Having to evacuate hundreds of kids from a building during a gathering is something we all hope we never have to do. However, in the event that the need arises, having a solid plan in place can make all the difference.

In the event of an emergency that requires an evacuation, how can we know that every child within our care is safe and has been securely reunited with their family?

This recipe outlines the various pieces of our digital evacuation toolbox which enables us to remotely mark kids as 'safe' and check them out from their rooms. This process utilizes our volunteers' mobile phones, as our Wi-Fi can have limited reach beyond the perimeter of our facilities.

The toolbox consists of four different pieces:

Evacuation Initiation Workflow

This workflow is used by our safety staff/volunteers to send out links to the evacuation dashboards to volunteers who are checked in to serve that day.

initiation.png

Attributes

Attribute Key Field Type Description
Initiator Person Person The person who activated the evacuation initiation workflow.
Campus Campus1 Campus The campus that is being evacuated.
SMS Recipients SMSRecipients Text A comma-delimited list of person alias GUIDs to launch SMS Send Workflows for.
Mode Mode Single-Select Choose between "Emergency" and "Testing" modes to modify the copy in the SMS message that is sent out to clarify if this is an actual emergency or just a test of the system.

Activities & Actions

Start

Set Person

Set Attribute to Initiator

Select Campus

User Entry Form

Set Workflow Name

Workflow Set Name

Set SMS Recipients

Lava Run
Note: The following SQL query returns the unique person alias GUIDs of all people who checked into groups of specific types, that correspond to a specific campus, on a specific date. You will need to customize this query (specifically lines 12-15) to reference the groups that you wish to send SMS messages to.

Confirmation

User Entry Form

Launch SMS Send Workflows

Complete Workflow

Cancel Workflow

SMS Send Workflow

This workflow is used to send an SMS message with a personalized link to the evacuation campus dashboard/room rosters to KidSpring volunteers who are checked-in on the day and at the campus that the evacuation takes place.

evacuation-sms-message.png

Attributes

Attribute Key Field Type Description
Initiator Person Person The person who activated the evacuation initiation workflow.
Campus Campus1 Campus The campus that is being evacuated.
SMS Recipients SMSRecipients Text A comma-delimited list of person alias GUIDs to launch SMS Send Workflows for.
Mode Mode Single-Select Choose between "Emergency" and "Testing" modes to modify the copy in the SMS message that is sent out to clarify if this is an actual emergency or just a test of the system.

Evacuation Campus Dashboard

This dashboard is used by campus staff to see an overall view of how many kids for each room remain not marked as safe or checked out.

Evacuation Room Roster

This dashboard is used by KidSpring volunteers to mark the kids in their room as "safe" and also check them out when their parent/guardian picks them up from the evacuation rally point.