Category: Emergency management

4 minutes read time

Start the year right – a software update checklist

The start of a new year is a great time to tackle some admin. It’s time to put our minds to all those jobs we’ve been putting off until ‘after Christmas’ and start the year as we mean to go on. One of the job’s on your list is likely to involve updating your IT systems and carrying out a software update – ensuring you have the correct team contact information in your accounts, you’re running on the most updated versions, and your processes are all up-to-date.  

Keep on top of changes

Aside from the usual system and software update, there are a number of other things to check.  If you’ve had members of your team move to new roles or change companies in recent months, it’s likely you’ll have some tidying up to do. Health and safety software relies on up-to-date information to ensure the right people are on hand in an emergency, and your data is correct and ready for auditing. WhosOnLocation is no different.

WhosOnLocation has also released some great new features, and is discontinuing WolMobile Legacy, so now’s a great opportunity to check you’re getting the most out of your subscription. Get started with this handy checklist:

Remove access

Once a team member has switched roles, it’s important to review their system access. We’re all in the habit of closing email addresses and revoking badge passes, but what about the other systems they’ve been using? 

If out of date contact details are listed in your account, important information could be going to the wrong people. Take some time to review who’s listed as an admin or account owner, and ensure your safety processes are foolproof. 

Review your triggers

Similarly, it’s important to review who is listed as a point of contact for the automated processes in your account. Triggers can be used for all sorts of alerts. You can receive a notification if a contractor has an expired safety induction, or if someone signs in against your health policy. Review the contacts you have listed to receive these alerts to ensure your procedures are robust. 

Update to the latest versions

We’re all guilty of putting off a system and software update until the last minute. This can have a real impact on productivity and performance in the long run. 

At WhosOnLocation, we released a much-improved version of WolMobile around this time last year. Check you’re on the latest version to make the most of new and improved safety features. Start your migration and ensure a smooth transition once the old app is turned off. Here are five reasons to migrate today. 

Tidy up your employee profile information

One of our more recent updates gives you a great excuse to revisit the information you store against your employee and contractor profiles in WhosOnLocation. Custom Fields gives you the ability to tailor the information you store, so you can get as specific as you need. Need to record an employee’s eligibility to work? Or log your contractors’ vehicle registrations? Create the fields you need and edit as you go. 

Automatically erase old records

We recently improved our automatic erase feature to include employees and service providers as well as visitors. It’s likely you’ll have a huge amount of sign in/out data stored in your account. Tidy up your records and strengthen your privacy measures by automatically erasing records after a set amount of time.

Move on from Internet Explorer

If you haven’t heard, Microsoft will be ending support for Internet Explorer from August 2020. Microsoft is encouraging all users to move to Microsoft Edge instead. WhosOnLocation will be following suit, so make sure your kiosks are running on a supported browser.

5 minutes read time

2020 wrap-up: the year that didn’t go to plan

2020 has thrown everything but the kitchen sink at all of us. At WhosOnLocation, we count ourselves very lucky to have been in a position to keep business running, with our team working remotely as required. Our main focus has been to help our customers keep their people safe, and that’s led to a lot of new features! In fact, there’s been so much development going on, we caught up with UX designer Karl Weber for our 2020 wrap-up. 

2020 wrap-up

We started the year with some improvements to our geolocation report, with a cleaner design and the ability to view historical records.

In March, we scrapped the rest of our carefully made plans, threw the roadmap out of the window and began reacting to our customer’s needs. 

First, we tackled working remotely, allowing customers to know who was working, even as offices and facilities closed. This was soon followed by hygienic touchless kiosks, QR code posters and the ability to ask custom health screening questions in WolMobile and with the sign-in/out manager. 

We finished the year with custom fields, an integration with Amazon’s Alexa and 8 new languages. Phew!

The highlights

With so many fantastic releases this year, we caught up with our UX designer Karl to uncover his favorites for our 2020 wrap-up.

It’s been a busy year for the dev team – which of the new features do you think is the biggest game-changer?

That’s a tough call – there have been some big changes this year. The new touchless functionality with QR code posters and more widespread custom question support is the most visible and obvious improvement, but I think custom fields has the potential to really shake things up. 

Being able to completely customize employee and service provider profiles with any information makes the whole system much more flexible. From a design standpoint, the drag-and-drop field creation workflow has a lot of potential to improve the rest of the application, too.

Nice – so what led us to develop custom fields?

Customer requests (so many)! Custom fields may seem a relatively niche feature on the surface, but for the customers who need them, it makes a big difference. We had many requests to add specific fields over the years, as well as some large enterprise customers who needed the flexibility of completely custom fields.

Any tips to getting the best out of custom fields? 

We’re currently working on combining custom fields with triggers, and this is where things can get really interesting. The person field, time, and phone number fields allow for some really powerful behaviors. For example, you could add a field for an employee’s teammates and then set up a trigger to notify all of them if that employee is signed into a hazardous zone (or remote work) for longer than expected. Or you could define an employee’s standard work hours and then notify them or their supervisor if they forget to sign in. 

So that’s your favorite. What about the customers? Which feature had the best uptake this year? 

Touchless kiosks, without a doubt. 32% of all customers are using touchless kiosks, which is a huge uptake in a short space of time. This all comes down to hygiene and contact tracing. It’s been a very difficult year for everyone, and as lockdowns are lifted and people go back to work, COVID-19 has brought some unique challenges for organizations to be able to operate in a safe and responsible way. 

Touchless kiosks allow our customers to keep accurate records of who has been on-site for contact tracing while maintaining social-distancing. 

So on the other side of the coin, which feature would get the award for ‘unsung hero’? 

The Alexa integration! We’ve been playing with it in the office and it’s already really useful. Being able to have Alexa greet visitors by name and tell them where to go, announce to the office that a delivery has arrived and say who it is for, or remind the last person on-site to check the balcony door and turn off the lights is a game-changer. It’s only in its infancy, but the ability to connect to the internet-of-things and interact with people in a more human way is the next step for smart-offices.

Any hints as to what we can expect to see next year? 

Lots more. I don’t want to say too much but we’re already working on a few big things. Custom Questions for pre-registered visitors is going to be interesting and will strengthen the rest of the touchless sign-in feature-set. It will allow our users to invite guests to an event, and then send them a request to complete their visitor profile. This can include any basic questions as well as custom questionnaires, so the customer can have all of the information they need, and the experience when the visitor arrives on site will be even more seamless. 

Get started

That’s it for our 2020 wrap-up. All of the features mentioned are available today, and included in your WhosOnLocation subscription. Visit our Help Center for step-by-step instructions on enabling all of our features. 

New to WhosOnlocation? 

Get started with a FREE 30 day trial today. No credit card required. 

3 minutes read time

Feature Highlight – Using your Panic Alarm for onsite safety

As we return to our workplaces, we are are all faced with new challenges. Be it social distancing, an increase in hygiene measures, or contact tracing. One thing is certain – all workplaces will have a great focus on safety and security.

It’s a good time to re-assess the features you use within your WhosOnLocation subscription and look to activate those that could offer your organization a greater level of safety and security. One of these features is panic alarm (or sometimes referred to as a duress alarm). 

What is a panic alarm

A panic alarm is a discrete and silent way to raise an alarm with out aggravating a situation. Often used by the front of house/security team when they find themselves in an unsafe situation. 

Panic alarms need to be simple to use due to the stressful situations they are used in.  Users don’t have time to think through complicated steps, they need to take action.   

WhosOnLocation Panic Alarm

We first launched our Panic Alarm feature back in 2017. Designed as a simple and easy way for our customers to safeguard their organizations. Customers using the feature have activated it on average 15 times! 

Why should we use a panic alarm? 

Our top four reasons are:

  1. It’s like an insurance policy. You have it in place as a way to manage your risk. 
  2. Life can be uncertain so put the procedure in place to protect your organization in advance.  
  3. Gain peace of mind knowing your organization is safe and protected. 
  4. Help to manage your risk through the identification, accessing, and control threats to your organization. 

How does it work?

Once activated within your account, your front of house team have two ways to activate the panic alarm:

  1. From the Sign In/Out Manager
  2. Tapping the kiosk three times 

Once activated your nominated responders will receive an alert when your Panic Alarm is activated. Responder alerts can be sent via email or SMS to:

  • Multiple people within your organization
  • To security contractors
  • Other 3rd parties

Don’t forget to test your Panic Alarm

We recommend testing your panic alarm on a regular basis. Testing will ensure responders are aware of the alerts, are receiving them, and know how to follow your internal procedures. Ensure when a panic alarm is activated in a real emergency everyone can act fast. 

Getting started with Panic Alarm

Follow the step-by-step instructions in the help center to set up. If you are not already a customer click here to take a free 30-day trial. 

 

7 minutes read time

8 things to consider when developing an emergency response plan

First published by Safeopedia, written by Daniel Clark.

In an emergency, every second counts. There’s no time to debate. Everyone needs to know their responsibilities, who’s in charge, and what has to be done. It all comes down to planning. Every variable has to be accounted for and thoroughly considered well before the alarm sounds. A carefully constructed emergency response plan (ERP) can be the difference between an orderly evacuation, a panicked mob, or an outright tragedy. An ERP is a substantial, specialized part of an organization’s overall safety program and it takes deliberate forethought to ensure its performance. Whether you are developing a new plan, or the one you have in place needs a checkup, here are a few things to keep in mind.

1. What types of emergencies are plausible?

An ERP should consider all scenarios that are reasonably likely for a given site, with extra attention given to those that pose a higher risk.

Think of a sour gas leak. What would happen if one occurred? Coming from sour gas country myself, I know that’s a common scenario in ERPs because sour gas:

  • Is toxic
  • Moves in the wind
  • Rolls downhill
  • Is flammable

That makes it a useful example because it highlights the kind of planning and specificity that need to go into an ERP. Considering those factors, if your plan involves mustering downwind or downhill from the leak location, you might be planning a disaster.

A complete vulnerability assessment of the site is a starting point. It should consider the whole array of technological and natural hazards to come up with scenarios. It should also consider that emergencies are not discrete categories and can crossover and combine. An earthquake that starts a leak that starts a fire that leads to a building collapse that releases a toxic substance – are you ready for it?

Obviously you can’t write up a plan for every permutation possible, but the plans should account for the fact that combined events can happen.

(Learn more in Lessons from 3 of the Worst Workplace Disasters.)

2. Avoid cookie-cutter plans

One size does not fit all. A well-constructed ERP should be customized to the site at which it is to be used. Starting from a template is fine, but it should be bolstered to include real numbers of personnel, emergency contacts, layout and geography, special considerations and conditions, and other site-specific factors.

The plan has to account for the unique nature of the company and all of its operations. Every step may introduce a new hazard – from raw material characteristics to types of equipment on site to environmental setting. For fire alone, you have to think about:

  • What kind of fire protection is in place?
  • Who is qualified to operate it?
  • Does it need an operator at all?
  • Is it static but nonetheless important to know, like fire doors or fire-rated walls?

(Find out What Should Be Included in Your Emergency Management Plan.)

All of this has to be considered well before it is needed. All of it is unique to each individual site.

3. What does the future hold?

How are you supposed to know which events are likely (or even possible)? It is going to depend on a number of factors, and the company may or may not have direct experience to draw from.

A little research will help you determine the nature of emergencies that similar operations in your industry have encountered. Consulting a loss control or insurance specialist may be useful because they tend to monitor this kind of data. Especially in considering natural hazards, it pays to know whether an ice storm or an earthquake (or an ice quake?) is likely, and even which hazards can be safely ignored.

4. Don’t go at it alone

Any one person’s field of view is going to be limited. Planning for an emergency should include an interdisciplinary team, representing a cross-section of the organization. Experience, education, and training all inform how each worker perceives hazards and priorities. Management and frontline workers may not agree on what is most important, and yet both perspectives have value in establishing an emergency plan.

Creating a team has a dual purpose. You gain more comprehensive input, and because ownership of the plan is distributed you will have improved buy-in.

Furthermore, since people are prime in safety, you’ll want to involve everyone who may be affected and ensure they understand their responsibilities.

(Learn more in 5 Reasons You Struggle with Safety Buy-In – And What to Do About it.)

5. Where is help coming from (and how can you help the helpers)?

A worksite may be spitting distance from a hospital, or it might be too remote for cell phone signals. An ERP has to consider what kind of access there is to emergency responders, as well as the safety of those that do respond.

To that end, it is a good practice to collaborate with emergency services in the area (where possible) to go over medical or fire response provision. They may request a copy of site plans or an inventory of chemicals, for example, to know what they may be heading into.

6. An emergency response plan that isn’t drilled is just paper

Once you have written up a comprehensive plan and considered everything, the ERP is ready to implement.

Except… you haven’t considered everything.

The only way to fine tune an ERP is to drill, recap, and revise – and it’s no simple task. Drills and tabletop exercises can highlight deficiencies in the plans, then those deficiencies have to be corrected.

An emergency plan should be audited once a year. This includes evaluating training needs, inventory of emergency supplies, contact lists, and an updated roster of emergency responsibilities. You need to make sure that the contact numbers still reach the people they should, and that responsible parties are current and cover all shifts. Depending on the scope of the plan, this could be a mountain of information.

Many sites are going paperless to help keep them organized and improve the ability to audit systems in a consistent way. Much of the manual tracking and record-keeping can be automated to improve effectiveness and keep the focus where it should be – on the plan itself. Digital and cloud-based solutions can also be integrated with security for better live data capture. A headcount at a muster point, for example, is no good if you don’t know how many people were on site to begin with, and where to look for them if they are missing.

7. Be a good neighbor

Even in remote and rural areas, there are likely to be a few residents or other workplaces and jobsites close by. You may need to consult with them to determine their needs in an emergency, and contact them in the event of a real emergency or drill.

Companies are mandated to exercise due diligence in protecting their workers and the public, so you can’t forget to include the Joneses when planning to keep everyone safe.

8. Management commitment

As with all parts of a safety program, management commitment is crucial. Setting up emergency response plans shouldn’t be viewed as an exercise in legislative box-ticking, nor an administrative burden. Management should actively participate in the planning and contribute the resources needed for effective implementation.

This may involve a substantial financial and time investment, and one that is ongoing. But it is worth it. It is highly likely that at some point in time, under some circumstances these plans will be put to use in a real emergency. And when that time comes, being prepared is priceless.

5 minutes read time

Use WhosOnLocation to help your organization manage COVID-19

Download our handy checklist here.

Get the full set-up instructions in our Help Centre.

Updated May 1, 2020

Since January 2020 those on the frontline have been working tirelessly to help combat COVID-19, we would like to express our thanks to all involved for their tireless work. 

Here at WhosOnLocation we live and breathe keeping people safe and secure. We have a number of features that you can utilize within your WhosOnLocation subscription to help protect your organization while aiding the reduction and spread of COVID-19. 

With recent advice to go “hands-free” as a way to combat the spread of the virus, we’ve also pulled together an overview of the features within your WhosOnLocation subscription to help your employees, visitors and contractors go “hands-free” when signing into and out of your organization. 

‘Contact tracing’ is currently all over the news, so we’ll take a look at how your WhosOnLocation subscription has got you covered.

Managing Employees, Visitors, and Contractors

Utilize the power of Important Notices and Triggers to strengthen your organization’s defenses against not only COVID-19 but any threats to those in your duty of care.

Important Notices

We offer two types of Important Notices; acknowledgment notices and instant messages. Use Acknowledgment Notices to define your audience, period of time to be published and the frequency for the notice to be displayed. If Acknowledgement notices are not “acknowledged” guests will be unable to proceed, notify the appropriate person within your organization. 

  • Example: “In the last 14 days have you suffered from the flu or traveled to any of the following countries; China, Northern Italy, Japan, Iran?”  Answer “Yes” or ”No”. 
  • If your guest answers “Yes” the appropriate people are notified and on site procedures can be taken within your organization to deny access.  

Instant messages are a one-off notification that can be sent to employees, contractors, and visitors to notify of onsite process, emergencies or changes to policies – the options are endless. 

  • Example: Hello, to protect our employees and guests we are operating with additional measures and caution with regard to the spread of COVID-19. Please ensure you follow all onsite instructions which can be found here.

Triggers

Triggers can be used to display messages, deny entry and sign in and out. One way you could utilize triggers is to understand if guests have traveled to an infected area and if they answer “yes” deny access and notify the appropriate person in your organization. Read our recent blog to learn more.  

Contact tracing

Reporting

If you are currently signing all employees, service providers, and visitors in and out, and someone is diagnosed with COVID-19, you can easily report on

  • Everyone on-site at the same time as the individual, for the days leading up to the diagnosis
  • Everyone from the individual’s department working in close proximity during this time
  • Any visitors the individual hosted during this time
  • Anyone working in the same ‘zone’ as the individual in the given time period

Take action

By identifying the people and areas at risk, you’re able to take action to protect your organization, by:

  • Those employees that should be sent home to self-quarantine 
  • Visitors that need to be contacted, and
  • Areas of the building which may require additional cleaning.

Go touchless

For employees and service providers

There are a number of options available for employees and service providers that involve minimal touch points, or none at all.

WolMobile

Issue your service providers and employees with WolMobile to manage their presence. By taking full advantage of the features WolMobile offers they can sign in and out without the need to use a Kiosk, therefore minimizing the number of touch points and the potential for contamination.

Tokens

Tokens are assigned to employees or service providers so they can sign in and out of a location by scanning a barcode or RFID tag. With a quick scan, the employee or service provider can be instantly signed in, without the need to input their details on a Kiosk.

For Visitors

On average guests touch your Kiosk screen 35 times to sign in/out, using the Pre-registration and WolPass features you can reduce the number of Kiosk touches down to 2 or 3.  

Pre-registration 

Limit the number of people who need to touch your Kiosk by pre-registering visitors prior to their arrival on site. This allows your Front of House Team team to know in advance who is due on site. They can also sign them in with just one click using the Sign In/Out Manager, this means they don’t need to touch your Kiosk at all. 

WolPass

Consider WolPass as your guest’s boarding pass to your organization. It can contain a variety of information including specific instructions of what a guest needs to do when they arrive on site to sign in/out. The WolPass has the visitor’s details embedded within a unique QR or barcode. When they arrive on site they simply scan their WolPass at the Kiosk reducing the need to touch the Kiosk.  

Using Brivo with WhosOnLocation 

If you are using  Brivo* cloud access control system with WhosOnLocation you can place your Kiosk outside the door to your Front of House Team. As you are integrated with Brivo, the door will automatically unlock once the visitor has signed in. In effect introducing hands-free unlocking of the doors, your visitors can access. Once signed in your visitor can collect their visitor pass from reception and use it to ‘hands-free’ unlock any door a visitor is permitted to enter. 

To get started with these features, your WhosOnLocation Administrator will need to activate them within your subscription. If you need further assistance please don’t hesitate to contact our Support Team.  

*Brivo incurs an additional cost outside of standard WhosOnLocation subscription costs.  

 

5 minutes read time

OSHA audit: What you need to know.

In 2016, OSHA conducted 31,948 total inspections. This seems like a significant number, but considering OSHA has jurisdiction over approximately 7 million worksites, you soon realize the odds of having an inspection at your worksite is relatively low. But what if it was you? Do you have systems in place good enough to pass the surprise audit that could be at any given time? 

While the likelihood of an OSHA inspection is low for most businesses, being aware of what happens during an OSHA inspection, and preparing for it, will help you have a safer workplace and could mean the difference between a pass or failed result. 

Who is subject to an OSHA audit? 

Apart from workplaces with ten employees, every other organization has the possibility of being audited. OSHA has both unprogrammed and programmed inspections. Unprogrammed inspections include employee complaints, injuries/fatalities, and referrals whereas programmed inspections focus OSHA’s enforcement resources towards the industries and employers where known hazards exist and are prioritized in the following order: 

  1. Imminent danger situations — hazards that could cause death or serious physical harm receive top priority. Compliance officers will ask employers to correct these hazards immediately or remove endangered employees. 
  2. Severe injuries and illnesses — employers must report: 
  • All work-related fatalities within 8 hours. 
  • All work-related inpatient hospitalizations, amputations, or losses of an eye within 24 hours. 
  1. Worker Complaints — allegations of hazards or violations also receive a high priority. Employees may request anonymity when they file complaints. 
  2. Referrals of hazards from other federal, state, or local agencies, individuals, organizations, or the media receive consideration for inspection. 
  3. Targeted inspections — inspections aimed at specific high-hazard industries or individual workplaces that have experienced high rates of injuries and illnesses also receive priority. 
  4. Follow-up inspections — checks for abatement of violations cited during previous inspections are also conducted by the agency in certain circumstances.

Do you get notice of an inspection?

Usually, OSHA conducts inspections without advance notice. Employers do have the right to require compliance officers to obtain an inspection warrant before entering the worksite, however, this isn’t a good idea as it could trigger a stricter audit (and raise possible red flags). It’s wiser to give them a good first impression and work with the inspector as much as possible by answering questions honestly (without offering any additional information).   

What happens if you fail an inspection?

If an inspector finds violations of OSHA standards or serious hazards, OSHA can issue citations and fines. Violations are categorized as:

The citations describe OSHA requirements allegedly violated, list any proposed penalties, and give a deadline for correcting the alleged hazards.

In settling a penalty, OSHA has a policy of reducing penalties for small employers and those acting in good faith. For serious violations, OSHA may also reduce the proposed penalty based on the gravity of the alleged violation. Alleged willful violations will not have any good faith adjustments.

How do you prepare for an OSHA audit?

The biggest mistake organizations make when they are hit with a surprise audit is that they are not prepared. It seems extremely obvious, but preparing for an audit is often put on the back burner as there are no deadlines; therefore, it is not a priority. 

Instead of putting preparing for an audit in the too hard basket, be proactive, and use an application like WhosOnLocation that will save you time and money in the long-term. WhosOnLocation stores all data electronically; therefore, you will be able to search, sort, analyze, and retrieve data easily and quickly, perfect for an audit situation.

Employers are required by OSHA to perform hazard assessments and safety training for each type of job performed in the workplace. Employers need to make sure that their employees have completed their required training as well as keeping them entirely up to date on what hazards exist for each job and how they plan to reduce those hazards. 

Paper-based systems make this difficult as they are easily lost, hard to update, and even wasteful. Instead, whenever there’s an updated process, or a new hazard or regulation, you can use WhosOnLocation to update the changes electronically and can then be easily distributed out to employees at induction. You can also put employees, contractors and visitors through safety training at sign in and /or induction that asks them to accept that they have completed this training before they are allowed on site. 

To show the auditor you have been following the correct steps, you must keep careful records. WhosOnLocation reports will give you access to information on almost everything you need, including training records, worker compensation files, insurance, and third-party audits, to name just a few data points. You’ll be able to access information during an audit easily.

Whether you’re part of a high-risk or a low-risk industry, there is still a chance you could receive a surprise audit, so you need to make sure you are prepared at all times. There’s no better way to put your mind at ease than to know you’re on top of everything. 

5 minutes read time

The 12 days of Wolmas

As we round out 2019 we have one final very important job – keeping our ‘biggest’ customer safe at his busiest time of the year. Welcome to the 12 days of Wolmas. 

1. Santa’s Workshop Inductions

Before any toy making takes place, Santa needs to make sure the elves go through the correct induction process so they are aware of the workshops health & safety and security policies, as well as the correct and approved procedures for undertaking or controlling the enormous tasks and jobs they have ahead of them. WhosOnLocation’s Induction Management also makes it easy for Santa to maintain induction records so he can be sure which elves have or haven’t undertaken the correct training.

2. WolPass

Santa wants this Christmas to be his best yet, which is why he brought in some elf consultants to make sure everything is planned in detail. Being the extremely organized man he is, Santa pre-registered all of the elf visitors and sent them a WolPass. This includes date, time and location of the event with a Google map of the directions. Santa also includes parking tips, Wi-Fi availability and workshop tips in one convenient email. 

3. Remote sign in

Our mobile app, WolMobile, allows Santa to sign in and out no matter where he is in the world. All he has to do is open the app and press the sign in button. It’s as simple as that! Mrs Claus loves the new app as she is now able to track Santa’s progress.

4. Webhooks 

Santa made sure he installed our exciting webhook integration so he could connect his WhosOnLocation account to the internet of things (IoT). As soon as Santa signed into the stables to retrieve his reindeer, Rudolph’s nose lights up, ready for the night ahead. He also uses it when the first elf signs into the workshop to automatically turn the lights, heating, and even the coffee machine on. It’s basically magic.

5. Instant messages

Oh no, the elves have a  broken machine, this is the last thing they need on the workshop production line.  Chief Elf Officer sends an instant message to let those on-site know they have a machine down. Whether it be a toy machine breakdown, reminding the elves of the number of days left until Christmas or even an abominable snowman warning, everyone will be sure to get the notice. This means that even Santa is kept up to date on the information at hand, halfway around the world. 

6. Geolocation

Mrs Claus was wondering if Santa would be home for dinner, checking his geolocation it’s dinner for one. Using the follow-me feature (Mrs Claus made sure he was) on the geolocation report shows her where Santa is in the world, at any given time.

7. Alcolizer

To make sure Santa didn’t have one too many prosec-ho’s at last night’s Christmas party we did a quick check using the Alcolizer to confirm there was no side effects and he’s safe to fly the night sky. In high risk jobs, it’s important to know those operating machinery, transporting heavy loads or working on ladders are in a fit state to do so.

8. SOS Alert 

Santa is on an extremely tight schedule, so a breakdown is the last thing he needs. But if it does happen, Santa has piece of mind that he can use SOS to quickly and easily raise an alarm in the event of an accident or high-stress situation. The alarm will notify the designated elf responder that there is a problem, automatically sending the location of Santa and his reindeer. 

9. Multi-Language

If Santa decides to get a bit fancy when visiting all of the countries in the world, he can use our multi-language feature to check in gifts at the Kiosk. Our multi-language offering goes further than just the Kiosk; push, email and SMS notifications all support multi-language, too. However, the elves started to get a bit confused when Santa decided to practise his Italian via text messages.

10. WolGuard

WolGuard ensures your organization is safe and secure, and that those entering it are authorized to be on-site. The Chief Elf Officer receives information about the contractors who are on-site so he can make sure they can do the job properly.

11. Deliveries

Our Deliveries feature enables Santa to self check his last sack of deliveries using the Kiosk and starts the long journey back to the North Pole. 

12. Auto sign-out

After 510,000,000km, WolMobile automatically signs Santa out so he can have a much deserved good night’s sleep.

About WhosOnLocation

WhosOnLocation provides people presence management software that monitors the safe and secure movement of people through buildings and work sites. Our powerful, cloud-based solution unites visitor, contractor, employee, and emergency management, enabling organizations to secure their facilities and ensure the safety of every person on-site.

Armed with a rich, unified source of people presence information, our users are empowered to make more strategic, data-driven decisions that mitigate risk, reduce overhead costs, and streamline operations.

WhosOnLocation serves organizations in 39 countries around the world, protecting billions of dollars in assets and IP, and managing over 20 million secure movements through over 2500 facilities each year.

4 minutes read time

WolMobile: The better way to manage health and safety

WhosOnLocation is a cloud-based people presence solution that helps organizations keep the people and places that power their organization safe and secure with visitor, employee, service provider, and evacuation management.   

We are continually innovating to ensure our customers are always armed with the right tools to keep those in their duty of care safe and secure. Our most recent release is a significant enhancement to our WolMobile app. Whether you work on a large site, manage multiple locations or even just a small office, WolMobile ensures you have the information you need to account for everyone, including at-risk workers, at a moment’s notice.  

Why do you need WolMobile?

Creating a workplace environment where your employees feel safe is of the utmost importance, as is your organization’s legal obligation to keep everyone in its duty of care safe. This means being responsible for your people’s health, safety and well-being. 

WolMobile gives you the tools you need to achieve this. This includes accounting for everyone in an emergency, knowing where your at-risk workers are at all times, communicating important notices and hazards instantly and so much more. WolMobile gives you peace of mind that you are doing everything you can to keep everyone safe whilst remaining compliant. 

How can WolMobile make your role easier? 

As a health and safety manager, you are faced with uniquely different issues on a day to day basis that are often difficult to predict. Therefore, having a fast and efficient system in place to combat these issues is important. WolMobile has many features to help you overcome the issue of not knowing what to expect.

  • Run smoother evacuations

Have you ever tried to run an evacuation, only to find that you actually have no idea who is on or off-site? With WolMobile, you can automatically sign employees and Service Providers in and out of your locations and work sites, using their smartphone’s geolocation. This feature gives you accurate people presence data so there is no need to rely on a quick head count to know everyone is safe. 

  • Communicate hazards quickly and easily

If your building was suddenly deemed unsafe, how would you quickly and efficiently communicate with everyone who needed to know? If you went into lockdown, could you target your message to everyone off-site to tell them not to enter the premises?

Instant Messages can be used to communicate important notices and segment your communication by employees vs Service Providers, those on or off-site, those in a specific department or those with a specific role type. Whether it be an emergency, reminding employees of company policies or updating staff about on-site hazards… the options are endless. This means even those working in remote areas can have up to date information at hand. 

  • Ensure you are notified when at-risk workers need immediate assistance

How would your team call for help if a machine started malfunctioning in the next factory, or someone injured themselves on-site? They can now use WolMobiles SOS Alerts to quickly and easily raise an alarm in the event of an accident or high-stress situation. The alarm will notify your designated SOS Responders that there is a problem, automatically sending the location and contact details of the person needing assistance.

What can you do with all that data?

Reporting is one of the most important parts of safety and security as it enables you to pull data to gain insights needed to improve the future safety of your organization. WolMobile allows you to report on the geolocation of workers during their working hours and inform you on who has or hasn’t acknowledge an important notice. Giving you the confidence that you can demonstrate to an auditor that you have the required systems in place to keep everyone in your duty of care safe and secure. 

4 minutes read time

Why Emergency Management is Important

In an emergency, having access to critical data of who and where people are within your organization can mean the difference between life and death. This is why it is extremely important to have an up to date evacuation plan to make sure you know who is on and off-site at all times. At WhosOnLocation, we want everyone to know that there is a safer way to manage emergency evacuations.  

Are you prepared?

If an evacuation or natural disaster were to happen at this very moment would you and your company be prepared to get out safely? If the answer is no, you need to do something about it before an evacuation event becomes a reality. The problem with evacuations is that no one knows when they are going to happen, therefore we always have to be prepared to the best of our ability. 

To prepare for an emergency you must have a plan in place that can vary if needed due to the unknown nature of the event that can occur. Here are four steps that will help you create a well-constructed plan for an emergency evacuation:

1. Mitigation and Prevention:

Prevention is the most important step of all. If this step is done well, the less damage control that will need to take place in the future. Ask yourself – what can I do to reduce or eliminate the risk of injury/damage to people and property?

2. Preparedness:

Prepare for the worst and hope for the best. Plan for the absolute worst-case scenario so you are ready for anything. Appoint emergency roles such as floor wardens, and have regular drills and trainings.

3. Response:

Follow the emergency plan (evacuation steps, communication, and leadership roles) but allow for flexibility when necessary.

4. Recovery:

Provide a supportive environment post-emergency, deal with any post-emergency communications, and discuss learnings. This will loop back into Mitigation & Prevention and inform the plan for future crises.

Emergency Management Technology

Our emergency management tool WolEvac helps you account for everyone on-site in the case of an emergency. You can track cleared zones, allow people to self-verify their safety via SMS, view requests for help and monitor real-time evacuation progress all within the WolEvac mobile application.

WolEvac syncs a snapshot from your WhosOnLocation account of who is on-site at the time the evacuation event is created so first responders, wardens and safety marshals have accurate information about who is on-site in an emergency. These users will be able to share critical messages, view real-time verification progress and manually verify the safety of anyone on-site. This makes evacuations effective and easily managed in what can be a high-stress situation.

Why use it?

WhosOnLocation actively encourages businesses to use evacuation management technology to run evacuations. An effectively exercised and accessible emergency response plan can minimize the impacts of an emergency on employees, the environment, and infrastructure. It can make all the difference not only around emergency services response time but the general organization of evacuation events.  

The benefits of emergency management technology:

  • Inexpensive

WolEvac is included in all WhosOnLocation subscription so you don’t have to worry about any additional costs. 

  • Instant updates

When an emergency takes place, as soon as you create a “WolEvac Event” it takes a snapshot of who is on/offsite at the time. This critical information will account for everyone, making it easier to ensure their safety.

  • Efficiency

It is simply more efficient. Businesses are constantly changing, therefore, there is a need to maintain up-to-date response plans so you are always prepared. This technology will remove the time-consuming administration and eliminate repeat updates.

Get testing!

Use this chance to ensure your emergency processes and procedures are as effective as they can be before an emergency event happens. The risk from natural disasters, not to mention building fires and other events, is real, and there is a good chance your office building will have to be evacuated at some stage. Don’t leave the safety of those you are responsible for to chance.

Implement visitor/evacuation management technology today and make sure everyone is accounted for in an emergency.

3 minutes read time

GDPR: What you need to know

Article updated: January 2019

The General Data Protection Regulation (GDPR) was enforced on May 25 2018.

The purpose of the GDPR is to:

“…harmonize data privacy laws across Europe, to protect and empower all EU citizens’ data privacy and to reshape the way organizations across the region approach data privacy.”
eugdpr.org

The maximum penalty for breaching GDPR on or after the enforcement date are fines up to 4% of annual global turnover or €20 million (whichever is greater).

For businesses using visitor management apps/software, here are some key things you need to know:

1. GDPR will ensure businesses are only collecting personal information that is for “specified, explicit and legitimate purposes”.

Make sure you are only collecting the bare minimum of data for operational purposes. Be specific and transparent about how this data will be used so that every site visitor understands how and why their information is being collected.

2. Data subjects have a right to be forgotten.

Don’t “remember” visitor information by default without explicit consent. Of course, some people will want their information saved if they are regularly visiting your site – just make sure visitors can voluntarily opt in to have their data saved for next time. Additionally, only keep records for as long as is absolutely necessary.

Data subjects may withdraw their consent for you to hold their data at any time, but note that the subject’s rights may be measured against “the public interest in the availability of the data”.

3. If you are regularly processing or monitoring large quantities of data, your business must appoint either an internal or external Data Protection Officer (DPO).

Data Processors (e.g. WhosOnLocation) and Data Controllers (e.g. WhosOnLocation customers) must both appoint a DPO. The DPO must be appointed on the basis of professional qualities such as expert knowledge on data protection law and practices.

4. Only work with Data Processors (vendors) who provide “sufficient guarantees to implement appropriate technical and organizational measures in such a manner that processing will meet the requirements of this Regulation.”

WhosOnLocation has been working through an incredibly thorough process to ensure that our software provides features that enable our customers (Data Controllers) to be GDPR compliant.

Some of these features will include:

  • Giving our customers a way of automatically deleting (or anonymizing) visitor data after a certain length of time.
  • Allowing site administrators to enable an option for visitors to “Do not remember me” during the sign in process. This will prevent the returning visitor feature for this visitors subsequent visits.
  • Bulk visitor removal based on search terms should a visitor subsequently want their details removed from WhosOnLocation.
  • Showing a waiver (optionally with signature required) to visitors who you require consent from.

As a Data Processor, WhosOnLocation must also notify our customers of a data breach “without undue delay”.

What’s next?

Are you processing the data of EU citizens or offering a product or service in the EU? Are you using third party vendors to process or collect any kind of personal data? Make sure your vendors are GDPR compliant. You will also need to have a legal expert review your privacy, data collection and data processing policies.

To read about the key changes implemented in May, visit the EU GDPR FAQ page.

3 minutes read time

The True Cost of Poor Hazard Awareness and On-Site Safety

In 2015, 4,836 workers died from work-related injuries or illnesses in the United States. A significant portion of those fatalities – 7.3%, or over 350 – were in the manufacturing industry (United States Department of Labor).

Changes in health and safety legislation and practices have seen a huge reduction in work-related fatalities in the past decades. Since 1970, an estimated 75,000 lives have been saved in the United States through more effective health and safety management. That’s around 1,500 lives saved per year on average.

But there are still approximately 2.9 million nonfatal workplace injuries and illnesses reported by private industry employers annually (a recently published US DOL statistic from 2016).

What is the cost of work-related injuries and illnesses?

First and foremost, the cost is human. As an organization, you want to take care of your employees and foster a positive workplace culture.

But there are real fiscal costs associated with poor health and safety practices too.

  • Lost working days
    Manufacturing injuries and illnesses resulted in a total of 118,050 days away from work (DAFW).
  • Loss of reputation
    A high rate of incidents or illnesses can negatively impact your reputation to current and prospective employees and clients.
  • Productivity losses
    Injured or unhealthy workers can lead to a decline in production rates and a high turnover rate.
  • Legal costs
    If you don’t comply with health and safety regulations, you could face big legal costs.
  • Insurance costs
    Insurance premiums can increase if your organization has a higher rate of illness and accidents.

According to the United States Department of Labor, businesses spend $170 billion a year on costs related to occupational injuries and illnesses – and these expenses come directly out of company profits.

But employee safety doesn’t cost. It pays. Workplaces that establish safety and health management systems can actually reduce their injury and illness costs by 20-40% (US Department of Labor).

 Related Infographic: Safety Statistics From The USA And Beyond

Safety and security starts by knowing who’s on-site.

To help ensure you have a tight grip on the safety and security of everyone on-site, use a visitor, contractor and employee management solution like WhosOnLocation.

You can use WhosOnLocation to…

  • Increase hazard awareness by making sure people acknowledge each hazard before continuing on-site
  • Improve site safety and security by knowing who’s on-site at any given time, currently or historically
  • Reduce risk of injury by ensuring everyone is properly inducted, certified and qualified
  • Effectively manage an evacuation and verify the safety of anyone signed into the site by using the WolEvac app

To learn more about how effective people presence management can vastly improve your site safety, download our latest white paper below.

Improving Safety White Paper - Visitor Management

Improving safety: Reduce Incidents Through Hazard Awareness and Verify the Safety of People When an Incident Occurs

As the safety landscape changes, organizations face new demands on an almost daily basis. The pressures to increase efficiency, deliver ROI, reduce risk and meet compliance are becoming top-level concerns.

Download White Paper >