Overview

The Safety Drill Manager allows schools and districts to regulate, manage, and schedule safety drills. 

The permissions-based roles help you facilitate safety drills. The Manager role assigns drills, and defines the type and timeframes. The Coordinator role sets schedules, conducts drills and other action items, including the ability to upload documentation to the interface.


Note: To set up your Manager and Coordinator roles, please read the following articles:


User Roles and Permission Management 

Set up user roles and permissions. 


Managing User Permissions and Access 

Make changes to user settings and permissions.


To go directly to the steps, scroll down to Add and Assign a Drill Set.


Safety Drill Manager Dashboard Overview

Quickly understand the fields and functions

  1. Select Safety Drill Manager from the left navigation bar.
  2. Safety Drill Manager Dashboard view: an at-a-glance view for the status of your drills:
  • Not Scheduled
  • Out of Compliance
  • Scheduled
  • Completed
  1. Scheduled Drill Sets table:
  • Type lists the type of drill
  • You can sort the Start Date and End Date fields
  • Locations lists the total number of locations assigned for drills
  • Hover over the Eye icon to quickly determine locations with assignments
  • Drills Completed lists the number of drills completed for the line item
  1. Filter by Location options allow you to filter the contents of the table by a predefined location

  2. Export and download a .csv file that includes the following fields of information:

  • A link to the Drill Detail Schedule page in Visitor Aware for the drill
  • The type of drill
  • The start date for scheduled drills
  • Then end date for scheduled drills
  • Notes sent to the coordinator with the email notification for drills
  • Drill locations count
  • Drills completed
  • Drills scheduled
  1. Create New Drill Set button
  2. Drill details dropdown menu:
  • View Details
  • Edit Drill Set
  • Copy Drill Set
  • Notify Coordinator
  • Delete Drill Set

Considerations

You can set up the Safety Drill Manager with two roles:


Manager:

  • Assigns drill type, quantity and timeframe for completion 
  • Manages safety drill Calendar Subscriptions
    • Sends a link to an email address for a drill subscriber, for example a police, fire, or emergency contact. The email contains a calendar subscription (.ics file). For the subscriber to access and view the Drill Manager Calendar page.
  • Oversees compliance


Note: You can set up multiple Manager roles (the number is unlimited). 


Coordinator:

  • Schedules dates and times for drills
  • Starts and stops drills
  • Records notes and action items
  • Uploads documentation


Note: You can set up multiple Coordinator roles (the number is unlimited). The Manager role has access to complete the coordinator's responsibilities. This means you can use the Manager role to manage all responsibilities associated with drills without having to assign drills and drill duties to a Coordinator.


Add and Assign a Drill Set

Drill Managers can follow the steps below to create a new drill set and assign it to one or more Drill Coordinators. 


Steps

  1. Select Drill Manager from the left navigation panel. 
  2. Select View All to view the Safety Drill Manager Dashboard. 
  3. Select the New button. 
  4. Select the type of drill from the dropdown menu:
  • Active Shooter
  • Earthquake
  • Evacuation
  • Fire
  • Intruder
  • Lockdown
  • Shelter in Place
  • Tornado
  1. Use the Locations dropdown menu to select a preset location for the drill.
  2. Select the Repeat Drill radio button to choose the timeframe to repeat the drill. The Repeat Drill takes the following format:


X time(s) between the Date and Date starting on the month/day/year. 


Note: We used an X to indicate a date or time variable, for example, the 1st, or 5 times. 


  • Select the X time dropdown menu to select the number of times for the drill to take place. 
  • Select the Xst dropdown menu to choose the start date for the repeating drills.
    Then Select the next Xst dropdown menu to select the end date for the drills. 
  • Select the mm/dd/yyyy calendar icon to choose the month range, and the start and end dates to complete the required drill. 

                Note: The resulting drill set ranges appear below the settings dynamically as the user sets them. 


Edit, Copy, or Delete a Drill Set

To make changes to drill sets, you can select the Settings icon dropdown menu to the right of each drill. 

  • View Details
    Expand the drill set to reveal the Location, Status, Scheduled Date, and Actual Date of a drill set. 
  • Edit Drill Set
    Select the Edit Drill button to edit the Type of drill, Locations, Drill Required Dates, and Note. 
  • Copy Drill Set
    Select the Copy Drill Set button to make a copy of the existing drill.
  • Notify Coordinator
    Select Notify Coordinator to send an email notification to the Coordinator(s) with a message, such as a reminder of drills yet to be scheduled with a date and time. 
  • Delete Drill Set
    Select Delete Drill Set to delete it. 


Note: You can also view drill set details, and notify a coordinator.


Safety Drill Manager Calendar

The Safety Drill Manager provides you with a view of your drills on a calendar. The calendar shows all drills scheduled for your locations. The calendar provides you with the following options:

  • Select the Arrow keys to navigate from month to month
  • Select the Export button to export an .ics file, which is a calendar file with a universal calendar format used by email and calendar programs, including Microsoft Outlook, Google Calendar, and Apple Calendar 
  • Select the Month Week Day or List buttons to change the view of the calendar accordingly
  • Select the red or green buttons within the body of the calendar to manage the details of the drill and share it


  1. The body of the calendar shows color-coded buttons that represent the status of a drill, either Active or Inactive. To manage the details of the drill, Select the green or red button.
  2. On the right, you can select the Copy button to copy a link to the drill calendar to share it outside of your organization. Visitor Aware sets up a form that contains the details of the drill. You can edit the details and add notes:


Actionable: Select the check box to indicate the note contains an actionable item for the recipient. 


Completed: Select the check box to indicate if the action has been completed. 


  1. Select within the body of the Attachments and Documentation section to add attachments or documentation to the calendar details you will send outside the organization.
  2. Select the Save button to save your changes and send the document to safety drill subscribers. 


Safety Drill Calendar Subscriptions

Safety Drill Manager Calendar Subscriptions allow you to share your safety drill calendar with other users. When you add a new subscriber, they will receive an email with a link to your safety drill calendar. They can add your safety drill calendar and access it from their own calendar application.


You can revoke access to the calendar at any time by selecting the Inactive badge next to the subscriber's email address.


To go directly to the steps, scroll down to Calendar Subscription Steps.


Safety Drill Calendar Subscriptions Overview

Quickly understand the fields and functions

Note: You can select the up and down arrows for the Email, Link, Created At, and Status fields to sort the fields from top to bottom. 


  1. Use the Search bar to search for subscribers by email. 
  2. Select the Add Subscriber button to add new subscribers to a safety drill calendar.
  3. Email is the email address for a subscriber.
  4. In the Copy Link column you can copy a link to a safety drill calendar and share it with a subscriber. 
  5. The Created At column displays the date and time the subscriber was added to receive access to the safety drill calendar. 
  6. Select the Status field to toggle on or off the the status of access to the safety drill ICS calendar file.


Active:  Select the green ACTIVE button to revoke access to the ICS calendar file for the subscriber. The subscriber’s ICS file will no longer update their calendar


Inactive: Select the red INACTIVE button to grant access to the ICS calendar file for the subscriber. 



Calendar Subscription Steps

  1. Select Calendar from the left navigation menu. 
  2. Scroll down to the Safety Drill Calendar area.  
  3. Select the Add Subscription button. The Add New Calendar Subscriber dialog box appears. 
  4. Type the email address for the new subscriber.
  5. Select the Notify Subscriber via Email checkbox to send the new subscriber a notification that they have been added as a safety drill calendar subscriber. (Optional)
  6. Select Add Subscriber to add the subscriber. You will receive a success message. 
  7. Select OK to dismiss the message. The subscriber will receive an email notification and link to the subscription. 

Note: If the subscriber does not receive an email confirmation, please ask them to check their SPAM folder. 


Share an Event Calendar with a Third Party Subscriber

A school or district can share a Safety Drill Calendar .ics file with a third party, such as a police or fire department. 


Important:  We recommend that after the third party adds the .ics calendar, they verify that the event entries appear in the calendar they selected. 


The third party will install or import the event calendar to their calendar program or application, including:

  • Microsoft Outlook (Install)
  • Apple Calendar (Install)
  • Google Calendar (Import)

The shared event calendar includes the following attributes:

  • Title
  • Date
  • Status of the drill


Steps

Follow the steps below to integrate the .ics calendar into your calendar. You will receive an email from the school or district with the .ics event calendar.

  1. Download the event calendar.
  2. Click the link for the calendar, typically from the Downloads folder.


The steps may differ depending on the calendar application you use or the operating system of your of your computer.


You may be offered a choice for the calendar program you would like to use, for example, Outlook. If you use a Mac, the calendar might automatically download to iCalendar.


If you want to change to a different calendar, right-click the file name. In Windows, select Open With, and then select a program for the calendar. 


Note: To import into a web-based calendar like Google Calendar, you may have to import the .ics calendar file. You can find an explanation here from the Google Community.


Safety Drill Documents Repository

The Safety Drill Documents Repository allows you to add files for managing drills. The files can apply to drills, action plans, and planning activities.


  1. Upload a file by selecting the gray space, or drag-and-drop the file from your device into the gray space. You can hover over the file to see its name and size. The Safety Drill Manager accepts the following file types:
  • .png 
  • .jpeg
  • .jpg
  • .pdf
  • .doc
  • .docx
  • .xls
  • .xlsx 
  • .csv
  • .rtf
  1. Select the Download icon to download a file. (Optional)
  2. Select the Delete icon to delete a file. (Optional)