• RAYVN's comprehensive features and modules

RAYVN’s Features and Module


The idea behind RAYVN is to create an effective and user-friendly system for managing critical events and crises, because if something happens, you do not want to worry about handling a complicated tool as well. The features included in RAYVN provide you with the tools you need to effectively manage and document any type of complex situation.

The RAYVN’s Features

Planning and preparation as far as possible

Planning and preparation as far as possible

To be as prepared as possible for the occurrence of an incident, you will map your safety and emergency plans in RAYVN. Well ahead of the incident, organise all your personnel into different teams based on their responsibilities. Your team organisation is then saved in RAYVN and available for later events.

Define templates for typical scenarios that you anticipate that may occur. The incident plan can contain specific instructions or information, files, checklists, pre-defined teams, and particular tasks that need to be done when a situation of this nature occurs. Then, when an incident occurs, you can initiate the plan with the press of a button. Your personnel will receive a notification, inviting them to join the incident management log with RAYVN’s mobile or web app.

By using pre-defined templates, you ensure that the incident management corresponds to your thoughts and decisions for your safety and emergency plans and that you always keep full control over it.

Notification and mobilisation in seconds

Notification and mobilisation in seconds

In cases of incidents, everyone knows that many people need notifying and that time is of the essence. Notify your personnel and teams in a matter of seconds. RAYVN offers a unique two-way notification system that notifies everyone through four different channels: SMS, email, and mobile app push notifications, as well as automated phone calls. You can set predefined text for the notifications, including information regarding the incident, and address the user personally.

By sending notifications on multiple platforms, you can be confident that everyone in reach of their phone or computer will be notified. This mobilisation allows you to concentrate on the situation instead of wasting valuable time on calls, emails, and SMS.

Up-to-date team status

Up-to-date team status

Once your team members have been notified, you want to get their responses as quickly as possible. RAYVN collects responses from all participants automatically and provides you with the visualisation of real-time response status. Moreover, RAYVN automatically categorises the responses to notifications visually so you can easily see how many have responded positively, negatively or have not responded at all. The real-time feed is continuously updating as participants’ statuses are confirmed.

This response enables emergency managers to see who is actively assisting, and who is not able to join the incident management. Never again question if someone received your notification.

Central information sharing platform

  • The Protocol as a common information hub

Central information sharing platform

When a critical situation occurs, everyone needs to be updated with the latest and with the same information. Usually information is a scarce resource during critical events. One of the essential RAYVN features is the log. You start a log by selecting a predefined template and use it as it is or modifying it to the current situation. If you did not think of and prepare such a case, then you can simply use an ad-hoc log.

RAYVN’s unique shared log offers a simple and intuitive interface for sharing information in real-time to everyone involved. Share text, pictures, and any other type of file. All information sent to or from RAYVN is available to personnel directly in the mobile app and from any web browser. The roaming personnel can use the app for taking pictures to document incidents, technical problems etc. With the log, the user can follow the feed, and thus manage the situation with all the latest information at hand. Since all the information comes through the log, it is also very clear for everyone where to go for info. There is no further need to use email, SMS, post-it-notes, etc. Everything simply goes into the log.

Emergency managers will no longer continually be handling phone calls, SMS’s, and emails to keep everyone up to date and informed with correct information. This manual work is a waste of time and lets you focus on what is essential. Joint communication within the emergency team creates transparency.

Monitor the position of your resources

  • Locating the operational personnel

Monitor the position of your resources

To know where your personnel and resources are when a situation occurs, RAYVN provides tracking through GPS technology. After your personnel have been notified and joined the shared log, the operators can view everyone’s location on the situation map, as their position is gathered from the GPS on their mobile phones.

This position monitoring gives the emergency dispatcher an excellent birds-eye-view of what everyone’s position is concerning the ongoing incident and he can, for example, better decide to distribute tasks to the nearest resources.

Incidents within critical events or crisis management

  • Structuring and filtering of incidents within the critical event and crisis management

Incidents within critical events or crisis management

Often, an event or a crisis can move in a new direction or scale up to a new dimension. Emergency management must be able to react flexibly, and thus the instruments used must also provide very flexible support.

RAYVN supports creating predefined incident-cards within the RAYVN account setup. An incident-card contains a description, severity level and tasks to be done if the incident occurs. Incident-cards are a more detailed addition and another view versus the higher level of a log template. Incident-cards can be used later in a situation with any logs.

In case of a situation, you open a log in RAYVN and you start managing the emergency – for example, a fire in a building. At a later stage, an injured person might be identified. In this case, you add the predefined incident-card “Injured Person” to the log, assign a team, map a position, and delegate the tasks to be done. Again, at a later stage, a person might go missing. You can then open another incident-card “Missed Person” within the log “Fire”. The Workspace in web and mobile app allows the user to filter and switch between the log and a particular incident.

All this allows emergency management and staff to keep an overview of the aspects of the event such as tasks progress, staff etc.

Coordinate personnel and assign tasks

Coordinate personnel and assign tasks

 

Lots of personnel can be involved in the management of critical events. In the uncertainty during the start-up phase, it is often difficult to assure that the organisation’s emergency plans and checklists are being followed, and that tasks are being completed as expected. But on the other hand. it is also vital that action is taken as quickly and automatically as possible. RAYVN solves this problem by introducing a comprehensive but an easy to use task management tool. Tasks, including sub-tasks, and instructions can be predefined in log templates, as well as created on the fly during an ongoing situation. Tasks that are created will immediately be available for all users, whether they are logged in via mobile app or the web.

RAYVN integrates task administration and GPS-positioning into a complete coordination toolset. You can both see where resources are and, at the same time, be able to assign tasks dynamically. You can assign tasks to individuals as well as set priorities and deadlines. RAYVN will make sure to notify users when tasks have been assigned and also if deadlines are not respected. When tasks are completed or rejected, the information immediately is reflected on the log.

Share documents and files

Share documents and files

Typically, organisations prepare various documents, such as emergency action plans, evacuation plans, a list of access codes, etc. But when an emergency occurs, often they are somewhere else and not immediately accessible, because no one wants to carry the emergency documentation with them all the time.

RAYVN includes the feature to share specific files with your team in case of a critical event. You can add different files to a log template related to the particular scenario. When you start RAYVN using a log template, all the necessary files and resources will be available for the users. Additionally, you can upload and share files in the log itself at any time. Users of the mobile app or web can find the files either within the feed or in the file section.

Inform third parties, increase cooperation with partners

Inform third parties, increase cooperation with partners

Information is usually a scarce resource in the event of incidents. Sharing information via RAYVN ensures that anyone who needs information gets it. With RAYVN, you can send and record SMS and emails to inform a third-party contact not directly involved in the emergency management and without access to the log.

Furthermore, RAYVN allows you to combine users to be a part of multiple accounts or RAYVN organisations with one single user. If your company or organisation uses RAYVN, but you are cooperating with others that also use RAYVN, they can now create a user for you in their organisation. Invite external parties to participate in managing the situation or give them access to monitor how the critical event is progressing, ideal for: public services, insurance companies, customers, media agencies, or other affected parties.

Automatic, continuous documentation and immediate reporting

Automatic, continuous documentation and immediate reporting

After the incident has been managed, reporting can take hours and potentially days to complete. You have to document how your organisation handled the situation, the timeline of the incident, who did what, and what they did. Gathering this information from emails, SMS and phone calls is a tedious task, to say the least. Accurate information is expected from management, insurance companies, customers, and authorities. Luckily, RAYVN gathers all data from your incident management and generates a full report with a click of a button. All actions, decisions, activities, and communication are recorded in real-time during the incident.

With RAYVN, you receive audit-proof documentation for analysis and follow-up. In case of dispute, such documentation can be essential.

Review data and statistics

Review data and statistics

If you do not engage in thorough post-incident analysis, your incident and crisis preparedness and response are unlikely to improve. RAYVN collects data from all incidents that have been handled. Review and analyse the different types of incidents and obtain the data you need to take further action and improve the organisation for future incidents.

Dashboard and Workspace

Dashboard and Workspace

When a critical event occurs, regardless of cognitive bias and decision traps, it is essential to act decisively despite uncertainty. To combat this, ensure that information management is as effective as possible and that existing resources are used as efficiently as possible. Situation awareness must be quickly achieved and kept up to date by all those involved.

RAYVN is prepared so that operation management will have the best possible overview of the situation during a critical event. With the Dashboard, you get an overview of one or many event scenarios in parallel. You know the convened teams, proportion of teams with positive responses from personnel and the teams on a mission. In addition to the situation map, you can see an overview of open or completed tasks and deadlines.

RAYVN’s Workspace is related to a specific log and is used to coordinate the incident management. With the feed, you see the full activity and message history in one place, plus you can add text or files. By the tab Situation Map, you know where your personnel or incidents are located. The Task tab offers an overview of all tasks and allows the further assignment of tasks. Next, the tab Incidents permits the user to create incident cards within a log and to manage this incident. Below the Files tab, you manage all the files related to the situation. Additionally, there are many useful features such as team status, team management, send messages, mapping taps to further monitors etc.

RAYVN gives you the optimum overview and traceability. At the same time, the system gives you more time for assessments and decision-making.

Exercises and building resilience

  • With the exercise mode learn how to optimise and promote resilience

Exercises and building resilience

Emergency and contingency plans are developed so your organisation can be prepared as much as possible and so you can react efficiently in case of any incident. They provide a system for an effective response to any critical event and serve as a basis for the training of emergency services. However, you should not assume that a response mechanism will work if you have never tested it or trained the emergency services. Practice, practice, practice.

RAYVN is perfectly suited for carrying out exercises in the organisation. You can trigger any predefined scenario with all the actions described as an exercise or drill. The process is treated like an emergency, with notifications, logs and messages, but marked as an exercise.

The lessons learned should be used by organisations to optimise an integrated incident management system further and thus build resilience.

The RAYVN modules

Log tiers, meeting templates and key status indicators

Log tiers, meeting templates and key status indicators

With the RAYVN license level CORPORATE, you will get a toolset for strategic crisis management.

With the Log Tiers feature, RAYVN offers a possibility to divide a single log into different viewable tiers. Teams are assigned rights to see the log entries for specific tiers. This means that if personnel on team A have been assigned tier A, they will see everything from tier A, but are not allowed to see information on tier B and C. It is also possible to share information between the tiers. This way, both top management can use RAYVN as their incident management tool and decide on organisations strategic matters, while the emergency response teams will have access to a tactical part of the log. Furthermore, tiers can be used to assign tasks to a particular tier or to allow accesses for a file only to a specific tier.

Another tool RAYVN offers is meeting templates. Once the incident management team is called in for an incident or a crisis, it is customary to start with a First Meeting. The first meeting has a specific agenda, and the crisis management team defines its focus and tasks to be done, while also organising and assessing the status of the situation. During the incident, the team will continue to gather regularly for status meeting briefs where a different agenda will usually be used. The focus is updated during the later meetings, new tasks are generated, and status boards are updated. The module is designed for distributed use, which means that anyone who is outside of the emergency room may also participate in the meetings and be automatically updated in real-time via the web or their mobile app.

Groups for organisational structures, locations, and hierarchies

Groups for organisational structures, locations, and hierarchies

With the RAYVN license level ENTERPRISE, you get a tool that allows you to model your organisational structures and locations in a hierarchical tree that is used to set up and maintain your RAYVN account. Your Client Administrator can freely define what a node (called Group) is in this tree: locations, branches, subsidiaries, or combinations thereof etc. These groups are then used to assign a user, team, log template, meeting template or site to a group. This tool gives you the flexibility to delegate a specific part of account management to Group Administrators, for example, subsidiaries A, B, C, or to publish a template only to a particular part of the organisation.

Contact Centre Next of Kin

Contact Centre Next of Kin

In the event of incidents involving possible personal injury, professional crisis communication is indispensable. It is essential to be incredibly prompt, honest, and compassionate towards the relatives or relevant parties. Care teams are often appointed for this purpose, and a contact point for next of kin is set up.

The RAYVN license module Next of Kin gives an overview of all communication your contact centre has with next of kin. To keep track of whom or which the next of kin the contact centre staff communicate with, they register all in- and outgoing calls, the next of kin of your personnel and the actual communications. For the communication with next of kin, the contact centre agent can only view released information out of the primary incident log. On top of this, the emergency management team can monitor the workload in the contact centre in real-time.

Optionally, the RAYVN module Next of Kin can be combined with any of the RAVYN licence levels STANDARD, ADVANCED, CORPORATE or ENTERPRISE.

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Link to the manufacturer of RAYVN.