that messages are delivered quickly and efficiently to thousands or even millions of people.
5. Compliance and data security: Ensures compliance with international data protection regulations and maintains high standards of data security to protect sensitive information.
6. Real-time analytics: Offers real-time tracking of message delivery and engagement and dashboards based on the notifications that have been sent.

Implementing a mass notification system across a global estate enables organisations to manage communications seamlessly during critical incidents, ensuring that all members of the organisation, no matter where they are located, receive timely and pertinent information that can aid in their safety and the continuity of operations.

Our mass notification platform in a single location or building function by leveraging integrated communication platforms to instantly disseminate information to all relevant individuals within that location. Here's how it works:

1. Centralised control: A centralised system allows administrators to quickly compose and send messages from a single point of control, ensuring consistency and accuracy of the information.
2. Multiple channels: Messages are distributed through various channels such as email, text messages (SMS), and mobile app notifications. Integration capability could allow for loudspeakers (PA systems), digital signage to also be utilised. This multi-channel approach ensures that the message reaches everyone, catering to different communication preferences and situations.
3. Segmentation and Targeting: The system can be set up to target specific groups within the building based on their location/floor, role, or other criteria. For instance, a message about a maintenance issue in one wing can be sent only to the occupants of that area, minimising disruption to others.
4. Integration with building systems: MNS can be integrated with other building management systems such as fire alarms or access controls. In an emergency, the system can automatically trigger lockdown procedures or direct occupants to the nearest exits, guided by voice messages or illuminated signs.
5. Drills and training: Regularly scheduled drills can be conducted using the MNS, helping to familiarise occupants with procedures and ensuring the system functions as expected.
6. Compliance and auditing: The system keeps a record of all messages sent and responses received, which is crucial for post-incident reviews and compliance with safety regulations.

In a single location/building, the effectiveness of a mass notification system ensures communication reach everyone quickly, clearly convey the necessary action, and adapt to the specifics of the environment and its occupants. This comprehensive approach enhances safety, security, and communication efficiency, particularly in emergencies or critical situations.

You can either manually upload your contacts using an import tool or integrate your existing contacts, along with utilising Single Sign-On (SSO) capabilities.

Contact Integration:

This feature allows organisations to import and synchronise contact information from their existing databases, HR systems, or customer relationship management (CRM) tools directly into the mass notification platform. It ensures that the contact list is up-to-date, minimizing the risk of missing out on notifying anyone due to outdated information. Contact integration can often be automated, providing continuous synchronization and segmenting of contacts based on various criteria like department, location, or role, which is crucial for targeting specific groups with relevant messages.

SSO Integration:

Single Sign-On integration enables users to access the mass notification platform using their existing organisational login credentials, simplifying the login process and enhancing security. SSO reduces the need for multiple passwords and login procedures, making it easier for administrators and users to access the system quickly, especially in urgent situations. It also helps in maintaining higher security standards, as it allows the organization's IT policies, like password complexity and rotation, to be applied to the mass notification system access.

Integrating contacts and SSO into a mass notification platform streamlines the process of managing the system, improves ease of use, and ensures that the platform is always ready to send out notifications as efficiently and securely as possible.

Manual upload:

Alongside automatic synchronisation and integration features, the manual import process involves uploading a a CSV (Comma Separated Values) file that contains the contact details of individuals who need to be notified. This method is particularly useful in scenarios where:

1. Integration isn’t available or practical: Not all systems or databases might be compatible with automatic synchronisation, or the organisation may not use a centralised HR or CRM system from which to pull contact information.
2. Initial Setup: During the initial setup of the mass notification system, manual import can be a quick way to populate the platform with the necessary contacts before any integrations are configured or if the organisation prefers a more controlled, reviewable process for adding contacts.
3. Updating Contacts in Bulk: When there are significant changes to be made to the contact list, such as after a reorganisation or during annual updates, importing a new file can be more efficient than updating each contact individually.
4. Special Circumstances: For special events or specific scenarios that require notifying a unique group of people not usually in the system, manually importing a temporary list can be very practical.

The process for manual import involves preparing the file according to a templated format. Once prepared, the file is uploaded through the platform's admin console, where it is processed and the contacts are added to the system’s database.

Typically customers will be up and running within 2-4 weeks depending on the level of configuration you require. You will experience a seamless onboarding process with us that includes a swift setup, intuitive configuration, user-centric training, straightforward reporting, and dedicated support to assist in every step.

1. Planning
   • Kick-off meeting and initial discovery
   • Data templates provided
2. Initiation
   • Platform installation with out-the-box workflows
   • Your organisation's branding and colours applied
   • Setup of organisation's hierarchy - locations, people, roles
3. Execution
   • Any workflows you require to be customised or added
   • Permissions and data restrictions configured
   • Notifications customisation
4. Handover
   • Stakeholder demo
   • Training
   • Testing and pre-launch checks
5. Launch