USER`S MANUAL
Contents
1. Groups Users Grades Languages User Types Users are categorized by the following types listed below At least one type must be selected O Admin Faculty E Parents EDIT MESSAGE GO TO STEP 4 4 5 3 School Grades Sub Grouping For school type organizations the Grades tab will appear In this case the required data is the grade level This allows administrators to further limit what users in a group are broadcasted to For example an administrator selects Smith Elementary group checkbox and then selects grade levels 01 02 and 03 Once the alert is broadcasted only users with those grade levels belonging to that group will be alerted To send to entire group do not check any grade levels 4 5 4 Languages Sub Grouping This tab allows administrators to send to users that have a language preference selected in their profile For example 1f your message pertains to only Spanish speaking users and you select only Spanish then only users with that language selected in his her profile will receive the alert By default all languages are selected so as to not exclude any users This option is for grouping intended recipients only not translation IRIS handles translation automatically based on user preferences User s Manual Page 4 9 4 0 Broadcasting Alerts 4 5 5 Additional Filters Sub Grouping This tab allows administrators to further filter users based on more dynamic information such as gender zip code and speci2. Alert Summary Call Scheduling Step 5 Broadcast Title Absent From School Today Start Date 02 25 2003 EE Type Text to Speech Start Time 3 3 00 AM Degree Red End Time 9 00 PM Category Attendance Caller ID 555 464 1000 Message Content Message Text Your chid was absent from school today SMS Pager Text Your child was absent from school today Recipients IM DOE JANE Selected Groups User Types Languages Band 1 Admin English Faculty Spanish Parents Total Unique Recipients 1 EDIT GROUPS EDIT MESSAGE _ SAVE AS NEW SEND ALERT MESSAGE An alert can be scheduled to be broadcasted at a future date and time as well as only go out between a start time and end time each day in the event the broadcast did not finish The time window is set to the organization default To broadcast continually until finished select N A for both start and end times If enabled for one of the groups selected the Call options box will appear on this page allowing either a conference room to be set up for recipients in those groups refer to Section 5 2 3 or for allowing recipient user to request assistance which will be flagged on a report refer to Section 5 2 4 Conference rooms allow a called recipient to transfer to a room during the call or furnishes a phone number in an email text message to call in to a conference room User s Manual Page 4 13 4 0 Broadcasting Alerts If the number of recipients is less th
3. Time Window 6 00 AM to 9 00 Ph Started Ended Calls 0 1 Cals Made Emails 0 1 Emails Sent Message Content Message Text Your child was absent from school today Message Audio N A Text to Speech SMS Pager Text four child was absent from school today User s Manual Page 4 15 4 0 Broadcasting Alerts 4 8 Alert Categories This page will display all categories that are available when broadcasting an alert Some categories are defaults and cannot be modified or deleted Only administrators with access rights to this page will be allowed to manage categories for the entire organization Alert Categories Category Add Modify Delete These categories are available for o administrators within your organization to a assign alerts and other content to Categories that are grayed out are system defaults and cannot be edited or deleted New categories 3 Attendance a can be created and user defined categories can be modified as well as deleted ps Gl General Default User s Manual Page 4 16 5 0 User and Group Administration 5 0 USER AND GROUP MANAGEMENT User s Manual 5 0 User and Group Administration 5 0 USER AND GROUP MANAGEMENT 5 1 Manage Users An administrator should navigate to this section by clicking on the Users tab or the Manage Users link under the Users tab in the system menu The page below will load first allowing the administrator to search for a specific user by first let
4. Create Survey under the Survey tab This page allows the administrator to title the survey template select the type of speech to be used what devices will be sent to and any date time scheduling options By selecting a start and end time the administrator is creating a window in which the survey will call and only during that time window If too small of a window was created then the survey will continue the following day during the same times Create New Survey Format Survey Name d ae Survey Type Text to Speech TTS Voice Recorded ee Send To Phone 1 Work Phone Home Phone 3 Cell All Phones r r m m start Date Today Thursday 2 26 2009 Start Time 8 00 AM End Time 5 00 PM NOTE Start and End Times specify the time constraints in which calls are made each day If an alert is not finished by End Time then it will resume at Start Time the following day To run continuously select N A for both Start and End Times CONTINUE 6 1 2 Creating a New Survey Content After completing the format section now an administrator will be asked to create questions for the survey and a list of available answers to those questions User s Manual Page 6 2 Create New Survey Content Question Answer 1 Answer 2 Answer 3 Answer 4 Answer 5 Answer 6 Answer 7 Answer 6 Answer 9 What color do you prefer Red I or OO OO CC CONTINUE 6 0 Surv
5. To access this feature click on the clock icon next to the last modified date of the saved alert Ongoing reoccurring alerts can be suspended by selecting that option under the Status field in the Reoccurring Option form Saved Alerts Reoccurring Options Listed below are the details for the saved alert as well as options for setting up reoccurring broadcasts for the alert Setting the status to Off under reoccurring options will erase any current reoccurring settings you have for this alert If you wish to save your options but stop reoccurring broadcasts for this alert set the status to Suspended Saved Alert Details F Reoccurring Options Title System Test Status Off No Options Degree Yellow Frequency None Category General Start Date E Type TTS End Date E Optional Message Text test Start Time 2 00 AM Message Audio WA Text to Speech End Time 39 00 PM SMS Pager Text WA SAVE Groups Test School User s Manual Page 4 7 4 0 Broadcasting Alerts 4 4 2 Modifying Deleting a Saved Alert The administrator can modify a saved alert either by clicking on the title during the broadcast alert process or after clicking the Saved Alerts link located in the top menu under the Alerts tab Once modified the saved alert can be saved with changes or saved as a new saved alert keeping the original intact Saved alerts can be deleted on the main Saved Alerts listing page by checking the box next to each alert that
6. button For format changes to be saved the Update button at the bottom must be clicked Edit Survey Instance Format Favorite Color survey Name Favorite Color Survey Type Voice Recorded Send To I Phone i Work M Phone 2 Home V Phone 3 Cell All Phones Start Date Today Thursday 2 26 2009 Start Time 8 00 AM End Time 9 00 FH NOTE Start and End Times specify the time constraints in which calls are made each day If an alert is not finished by End Time then it will resume at Start Time the following day To run continuously select WA for both Start and End Times UPDATE FORMAT MH Below is a screen capture of the edit survey instance recipients form For recipient changes to be saved the Update button at the bottom must be clicked Changes to recipients and format are independent of each other and must be saved separately User s Manual Page 6 8 Edit Survey Instance Recipients Favorite Color Groups Users Test ISD i Subs Test School El O c0 iLe O OO m Band Internal Tests i CF Group i Toll Free Test iL Spanish Grades Languages i Test ISD Janitors i Test 50 admin i Home Caller ID Test i Normal Test Group i Support Group UPDATE RECIPIENTS a 6 4 Survey Reports 6 0 Surveys Administration Administration Administration Administration Administration Administration Administration Administration Administrati
7. is to be deleted and then clicking on the Delete Selected button at the bottom of the page 4 5 Step 3 Selecting Groups To send to users on the system one or more groups must be selected as well as sub grouping options Once selected the administrator can go to Step 4 or go back to Step 2 to edit the message If a group is in bold text then it is a top level organization group If this group is selected t will override all other groups below it since it encompasses the entire organization Sub groups users grades languages will still apply to top level group Step 1 Step 2 Step 3 Step 4 Step 5 Select Message Type Compose Message Select Group s Confirm Recipients Broadcast Groups TestI5D Administration i Subs Administration 1 i Test ISD Janitors Administration 10 E Test ISD admin Administration 1 Test School High School 11 E L Band High School 1 Spanish High School 1 GO TO STEP 4 EDIT MESSAGE User s Manual Page 4 8 4 0 Broadcasting Alerts 4 5 2 Users Sub Grouping If an organization has more than one user type i e parents students managers faculty etc then this tab will appear next to the Groups tab This allows the administrator to select types of users to receive the alert If this tab is present then at least one user type must be selected Step 1 Step 2 Step 3 Step 4 Step 5 Select Message Type Compose Message Select Group s Confirm Recipients Broadcast
8. section This page lists video tutorials that walk through certain features of the system 3 2 2 Alerts This tab will take the administrator to the 1 step for broadcasting an alert and allows the administrator to select between different alert options Sub menu options include accessing saved alerts and alert categories 3 2 3 Users This tab allows the administrator to access functions that include searching for users modifying user information and adding new users User groups are also managed in a sub menu option under this tab 3 2 4 Surveys If available the tab allows an administrator to create and manage surveys that can be broadcasted to selected recipients Results of surveys are listed under the Reports tab 3 2 6 Reports This tab allows the administrator to retrieve information on all alerts sent as well as their receipt status If surveys are available then those reports are also accessible through this tab 3 2 7 Sign Out A function that allows the user to sign out of the system and ending the session which will deny all future access until the user successfully signs in again User s Manual Page 3 3 3 0 Getting Started 3 3 Changing Username and Password An administrator can change any username password for any user he she has administrative rights for including themselves This can be done by looking up the user in the Administer Users section and changing the username password information using the modify us
9. send out Alerts can also be grouped together on the reporting page Refer to section 4 8 for information on managing these categories 4 3 3 Subject The subject field specifies a subject line for email and text messaging This field also is used as the title of the alert in the reports 4 3 4 Message The message field allows the administrator to type the content of their voice recorded message This way an email or SMS Text message can be sent along with a voice recorded message This field is optional 4 3 5 SMS Pager Text The SMS Pager Text field allows the administrator to type the content of their voice recorded message This way an email or SMS Text message can be sent along with a voice recorded message This field is optional 4 3 6 Caller ID The Caller ID field allows the administrator to include the Caller ID number so message recipients know the source of the message they are receiving 4 3 7 Phone Number The phone field allows the administrator to type in his her phone number so that the system can call and the administrator can record a message over the phone This is done by filling out the form and then clicking on the Call Me button Once recorded options will be given to play the recording call again to record a new message or continue on to the next step of the broadcast alert process User s Manual Page 4 5 4 0 Broadcasting Alerts 4 4 Step 2 Saved Alert If this option was clicked by administrator in
10. 1 1 System Overview IRIS the Immediate Response Information System is a system for broadcasting alerts to multiple communication devices simultaneously via a secure web based administrator interface designed and developed by TechRadium Inc Alerts are delivered according to organization and or individual user preferences including multilingual translations IRIS has multiple options for message creation including text to speech a method for recording voice and saved alerts Two other key components of the system are the user data management module and the system reporting module 1 2 Copyright and Patent Protection Notice Copyright 2009 by TechRadium Inc The IRIS product is protected by U S Patents 7 130 389 7 174 005 7 362 852 7 418 085 7 496 183 7 519 165 and 7 624 171 Patents Pending This document may be used under the terms the Authorized Use Permission Section 1 3 1 3 Authorized Use Permission TechRadium hereby grants to you and you acknowledge that you are acquiring only a limited non exclusive license the License to use the Software for use only in the course of your organization and for only the number of authorized seats TechRadium remains the owner of all right title and interest in the Software and in any copies of it The License authorizes one internet login access per authorized seat of the then current version of the Software and access to the associated online documentation You agree not to ma
11. AIRIS USER S MANUAL IRIS Immediate Response Information System TechRadium Inc Revised December 2009 Copyright 2009 by TechRadium Inc Revision Sheet Revision Sheet 5 15 08 Version 7 2 updates with reporting re design 2 25 09 Version 7 3 updates w th survey merge 12 2 09 GIS additional filter update User s Manual Pagei USER S MANUAL TABLE OF CONTENTS Page 1 0 GENERALINFORMATION ae ie 1 1 1 1 SYSIEM OVELVIEW A I EErEE rE LENEE EEEN 1 1 1 2 Copyright and Patent Protection NotiCe sssssecccccssssccccceocccsssscccoccsssseceecocsssssceeecssssssseeeoso 1 1 1 3 Authorized Use Permission ii 1 1 1 4 Pomts Of Coman Rene 1 2 bpk O ren 1 2 PAE Technical Supporter lee edo aa lnanialelenibelameieg 1 2 4 3 PMen YANTO SUDDO A a ihn 1 2 2 0 SIS IEM SUMMARY ana A ii 2 1 2 1 System CONTICUT AO coccion cnc aca ne 2 1 2 2 Dia PIO WS unnan A A III IAS cara 2 1 2 3 User Access Levels a RR nennen 2 1 2 4 Contingencies and Alternate Modes of Operation ccccccccssssssssssssccccscssssssssscccscssseeees 2 2 3 0 GETTING STARTED un TA ii 3 1 3 1 SIEnINE A rei 3 1 3 2 System O A A 3 2 JLA HOMETO O A A enaene 3 2 322 2 1 eR OT ETP OO He gO Te 3 3 3 29 USER na Bee 3 3 BZA UNOS een een 3 3 3 26 REPO a dl cia 3 3 3 2 7 SIEN OB rs messe o A A ae 3 3 3 3 Cha ns ng Username and Password 3 4 3 4 Exit the Syste a O 3 4 4 0 BROADEASTING ALERTS AAA 4 1 4 1 step L Select Message Type a
12. Step 1 then a listing of saved alerts will appear on the page The administrator can edit the saved alert by clicking on the title To select the saved alert click on the radio circle button in the right hand column and then click on the Go To Step 3 button at the bottom of the page Step 1 Step 2 Step 3 Step 4 Step 5 Select Message Type Compose Meszac Select Group s Confirm Recipients Broadcast Title Subject Category Type Date Modified Select 1 Parents Grandparents Day Test General TTS 31342007 8 07 PM 2 Report Cards General voice 15 2008 1 25 Phil C 3 System Test General TTS 215 2008 1 25 PM t GO TO STEP 3 4 4 1 Creating a New Saved Alert The administrator can create a new saved alert by clicking on the Saved Alerts link in the top menu under the Alerts tab This page will list all current saved alerts as well as a button for creating new messages Existing saved alerts can also be deleted on this page by selecting each alert with a check in the box in the right hand column and then clicking on the Delete Selected button at the bottom of the page Clicking on either the New TTS Alert or New Voice Alert button will begin the message creation process with an option to save the message once completed Any alert created during the Broadcast Alert process can also be saved and will be listed under Saved Alerts Saved alerts can be made public to all administrators within the organization or restricted to the author of t
13. Users without administrative rights can sign in via the form shown above or can go to https www irisdispatch com users and enter their username and password in the respective fields then click on the Submit button User s Manual IRIS User Profiles Username Password Forgot your username password Click Here If ze do not have your username and or password please call customer support at 1 800 716 6521 Page 3 1 3 0 Getting Started 3 2 System Menu The menu for an administrator once signed in w ll appear on the top while the bulk of the page will contain the steps for broadcasting an alert The administrator interface can be navigated by clicking on any of the links in this menu Listed below are the names and description of each menu item Some menu options may not be available depending on what features are available and the rights of the administrator HOME ALERTS USERS SURVEYS REPORTS SIGN OUT For users without administrative rights the only menu item will be a link to Log off of the system 3 2 1 Home Page This is the first page an administrator sees after successfully signing onto the system Current activity is the first thing listed on this page This shows any alerts that are in progress for the organization as well as other alert information Any noteworthy system updates are listed below the activity details Welcome to IRIS Activity Details Options Signed In As S
14. an 500 users then all the users will be listed with a checkbox next to their name This allows the administrator to unselect individual recipients that the alert does not need to be broadcasted to All select groups will be listed along with total recipients in each group and an overall total below that Next to the gray box the sub grouping options will be listed Anything displayed in red will alert the administrator to review his her grouping selections Once all information has been confirmed the Send Alert Message button should be clicked The Save As New button allows the administrator to store this alert in the Saved Alerts section as a new saved alert User s Manual Page 4 14 4 0 Broadcasting Alerts 4 7 Step 5 Broadcast This page will display confirmation that the alert has been sent or scheduled There will be a list of options to allow for cancelling the alert viewing more information for the alert and changing the scheduled delivery date time Step 1 Step 2 Step 3 Step 4 Step 5 Select Message Type Compose Message Select Group s Confirm Recipients Broadcast Broadcasting Alert 130915 Alert Details Options Title Absent From School Today E Cancel Alert View Groups Status Queued to Start O 4 search Recipients Degree Red Ed Cha Schedule Date Time Window Category Attendance Sender Smith Joe m E Recipient Dewice Summary Created Wed 2 25 2009 1 26 PM D Email O Phone 2 Start Date Wednesday 2 25 2009
15. c Pager U User Information Account Information First Name Joe Date of Birth MM DD YYYY 03 14 1969 Last Name Smith Local ID Middle Initial Last 4 SSN Desired Username joesmith Address 1 Password TT ne Verify Password City PIN essees state FT Zip User Type Admin Country United States Grade Students Position Faculty Admin Language English Gender mate Notified By a a Select Group s Phone 1 Iv v v u O Hold down CTRL to select more than one Phone 2 O O M C O Test ISD admin Phone 3 mi r E rj mM Phneisms O Mm mr O Phone 2 SMS pe O E E E pal Phone 3 SMS E N Mn E Email V C C C M Pager C OF OF O O SUBMIT DEACTIVATE amp User s Manual Page 5 3 5 0 User and Group Administration 5 1 3 Modifying User Information via Users Sign In Users of an organization without administrative rights and who have received a valid username and password may sign in at https www irisdispatch com users to modify their information Organizations have the option to limit their users to what fields can be modified Fields that cannot be modified will be grayed out Account Contact Information Edit Form Sign Out Account Information Contact Information Phone Number 1 5555555555 ee ye mae Ext sms M Fhone Number 2 en en Ext PFlsms C Phone Number 3 en Es Ext E sms C Email jdoe eomeisp com Se
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17. cond Email Pager Number Alphanumeric Pager 7 Address 1 123 Main St en Adress 33 Last 4 SSN Student Faculty ID N A il ici School N A State x r Grade 03 Zip l Perr New Password Verify Password Language English 5 1 4 Assigning Administrative Rights Please contact the account executive assigned to your organization or technical help specialist to request a new administrative right assignment or any administrative right changes 5 1 5 Deleting Users Administrators only have access to deactivate a user If a user account needs to be deleted then please contact the account executive assigned to your organization or a technical help specialist User s Manual Page 5 4 5 0 User and Group Administration 5 2 Manage Groups An administrator should navigate to this section by clicking on the Manage Groups link under the Users tab in the system menu The initial page for this section lists all groups that the administrator has rights for as well as a form to create new groups For school type organizations the group creation form has additional fields that allow the administrator to assign the new group to a specific school as well as a group level Groups Current Groups Level Total Create a New Group 1 TestlSD Organization School 2 i Subs Administration 1 asc bles acca l 3 i Test ISD Janitors Administration 10 Grou Level 4 E Test ISD admin Administration 1 Admin
18. e 3 00 AM 9 00 PM Status Complete Survey Results Question What color do you prefer Answer 1 Red Answer 2 Yellow Answer 3 Blue Answer 4 Green Recipients User amp Type Contacted At DOE JANE Phone 2 555 555 5555 User s Manual Status Phone Call Disconnected M Answer 1 1 0 0 0 Total 1 Date Answer 2 26 09 3 30 PM 1 Page 6 10 7 0 Reportingg 7 0 REPORTING User s Manual 7 0 Reporting 7 0 REPORTING 7 1 Alerts Summary An administrator should navigate to this section by clicking on the Reports tab in the system menu or the Alerts link under the Reports tab The initial page for this section lists all alerts scheduled or in progress for the organization with the date time information and who sent the alert Scheduled alerts can be canceled from this page if listed A form is available at the top for searching for specific alerts based on various parameters A list of total alerts per category is also listed and those alerts can be accessed by clicking on the category name On the bottom of the page is some graphical statistics for alerts sent Reports Summary In Progress Scheduled Alerts Sender Status Cancel Monday Meeting Smith J Scheduled Ej Search Alerts Alert Category Total 1 General 140 Sender All z 2 Attendance 1 Degree All of Category All Start Date 02 26 2008 Fl End Date 02 27 2009 E Type All SEARCH a Alerts Sent Last 6 Months Alert Deg
19. e users will not have access to the sending of an alert or any report features as well as any other user information belonging to another user User s Manual Page 2 1 2 0 System Summary 2 4 Contingencies and Alternate Modes of Operation If an administrator of the system a user with administrative rights does not have access to a computer with a web browser or the computer does not have Internet access then the administrator can contact a customer support specialist to perform the needed operations for him her In the event that an organization sends out more than one alert at the same time then the alert with highest priority will take precedence If both alerts have the same priority then the alert that made it into the queue first will take precedence Depending on the maximum queue limits the number of total recipients and the message size both alerts could possibly broadcast simultaneously User s Manual Page 2 2 3 0 Getting Started 3 0 GETTING STARTED User s Manual 3 0 Getting Started 3 0 GETTING STARTED 3 1 Signing On To sign in to the system administrators will need to go to https www irisdispatch com and enter their username and password in the respective fields then click on the Sign In button IRIS 7 3 Administration Username Password Forgot your username password Click Here If yous do not have your username and or password please call customer support at 1 800 716 6521
20. ees students homeowners etc If an organization has users with language preferences besides English then those users can be filtered by selecting the preferred language s under the Languages tab meaning that the survey will only be sent to those selected users One other tab may be available based on organization system settings titled Additional Filters This tab allows administrators to further filter users based on more dynamic information such as gender zip code and specific custom fields that reside within each user s profile User s Manual Page 6 4 6 0 Surveys Create New Survey Groups Groups Users Grades Languages TestI5D Administration E L Subs Administration 1 Test ISD Janitors Administration 10 rm i Test ISD admin Administration 1 Internal Tests Administration 6 E i CF Group Administration 1 TE Home Caller ID Test Administration 1 E Normal Test Group Administration 2 u i Support Group Administration 2 E i Toll Free Test Administration 3 Test School High School 11 r Band High School 1 E Spanish High School 1 CONTINUE 6 1 5 Creating a New Survey Confirmation This page details all aspects of the survey including the content of the survey as well as the intended recipients To edit any part of the survey click on the Edit Section button for either format content or groups If the grouping options selected equate to zero users then the administrator w
21. er tor Mao to icon ito nte 5 2 Sule AAN No e id 5 2 5 1 3 Modifying User Information via Users Sign D ccccnnnncccncnnnononnnonnnnncnnnnnnnnnnnnononononononnncnnnnnnnnnnnnnos 5 4 5 14 Assienine Aim MISA Ve SMS iio 5 4 3159 A a ns tend ee ee een 5 4 5 2 Manage Groipssu ssesseni rim teilen 5 5 52 1 Modityins Groups and Assane aan 5 5 322 MDCICMN CC OUD Scart iene cesta A E RO O onde oan acntenecedeleates 5 6 3 237 COMET NERON AAA oonedaueoase canes seededsnassynnd een see 5 6 324 Assistance Rees anna 5 7 6 0 SURVEYS EISEN NEE REN 6 1 6 1 Manage O 6 1 0 11 Creating a New SUE TF ob 6 2 6 1 2 Creatins a New Survey Coheni er rear 6 2 6 1 3 Creating a New Survey Voice Recording Option cccccccccnnnnnnnnnonncnnnnnnnnnnnnnnnnnnnnnnonnnnnnnnnnnnnnnnnnnnnnnos 6 3 6 14 ECreali e a New Survey OTOU eier 6 4 6 15 Creatins a New Survey CONAM 6 5 6 2 Edit a Survey TemplatE ii A AA Aia 6 7 6 3 Edit 3 Survey Instance serna sccebevasesdevessvocebecasasbtaseeaeecatasecavesewecslasavessacseecctoatavesbers 6 7 6 4 Survey IRC A O EO E Ea 6 9 7 0 REPORTING cts 7 1 7 1 Alerts SUMA aaa 7 1 vll SEHEN Os o II II 7 2 AS A erneut 7 2 7 2 Alert Detallado aaae aa a ones irc 7 3 User s Manual Page iii 7 3 SUEVEY ROEDORES na iihhiinn inne 7 5 8 0 INDEN aia a E csi 8 7 User s Manual Page iv 1 0 General Information 1 0 GENERAL INFORMATION User s Manual 1 0 General Information 1 0 GENERAL INFORMATION
22. er form If a selected username already exists in the system the administrator will be prompted to enter a new unique username 3 4 Exit the System To properly exit the system the user must click on the Sign Out link in the menu This will ensure that the session is completely closed Closing the browser does not always close out the session thus allowing for an unauthorized user to gain access to the user account User s Manual Page 3 4 4 0 Broadcasting Alerts 4 0 BROADCASTING ALERTS User s Manual 4 0 Broadcasting Alerts 4 0 BROADCASTING ALERTS 4 1 Step 1 Select Message Type This page allows the administrator to select from three different options on sending a message as well as describe how each alert degree color notifies users by devices listed Step 3 Step 4 Step 5 Select Group s Confirm Recipients Broadcast Phone 1 Work Phone 3 Cell Phone 2 SMS Email Phone 1 Work Phone 3 Cell Phone 1 Work SAVED ALERT Phone 3 Cell Email 4 2 Step 2 Compose Text to Speech Alert By clicking on the Text To Speech button from Step 1 a compose alert form will load for the administrator to complete User s Manual Page 4 1 4 0 Broadcasting Alerts 4 2 1 Alert Degree This allows the administrator to color code the alert based on priority of the message Each color can be adapted to an organization s notification policy For example red alerts can be emergency notifications while
23. ess edit amp resend the alert and delete the alert Cancelling the alert will stop any calls not currently in the queue and keep them from going out Edit amp resend allows an administrator edit the message and recipients and send as a new alert By deleting the alert all recipient information will be deleted as well This action is permanent The delete alert function may be disabled depending on an organization s policies User s Manual Page 7 3 Alert details page Reports Alert 133896 Alert Details Title Monday Meeting Status Scheduled Degree Red Category General Sender Smith Joe Created Fri 2 27 2009 10 33 AM Start Date Monday 32 2009 Time Window 8 00 AM to 9 00 PM Started Ended Calls 0 1 Cale Made Emails 0 1 Emails Sent Message Content Message Text This is a test alert Message Audio NA Text to Speech SMS Pager Text N A 7 0 Reporting Options ES Cancel Alert fe View Groups search Recipients Recipient Device Summary E Email O Phone 2 Also available is the Resend Based on Status feature By clicking this an administrator can send the same alert to recipients based on their present call status For example the alert can be re sent to all recipients with a call status of No Answer Depending on what option is selected from the Options box the box on the bottom of the page could be the Message Content as shown above or change to any of the following A
24. eys 230 255 Character Limit Each question can have up to 9 available answers to choose from with a minimum of 2 answers required Once finished the administrator will go to the next step by clicking on the Continue button 6 1 3 Creating a New Survey Voice Recording Option If voice recorded was selected for survey type then the record page will follow the question and answers step This page will list the question and answers typed in as well as a field to enter a 10 digit phone number the administrator provides When the Call Me button is clicked on the system will call that number and prompt for the administrator to speak the question and then each answer Once satisfied with the recordings the administrator can hang up and continue to the next step User s Manual Page 6 3 6 0 Surveys Create New Survey Record Survey Information survey Question What color do you preter Answer 1 Red Answer 2 Yellow Answer 3 Blue Answer 4 Green Record Via Phone Phone Number CALL ME g 10 digt phone number where IRIS can call you to record a voice message with no spaces dashes and punctuations lE 1112223333 6 1 4 Creating a New Survey Groups This page allows the selection of groups and sub group options By select one or more groups the sub group option tabs will become accessible It is required to select at least one group and at least one user type A user type s a category of users in the system 1 e employ
25. fic custom fields that reside within each user s profile These additional filters may or may not be available based on the organization s settings 4 5 6 Additional Filters Sub Grouping with Geographical Areas As stated above this feature may or may not be available based on the organization s settings This particular filter will allow an administrator to select an area on a map and find all recipients within that area that belong to the organization A weather radar overlay may also be available for the mapping module This feature is also referred to as GIS or Geographical Information System Step 1 Step 2 Step 3 Step 4 Step 5 Select Message Type Compose Messag Select Group s Confirm Recipients Broadcast Groups Users Languages Additional Filters Additional Filters _ Select from the available additional filters below to further narrow the list of message recipients Geographic Area Filter Click on the link to open a window that will allow you to define geographic areas or if already defined allow to recreate areas To clear all defined areas for this alert click on the red button if available Geographic Area Select a C raphic Area Gender T Male O Female Zip Code T 77354 T 77459 77478 77583 EDIT MESSAGE GO TO STEP 4 To use this filter click on the Select a Geographic Area link This will open a small window with the map interface User s Manual Page 4 10 4 0 Broadcasti
26. green alerts can be general information notifications Step 1 Step 2 Step 3 Step 4 Step 5 Select Message Type Compose Message Select Group s Confirm Recipients Broadcast Alert Degree m a c Select a Category Subject Message Category SMS Fager Text Optional 7 Caller ID 5554641000 z 145 Characters Remaining for SMS Pager Text Optional GO TO STEP 3 4 2 2 Category This allows the administrator to assign a category to each alert they send out Alerts can also be grouped together on the reporting page Refer to section 4 8 for information on managing these categories 4 2 3 Subject The subject field specifies a subject line for email and text messaging This field also is used as the title of the alert in the reports User s Manual Page 4 2 4 0 Broadcasting Alerts 4 2 4 Message The message the administrator wants to broadcast s typed n here This message will be translated to the proper languages as well as converted to speech for broadcasts to phones User s Manual Page 4 3 4 0 Broadcasting Alerts 4 2 5 SMS Pager Text Most alphanumeric pagers and text message devices can only receive a max mum number of characters per message This field allows the administrator to provide a summarized version of the message for those devices 4 2 6 Caller ID This field is optional If an organization has users that have numeric pagers then this will be the number
27. he saved alert This is done by clicking on one of two icons for the saved alert under the column Type User s Manual Page 4 6 4 0 Broadcasting Alerts Saved Alerts All of your saved alert messages also referred to as pre defined messages are listed below These are commonly used for established emergency scenarios or routine alert messages You can change or delete any of them by clicking on the title or create a new message by clicking on the buttons below The clock kJ next to the date allows you to set the saved alert as a reoccurring alert that will automatically broadcast weekly monthly or yearly There are two formats of alerts to choose from text to speech typed message or voice recorded message NEW TTS ALERT amp NEW VOICE ALERT Y Title Subject w Category Action Type Last Modified Delete 1 Parents Grandparents Day Test General TTS 3132007 8 07 PM 2 Report Cards General Voice G 2 5 2008 1 25 PM E 3 System Test General TTS 2 5 2008 1 25 PM u Saved alert is restricted to the administrator that created the alert DELETE SELECTED Click on the lock icon for the alert to make it public to all administrators in organization Saved alert is public and can be used by all administrators in organization Click on the public icon to restrict access to the administrator that created the alert A saved alert can also be made reoccurring This allows a saved alert to be broadcasted weekly monthly or yearly
28. icked on the alerts summary page then a list of all alerts under that category will be displayed This list includes the alert degree title sender date sent and size total recipients compared to total users in the organization Alerts can be reassigned to different categories by selecting each alert s checkbox and then selecting the appropriate category in the Move selected alerts to category drop down menu There is also a drop down menu to change the listing to a different category Reports Alert Category Listed below are all alerts for the selected category To change the category select a different category from the drop down menu below To move any of the listed alerts to a different category select the alerts and then the desired category Current catego Move selected alerts to catego Attendance Attendance DO Q Title Sender Date CST a Size Fr Absent From School Toda Smith J Wed 2 25 09 1 26 PM All categories can be seen by clicking on the Complete Category Listing link User s Manual Page 7 2 7 0 Reporting Reports Alert Categories Alert Category w Total Alerts Top 5 Categories 1 Attendance 1 M General B Attendance 2 General 140 7 2 Alert Details By clicking on the title of the alert the contents of that alert can be viewed This will show the title sender degree date time information and the actual message The administrator also has the option to cancel the alert if in progr
29. ill not be allowed to continue Click on the Create Survey Now button to initiate an instance of the survey This will begin surveying the recipients based on the date and time scheduling Once created the administrator will be returned to the initial survey page with the template and instances listed User s Manual Page 6 5 Create New Survey Confirmation You have entered the following If this information is correct click Create Survey Now If you would like to make changes click Edit Section Survey Format Survey Name Survey Type Devices Start Date Start Time End Time Survey Content survey Question Answer 1 Answer 2 Answer 3 Answer 4 Survey Groups Groups Test School 6 CREATE SURVEY User s Manual 6 0 Surveys EDIT SECTION Favorite Color Voice Recorded Phone 1 Thursday 2 26 2009 8 00 AM 9 00 PM EDIT SECTION What color do you prefer Red Yellow Blue Green EDIT SECTION User types selected Admin Faculty Parents Page 6 6 6 0 Surveys 6 2 Edita Survey Template To edit a survey template click on the 3 button Depending on the survey type voice recorded or TTS an edit form will be displayed for the administrator to make changes For voice recorded by clicking on the button a window will be displayed to allow a new recording to be made There will also be a play option for voice recorded elements Edi
30. ins Group Name Test School No admins exist for this group Group Address 1 Group Lewel Group Address 2 High School Group City Group State Select One Group Zip Code Group Country United States SUBMIT ne NEW USER 5 Assign Users Search Remove Users A Search Select User s To Add To This Group Select User s To Remove From This Group Use the search to display users to assign DOE JANE 123456 DOE JOHN ADD REMOVE Hold down the Ctrl key to select multiple users Hold down the Ctrl key to select multiple users 5 2 2 Deleting Groups Administrators do not have access to delete groups If a group needs to be deleted then please contact the account executive assigned to your organization or a technical help specialist Careful consideration must be made when a group is to be deleted 5 2 3 Conference Rooms Conference rooms are available on a group by group basis and allow members of a group access to a conference room following an alert notification for a conference call For example this can be used to conference key emergency management personnel Conference rooms allow a called recipient to transfer to a room during the call or furnishes a phone number in an email text message to call in to a conference room For users to be notified of an existing conference room to join as a result of an alert notification User s Manual Page 5 6 5 0 User and Group Administration the gro
31. ions as well as other problems that need immediate attention by calling the toll free number 1 866 905 IRIS 4747 and will require a PIN personal identification number to be given to the emergency support specialist User s Manual Page 1 2 2 0 System Summary 2 0 SYSTEM SUMMARY User s Manual 2 0 System Summary 2 0 SYSTEM SUMMARY 2 1 System Configuration IRIS can be accessed via any web browser on a computer connected to the Internet There is no hardware or software to install The system is primarily configured with the user and group data provided when first implemented 2 2 Data Flows Initial and concurrent data uploaded is stored in a database adjacent or remote to the system User data can be modified via the web based administrator interface Saved alerts are also stored within the database as well as all reporting information User data is used to broadcast each alert and all responses to each alert is stored in the database for current and future reporting 2 3 User Access Levels User access levels primarily depend on the user and the type of organization the user belongs to Any user with administrative rights will be able to modify user data for the groups that he she have been assigned to administer He she will also be able to send alerts to users in only those groups Depending on the type of organization users without administrative rights may or may not be able to edit their individual data only Thes
32. istration 5 Internal Tests Administration 6 l Group Name 6 i CF Group Administration 1 T i Home Caller ID Test Administration 1 ix Administration 2 CREATE GROUP g Administration 2 10 E Toll Free Test Administration 3 11 Test School High School 11 12 E Band High School 1 13 Spanish High School 1 Total Users Assigned Bold groups are system defaults and cannot be modified 5 2 1 Modifying Groups and Assignments By clicking on a name of a group from the list the following page will appear This page allows the administrator to edit the name of the group edit the address of the group if different from the organization as well as assign users to that group or remove users from that group If an administrator has rights to only one top level group then additional fields are available to allow for customized default caller id and email address that are used when sending an alert In the group assignment portion a search utility 1s provided to narrow down the user list By clicking on the Search link a form will appear to search users by name user type email phone number grade school type organizations only and other groups The group level and administrators of the group being modified are also listed in the box at the top but cannot be edited User s Manual Page 5 5 5 0 User and Group Administration Modify groups page Groups View amp Modify Edit Group Information Group Adm
33. ity is the first thing listed on this page This shows all active survey templates as well as any scheduled or running instances of those surveys By clicking on the name of the template all details for that template will be displayed Next to each template name is the type of template it is TTS is a text to speech version of the survey meaning each question and answer was is typed in by the administrator and then converted to a sound file For voice type templates the administrator has recorded in his or her own voice all questions and answers For each template is a set of available actions represented by icons on the right of the page Edit the content of the survey template GI el Create a new instance of the survey Cd Delete the template El Archive the survey making it inactive Surveys 1 Template Favorite Color Type Voice LA E 1 Favorite Color F x 2 Template Test Survey Type TTS CA a En There are currently no survey instances for this template If a template has any instances scheduled or currently running they will be listed below their template Administrators will not be able to delete or archive any templates while they have scheduled and current instances There are two actions for each instance available Edit the instance of the survey A Delete stop the instance User s Manual Page 6 1 6 0 Surveys 6 1 1 Creating a New Survey Format This function can be accessed by clicking on the link
34. ke or permit the making of copies of the Software except as authorized in writing by TechRadium You agree not to engage in participate in or knowingly permit any other reproduction distribution access to or use of any of the Software nor the creation of derivative works based on any of the Software except as expressly permitted by this Agreement or with the prior written authorization of TechRadium In particular without limiting the foregoing you agree not to engage in participate in or knowingly permit any disassembly decompilation or other reverse engineering of any part of the Software or the functions or operation thereof You agree to comply with all applicable laws regarding use of the Software User s Manual Page 1 1 1 0 General Information 1 4 Points of Contact 1 4 1 Information For information about IRIS or questions about your organ zation s set up and account please contact your account executive or send an email to sales useiris com or call the toll free number 1 866 270 0120 Visit the www useiris com website for more information 1 4 2 Technical Support For assistance in using the system or if any unforeseen problems arise contact a technical support specialist by either sending an email to support useiris com or calling the toll free number 1 800 716 6521 1 4 3 Emergency After Hours Support Available 24 hours a day our emergency support staff will be able to help with sending alert notificat
35. ll groups and sub groups including additional filters are shown if the View Groups link is clicked Groups Band If the alert is scheduled to go out Usertypes Languages Admin Englizh Faculty Spanish Parents at a future date time then the Change Schedule Date Time Window link is available This will provide a form to change those parameters for the alert User s Manual Page 7 4 7 0 Reporting gt Change Scheduled Date Times Start Date 03 02 2009 E Start Time 2 00 AM End Time 5 00 PM SUBMIT The Search Recipients box as well as a list of recipients is shown if the Search Recipients link is clicked or a portion of the pie chart is clicked Search Recipients Call Status Human Machine NoAnswer I Unreachable Duplicate Device Type Phone 1 IY Phone 2 Phone 3 Email sms Pager Last Name SEARCH a EXPORT Recipient w Type Contact ID Status Date Time CST DOE JANE Phone 2 95055555555 Not Called Yet Each recipient listed has their name contact type contact ID phone number or email address status of the contact and the date time contacted A list of call status definitions is provided by clicking on the link Call Status Definitions Call Status Definitions Human Answer Call was answered by a person and listened to in its entirety Machine Answer Call was answered by a machine voicemail and message was left Pager Call was made to a pager and the pager return number was tra
36. mith Joe Y Download User s Manual Get Fa ADOBE READER scheduled Alerts 0 Last Alert Thursday February 19 2009 9 30 AM Total Alerts Sent 139 Last Data Update August 09 2007 Comments Feedback If you have any suggestions that will help us make IRIS IRIS News and System Updates better for you please fill out the box below and click the submit button 2 24 Telco Errors ge 1 26 Upcoming Changes Additions SUBMIT User s Manual Page 3 2 3 0 Getting Started There is a link to upload new user data files in the Options box This page will list all uploaded data files to date as well as provide a form for uploading data files containing new users and updated information on current users These data files are processed by our technical staff once uploaded Common file formats include csv txt and xls comma delimited tab delimited and Excel Another link in the Options box is the Opt in Opt out for Updates This allows the administrator to determine whether to receive and system updates or news via email Below the options is a form for user feedback All feedback generated by administrators will be carefully considered for future upgrades and features If there is a problem or error with the system please contact a technical service specialist Refer to section 1 4 2 Also available as sub menu options in the Home tab are a direct link to the administrator s user profile and a Help Tutorials
37. ng Alerts in DIET Fl Ta e El E oo Pe a a N SA Gak Ri da North New Caney Tim en EE Pilla Moonsnina Ha Har kamer x Monrae City Fulshsar Bay City This window has a toolbar that can be accessed by clicking on the button which will expand the toolbar out to the right The following is a list of functions within the toolbar Drag and move map Turn on off draw polygon Delete polygon s Edit polygon s Find all recipients within polygon s Save found recipients to database le la Le llo ls ja Lock toolbar The other section of the toolbar not listed above is for controlling the weather radar imaging User s Manual Page 4 11 4 0 Broadcasting Alerts Y Radar gt s50 Ci O el The checkbox enables the radar overlay while the other buttons control the playback of the radar To draw a polygon click on the draw polygon button in the toolbar and then click anywhere on the map to plot the first point Then move the cursor to another part of the map and click again to plot the second point Continue this process until the desired polygon is drawn On the final plotted point double click the mouse to finish the polygon Once all polygons have been drawn click on the magnifying glass button in the toolbar to find all recipients within those areas If everything is satisfactory then click on the save button to store all of those points within the database A message will appear stating how many poi
38. nsmitted Phone Call Disconnecteo Call was answered but a person disconnected the call before end of message Duplicate Contact First occurrence of number that is in same alert multiple times is contacted and all others set to duplicates as to not contact the user on a single device more than intended No Answer Call was attempted multiple times but neither a person or machine voicemaill answered Call Made to Extension Call was made to a phone extension and message was left with machine voicemail Unreachable Call was attempted but could not be completed as dialed Number may be out of service Another feature on this page is the ability to export the list of recipients that is currently displayed to an Excel spreadsheet 7 3 Survey Reports Refer to section 6 4 for more details on survey reports User s Manual Page 7 5 8 0 Index 8 0 INDEX User s Manual 8 0 INDEX administrative r ghts 2 1 2 2 3 1 3 2 3 4 5 4 assigning 5 4 alternate modes of operation 2 2 assistance requests 4 13 5 7 broadcasting alerts 3 3 alert degree 4 2 4 5 broadcast 4 15 broadcast methods 3 3 categories 3 3 category 4 2 4 5 change scheduled date time 7 4 confirm recipients 4 13 message 4 3 4 5 message type 4 1 phone number 4 5 resend based on status 7 4 saved alerts 4 6 selecting groups 4 8 sms pager text 4 4 4 5 sub grouping additional filters 4 10 languages 4 9 school grades 4 9 user type
39. nts were saved There is also a button to edit the polygons which allows for dragging the polygon at each plotted point to reshape it and there is a button to delete polygons Each time the delete button is clicked the last drawn polygon will be removed Once all actions have been completed the X button can be clicked in the upper right hand corner to close the map window At that point continue editing other group options and or finish broadcasting the alert If a geographic area has been defined then an option to clear the filter is available on the Additional Filters tab next to the Select a Geographic Area link LEO ar ru A gt i Radar gt oo Se E E al d Harn Huil Parr a 4 Kenefigk Daisetta N T Y apl gali gt s Y E E iDerty gt an a Deve th en s E A an al j rene ae NM gt i rl aa a ae zar ir i P am a Pa e i ont a a iR gt iy ii 4 rn oc a y i ae Li an Lo L us LIFE E Fi 4 A i League Gily 1 mM E Tie T En k Pi prr A E ho F un Li a gt L i ty l a i 1 a Fi A y r Angleton a Old Ocean Bay City User s Manual Page 4 12 4 6 Step 4 Confirm Recipients 4 0 Broadcasting Alerts This step is to confirm the correct groups and sub groups have been selected and that the total number in each group is correct Step 1 Step 2 Step 3 Step 4 select Message Type Compose Message Select Group s Confirm Recipients
40. on Administration High School High School High School 1 10 1 6 1 1 2 3 11 EDIT FORMAT The initial report page lists all surveys and their status listed in descending order by date Also listed is the type of survey voice or TTS and the time window set time or continuous The status of the survey indicates if the survey is scheduled complete or currently running Reports Survey Name 1 Favorite Color Test Survey Test Survey Test Survey Test Survey Test Survey AT a E Test Survey User s Manual Type Voice TTS TTS TTS TTS TTS TTS Date 41152008 4 15 2008 4115 2008 H20 2008 120 2008 3 20 2008 Time 8 00 AM 9 00 PM 8 00 AM 9 00 PM 8 00 AM 9 00 PM 8 00 AM 9 00 PM 8 00 AM 9 00 PM 8 00 AM 9 00 PM 6 00 AM 9 00 Ph Status Complete Complete Complete Complete Complete Page 6 9 6 0 Surveys By clicking on the title of the survey on the list above a detail page for that survey will be displayed This page shows the question and answers for the survey as well as the responses Other information included is the type groups sent to number of recipients contact devices date time and the status of the survey Report Detail Favorite Color Survey Details Type Voice Groups Band User Types Admin Faculty Parents Languages English Spanish Devices Phone1 Phone2 Phone3 Recipients 1 Scheduled Date Thursday amp Scheduled Tim
41. rator can change this for each user individually based on how that user would like to receive his her alert notification based on contact device and color degree of alert If the user is an administrator of the system then the icon w will appear at top If clicked on a window showing all groups that the user is an administrator of 5 1 2 Adding a New User An administrator should navigate to this section by clicking on the New User button at the top of the Administer Users page This form will be identical to the modify user form except all fields will be blank Administrators should make sure to fill out the form as completely as possible Remember each user must be assigned to at least one group to ensure that if that group is selected during an alert notification the user will be broadcasted to By default all groups that are administered by the administrator that is creating the new user will be selected This can be changed by selecting the correct groups for that user User s Manual Page 5 2 5 0 User and Group Administration User Information Form Modify IRIS User Account Required field Note Please enter at least one contact phone number AND an email address for notifications Contact Information Fhone Number 1 er REN ae 5555555555 Ext Phone 1 sMs M Phone Number 2 ae eg Ext Phone 2 sms 1 Phone Number 3 m P a 5551234567 Ext Phone 3 sms M Email Email 2 Pager Number Alphanumeri
42. rees Sent N N Red Orange Yellow Blue Green SED Oct Mon Dec Jan Feb By either searching for alerts using the search form or clicking on a category or a segment in one of the two graphs a listing of those alerts will be provided User s Manual Page 7 1 7 0 Reporting 7 1 1 Search Alerts If a search is performed using the search form on the alerts summary page or one of the segments in either of the two graphs are clicked both of which are also on the alerts summary page then a result page listing those alerts will be displayed The page will also provide the search parameters at the top which can be changed and a new search submitted The listing will show the alert degree title category sender date sent and size total recipients compared to total users in the organization The list can be sorted by clicking on the column headers To view the details of an alert click on the title of a specific alert Reports Search Alerts Search Parameters Sender al Start Date 02 27 2008 SEARCH 1 Degree Green End Date fo 27 2009 EE Category All Type All Search Results Category Sender Date CST Size a Test Sis General Smith J Tue 313 06 1 02 PM El a Test Email Alert General Smith J Tue 41 05 9 43 AM El a Testing Email On General Smith J Wed 3 25 08 10 14 AM El a Testing Email SMS General Smith J Wed 3112 08 11 04 AM mil 7 1 2 Alert Categories If a category is cl
43. s 4 9 subject 4 2 4 5 text to speech 4 1 voice recording 4 4 call status definitions 7 5 caller id 4 4 4 5 categories 4 2 4 5 4 16 caveats and exceptions 4 8 User s Manual conference rooms 4 13 5 6 contingencies 2 2 data flows 2 1 geographical information system 4 10 GIS 4 10 groups assistance requests 5 7 conference rooms 5 6 deleting 5 6 manage groups 5 5 modifying assignments 5 help and tutorials 3 3 home page 3 2 logging on 3 1 pager return call number 4 4 4 5 password 3 1 3 4 5 2 5 4 reports alert categories 7 2 alert details 7 3 recipients 7 5 alerts 7 1 alerts summary 7 1 search alerts 7 2 reports 3 3 saved alerts 3 3 saved alerts creating 4 6 saved alerts reoccurring alerts 4 7 saved alerts modifying deleting 4 8 8 0 Index s gn out 3 3 3 4 surveys 3 3 creating confirmation 6 5 content 6 2 format 6 2 groups 6 4 voice recording option 6 3 manage surveys 6 1 reports 6 9 7 5 survey instances editing 6 7 survey template 6 2 survey templates 6 1 editing 6 7 system 1 1 2 1 2 2 3 1 3 2 3 3 3 4 5 1 5 2 5 5 7 1 configuration 2 1 system menu 3 2 text to speech 6 1 time window 6 2 6 9 TTS 6 1 uploading user data files 3 3 username 3 1 3 4 5 2 5 4 users 3 3 access levels 2 1 adding 5 2 deleting 5 4 language preference 5 2 manage groups 3 3 manage users 3 3 5 1 modify 5 2 5 4 Page 8 1
44. section 3 1 as to how users without administrative rights can access their profile User s Manual Page 5 1 5 0 User and Group Administration 5 1 1 Modifying User Information On the following page is the form for changing user contact and personal information Fields that are denoted by an asterisk are required fields and must not be left blank This form also allows for changing the username and password of the user as well as the option to ass gn the user to one or more groups Users with a language preference other than English can select from different languages as well in which to receive their alerts Depending on the type of organization some additional fields may appear 1 e Grade Position etc An administrator also has the option to deactivate a user The user will still be in the system but will not have access to his her account nor will he she receive any alert notifications Next to each phone contact device is a check box for SMS short message service which basically denotes whether the phone device can receive text messages This type of device more typically than not will be a cellular phone Devices with this box checked will receive a text message any time that device is not selected to be called Refer to the alert degrees for the organization when sending an alert notification to see what devices are contacted Each organization has a default call matrix which is shown for each user under Notified By An administ
45. t Voice Survey Content Favorite Color Name Favorite Color Question What color do you prefer e gt 255 255 Character Limit Answer 1 Red Qa El le Answer Yellow F El b Answer 3 Bue XK a p Answer 4 Green KW be a SUBMIT The question and all answers can be modified however the question and the first two answers cannot be deleted Click on the button to add more answers to the survey This button will only be displayed for the voice recorded survey For TTS type surveys an administrator will only need to modify label fields Make the answer field blank 1f the answer 1s no longer needed Click on the Update Labels button once all changes have been made 6 3 Edit a Survey Instance This page allows for the intended recipients to be modified as well changing the contact devices that are to be sent to There are two sections that can be modified the format of the survey and the intended recipients This feature is useful if a survey is set to start at a future date and or time and changes need to be made Once any changes have been made then those changes will be saved by clicking on the Update Survey Instance Format button for format changes and Update Survey Instance Recipients button for grouping changes User s Manual Page 6 7 6 0 Surveys Below is a screen capture of the edit survey instance format form You can switch back and forth between the format and recipients by clicking on the relevant
46. ter of last name whole or partial last name user s phone number email address local id student or employee id or by listing all users in a specific group or groups A result page will appear once the search has been initiated listing all matches By clicking on the name of a user in the list the administrator will be able to modify that user s information User Accounts NEW USER amp List Users by Last Name Click on a letter below to list all users whose last name begins with that letter A BEeDEFFGSGHIJI KELMNWNOPOQORS TU VWKY Search Users List Users by Group Search by any of the following Select group s below to list all users that are assigned to those groups Last Name Hold down the CTRL key to select multiple groups Test Elementary Test ISD Test ISD admin Test ISD Janitors OR Test School El Phone Number LIST USERS OR Export Updates First Name Optional Email Address Users that have access to the profile administration tool and update their profiles These changes are logged and can be exported to an Excel file DR All Local ID A EXPORT Profile changes that are made via file uploads by the organization SEARCH a RESET wi are not logged here Only individual changes are logged Also available is the ability to export user profile updates This export will list all changes made by users to their profile if this is allowed by the organization Refer to
47. transmitted to those devices In some cases this number will also be the caller ID for broadcasts to phones with the caller ID feature If a number is not specified in this field or for the organization then the default call in phone number will be used and if dialed by a user the system will playback the last alert notification received 4 3 Step 2 Voice Recording Alert By clicking on the Voice Recording Alert button from Step 1 a compose alert form will load for the administrator to complete Step 1 Step 2 Step 3 Step 4 Step 5 Select Message Type Compose Message Select Group s Confirm Recipients Broadcast seco c O OF Category select a Category Subject Message Optional SMS Pager Text Fr Optional Caller ID 8554641000 145 Characters Remaining for SMS Pager Text Optional 10 digit phone number where IRIS can call you to record a voice message with no spaces dashes or punctuation e g 5551113333 Phone Number Extension CALL ME E Voice Recording User s Manual Page 4 4 4 0 Broadcasting Alerts 4 3 1 Alert Degree This allows the administrator to color code the alert based on priority of the message Each color can be adapted to an organization s notification policy For example red alerts can be emergency notifications while green alerts can be general information notifications 4 3 2 Category This allows the administrator to assign a category to each alert they
48. up that the alert was sent must be conference room enabled and the option selected when sending the alert refer to section 4 5 To enable a group for this feature please contact the account executive assigned to your organization or a technical help specialist 5 2 4 Assistance Requests Assistance requests are also available on a group by group basis and allow members of a group to specify if they need assistance during an alert notification for example during an area evacuation For users to be asked this question during a broadcast the group that the alert was sent must be assistance request enabled and the option selected when sending the alert refer to section 4 6 When a user receives a call that uses this feature and they respond by pressing the corresponding number key on their touch tone phone default key is 5 the result is recorded and is then furnished in the alert report To enable a group for this feature please contact the account executive assigned to your organization or a technical help specialist User s Manual Page 5 7 6 0 Surveys 6 0 SURVEYS User s Manual 6 0 Surveys 6 0 SURVEYS This feature 1s optional based on the system settings Surveys may or may not be available Refer to section 1 4 1 for contact information regarding system settings and organization setup 6 1 Manage Surveys This page is accessed via the Surveys tab or by clicking the Manage Surveys link under the Surveys tab Current activ
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