For schools and facilities that run safety drills, the Safety Drill Manager module will be beneficial towards staying in drill compliance, sharing information, and overall record keeping. There are two roles that can be assigned for the Safety Drill Manager module:

  • Drill Manger
  • Drill Coordinator (optional)


The users that are assigned the Drill Manager role, have access to:

  • Assign drill sets to Drill Coordinator roles
  • Notify Drill Coordinators via automated email reminders
  • Modify details and delete drills
  • Make action items and notes
  • Schedule safety drill date/time
  • Share drill details in read-only format
  • View district/facility-wide safety drill compliance stats
  • Manage safety drill calendar subscriptions
  • View the Safety Drill Manager calendar (all location drills on one calendar)


The users that are assigned the Drill Coordinator role, have access to:

  • View assigned drills for their location(s)
  • Assign the specific date and time for each drill
  • Make action items and notes
  • Share drill details in a read-only format
  • View compliance stats for their assigned locations
  • View the Safety Drill Manager calendar (only showing their assigned locations)



Getting Started for Drill Coordinators


As a Drill Coordinator, you'll want to make sure your notifications are enabled to receive automated emails letting you know when safety drills are assigned to you and to keep you updated on your compliance. 


1. To make sure notifications are enabled, follow these steps:

Let's make sure your user account is set up to allow you to receive your automated Safety Drill Manager email notifications.

  • Login to your admin portal (https://app.visitor-aware.com/)
    • If you have a Single Sign-on for your location, use the link provided by your tech department
  • Access your user settings
    • Top right, click on your name, and then settings
    • On the Notifications tab, make sure "Receive alerts for assigned locations?" is set to yes
    • Click save




2. Once a drill has been assigned to you, schedule a date and time to run the drill:

When a drill is assigned for your location, you'll receive an email notification stating this or your can glance over your View All screen within the Safety Drill Manager module.

  • Access the View All screen (https://app.visitor-aware.com/drill-manager)
  • If needed, use the filter by location or status options to find the newly assigned drill
  • Once located, click the gear icon and select "Manage Drill"
  • On this next screen, you'll see 3 sections:
    1. Drill Information
      • This is where the drill type, required timeframe, location, and status will be listed
      • You cannot edit anything here
    2. Drill Details
      • Assign the date and time that this specific drill will be ran
      • Add any action items that will need to be completed
      • Make any necessary notes
    3. Attachments and Documentation
      • Upload completed safety drill documentation to keep within the drill record for easy reference
  • Within the Drill Details section, set the drill's date and time
  • Click Save



3. View the Safety Drill Calendar to reference upcoming drills:


View all upcoming scheduled drills from the calendar view.

  • Access the Calendar screen (https://app.visitor-aware.com/drill-manager/calendar)
  • Only scheduled drills that have been assigned a date and time will be listed here
    • Click on any drill to view more details
  • Only drills for the locations that you've been assigned will be shown here


4. How to start the drill timer:


When the "Start Drill" button is clicked, a drill timer will start recording the time it takes until the drill is completed.

  • You can access the drill two ways:
  • Scroll to the bottom and click "Start Drill"

    • The software will begin a drill timer to record the amount of time it takes from drill start to finish
  • Follow your schools protocols for that specific drill type
  • Once the drill has been completed, click "Mark Completed"


5. Record keeping


Once the drill is completed and all required documentation is filled out, upload the documentation to keep all associated information in one spot to be referenced later.

  • Download the template from the document repository (https://app.visitor-aware.com/drill-manager/documents)
  • Fill it out
  • Locate the associated drill (through the View All screen or Calendar view)
  • Click into the drill
  • Follow up on any action items and include any notes
      
  • Drag and drop the completed drill documentation into the Attachments and Documentation section


Click here to reference additional information on the Safety Drill Manager module.