User Manual: Manager
Contents
1. Send Send Send Send Send Send Send 11 4 1 PROFILE The Member Profile is the section in the application that contains each members critical contact location and dependent data The profile of a manager can be found by clicking PROFILE next to the Personal Information Name Nickname Member ID 1 100 Last 4 of SSN 7602 Department Facility Title CEC Last Checkin No Event Transformyx Inc Corporate Headquarters Current Location TFMX Office v 8510 Quarters Lake Road Baton Rouge Louisiana 70809 Return Date N A Address Photo Upload Browse linu ao ad Change Member Groups None Skills 5 Text Messaging 1 225 413 5715 Sprint PCS Enabled Add A Cell Phone Priority 1 v Enable Number Carrier Select Carrier v UPDATE SAVE Add a Location Locations ft Default Home Location gt Eai i aa aa aa RT ye Location Home Address 19441 Oak Park Court Location Test Edit Delete gt Dependents Spouse Wendy Bethea Child Brooke Bethea Child Relative Pet Luke Nathan Bethea Evanna Alvis Add A Dependent Name Email Addresses 1 daude bethea transformyx com Add An Email Email Address Edit Delete Edit Delete Edit Delete Edit Delete Edit Delete username in the welcome note Member profiles can be uploaded in bulk in the system setup for easy implementation Be sure to add2. o E Transformyx M rallypoint prepare communicate recover User Manual Manager www myrallypoint com 1 RallyPoint User Types Members Members comprise of any cardholder that belongs to an organization Members may include but are not limited to employees clients vendors Board of Directors investors even immediate family if requested In general members have a much smaller role than any other user type with regard to the amount of complexity required to run the system Members have the following capabilities e Check in e Manage Member Profile e Send Receive and Reply to Corporate Messaging e Receive Corporate Data such as Documents Pictures and Video Departmental Managers Departmental managers are basic members that also manage a group or several groups of people Generally you can define departmental managers directly from your organization chart Every member is directly linked to his her departmental manager Departmental managers have the following capabilities e Check in e Manage Member Profile e Manage Employee Profiles e Upload Store Share Documents Pictures amp Video e Create amp Manage Events e Send amp Receive Corporate Messaging e Setup amp Maintain Trusted Communication with Clients Vendors and Media e Manage Facilities e View Reports Facility Mangers Facility managers are basic members that manage a physical facility location Facility managers are tasked with the resp
3. Email Address 4 1 5 Adding Updating Locations Adding a Location To add a location enter the required information in the Add a Location form Once the form is complete click ualledate Saveus The information will be added to your profile Add a Location Locations 20 De fou le Lo Location Dwayne s Ilouse ras Delete Set as Current g iii Setting Location as Current The Current Location is your Pian F3 NIA T vcw Mop nie a SS present location when checking De 3 Daves St 626 in There are two ways to set z Phone SEA your current location This is my current location Phone T3 a arw Man www myrallypoint com 14 1 If your current location is a previously added existing location locate the desired location from the list and click 22t as Current j pop up window will appear reminding you to click Update Save Click OK then click __Update Save 2 If your current location is a location added on the fly complete the Add a Location form and L a TE select the This is my current location check box Click ipsas g the location will be added to your profile and set as your current location Updating a Location To update a location find your desired location from the list click LEdit and the information will appear in the form to the left Update the information in the form and click __Update Save _ Deleting a Location If you would li
4. ID 1 100 Last4 of55N 7602 Department Transformyx Inc Facility Corporate Headquarters Title CEO Last Checkin No Event Current Location TAMY Office Address 8510 Quarters Lake Road Baton Rouge Louisiana 70809 Return Date N A Fhoto Upload Browse CFO Construction Instructor Skills Change Member Groups N i Laken E Deha 5 oy Liocumerts My Necent Duvar ie ig My Computer Rd my nierwnek Pees S954 ai Desktop My Dinesamests gd My Competes hiy Picture Mace pixels in size Larger images can be used but will only display 100x130 Update Save Deleting a photo To delete a photo select the Delete Photo checkbox and click to remove the image Adding Updating Skills To update member skills click _Change and the Skills and Crafts selection box will appear Select the appropriate skills and crafts or add a new skill or craft and click __Update Save _ Note Not all members will have the rights to add a new skill or craft See your system administrator if you need these rights added to your member profile 4 1 2 Adding Updating Dependents Dependants Adding Dependents e Sage edit Delete Adding dependents will give your manager insight about Child Child 1 Edit Delete additional responsibilities you may have to manage during a Child child 2 Edit Delete crisis To add a dependent go to the Dependents form on your profile
5. Inc www transformyx com Members Added 15 a i View Profile 8510 Quarters Lake Status esheets Send Message 8510 Quarters Lake Road nj 3 Forward to Friend DRS Transformyx Baton Rouge LA 70809 Baton Rouge LA 70809 OR iiit My Vend Phone 225 761 0088 Email Address daude bethea transformyx com P CERTIFIED Once the contact is found they can be added as a trusted vendor by simply clicking ADD TO MY VENDORS in the contact s profile Remember only RallyPoint Certified Vendors can be added as contacts Updating Editing Contacts Only contacts under the My Vendors Section can be edited or updated A contact must be one of the organization s vendors to edit their contact info To edit the contact Click the VIEW PROFILE tab listed in the vendor options tab If there hasn t already been contacts added for the company the information section will say There are no contacts available for this company To add invite contacts fill out the information at the bottom of the profile and choose the contact type Click Save Invite when finished This will notify that person that they have been added as a contact in the Trusted Communications Server www myrallypoint com 18 6 INBOX RallyPoint s Inbox is the messaging component This is where all messages are composed and This allows the user to keep track of all messages as well as keeping track of all messages ever sent To view all messages click the All Mess
6. enter a name in the name field then select the appropriate type from the drop down Once the form is complete click Wnbiedate Saverel o add dependents to the list Add A Dependant Name Type Select Type KA Updating Dependents To update dependents click _Edit and the information for the dependent will load into the Add a Dependent form Update the information in the form and click __Update Save you would like to delete the dependent simply click next to his her name and the information will be removed from your RallyPoint 4 1 3 Adding Updating Contact Information The contact information should be up to date at all times Disasters are dynamic and so are preparedness and recovery plans Managers broadcast mission critical information to the communication devices you provide You will notice a Priority setting for the Email and Text Messaging fields Managers will decipher which device s the alerts are sent to based on the priority setting Generally during an emergency the broadcast will be sent to every device available to ensure a successful delivery Adding Updating Text Messaging 5 Text Messaging 346461654651 virgin Mobile Disabled _Test Edit Delete Adding a Cell Phone Number To add a cell phone number enter the cell phone number including the area code in the Add A Cell Phone _ Enable Number field Choose a Carrier from the drop Humar EI Select Carries down menu To receive text
7. in RallyPoint To initiate the event Choose Event Source select either natural or custom event Selecting a Natural event will create another dropdown menu for event type Select event type if this occurs Select the Start date and start time but it is not required to select an end date or time www myrallypoint com 23 There is also a box to designate this event as a drill To make the event a drill check the box Fill in the description with text describing the event details Click Save Add to create the event Clicking reset will erase all the info for that event Updating Events Once an event has been created it will appear in the main events screen on top of any other events To edit or change the event click the edit button This will bring up the Event information in the left hand side of the screen and allow a manager to edit and change this info Click Save add when finished Closing Events To close the event Click close event The event information will then show on the left hand side of the screen Click Save Add to end the event Once the event has been closed it will no longer appear in the events list however the information from this event can be reviewed in the reports section Set Check In Intervals Updating the check in interval designates how often a manager would like their people to check into the system during an event To update the check in interval click the Check in interval tab at the top righ
8. operate the TRUSTS tab Welcome Claude Bethea PROFILE Emergency Contact Donnie Carvajal 225 234 2345 OVERVIEW TRUSTS INBOX DOCUMENTS STATUS REPORTS NO THREAT E VENDORS Name City Prov State Postal Code Keyword My Vendors E i CLIENTS eT c A MEDIA i Contacts 1 10 of 83758 First Next Last My Vendors American Gateway Bank Members Added 2 a i View Profile AMERICAN 320 N Alexander Ave Status es E o Send Message G ATEWAY BANK Port Allen LA 70767 3 Forward to Friend Phone 225 387 0011 WCERTIFIED Remove from My Vendors Catholic Charities of the Diocese of Baton Rouge Members Added 1 View Profile n P O Box 1668 Status KO ERANS o Send Message Catholic Charities Baton Rouge LA 70821 Forward to Friend ot the Diocese of Baton Rouge Phone 225 242 0311 WCERTIFIED Remove from My Vendors Landis Construction Company LLC www landisllc com Members Added 1 a View Profile P O Box 4278 Status Ko SMR A Se Send Message if BE i ANDIS New Orleans LA 70178 S Forward to Friend ETT Phone 504 833 6070 Email Address tleger landisiic com WCERTIFIED Remove from My Vendors Synergy Bank www banksyneray com Members Added 1 a View Profile Tia Center P O Box 2166 Status es SEE gt Send Message s k 3 Forward to Friend ynerenpank Houma LA 70360 Houma LA 70361 OR m My Vend Phone 985 851 3341 Email Address info banksynergy com P CERTIFIED Transformyx
9. your primary Contact Information This is the place to add your primary phone and email address Edit Delete f Edit Delete Set as Current 4 1 1 Adding Updating Personal Information Adding Updating personal information You may notice your profile has pre loaded information in it This is the information that was likely pre loaded from a data import from your organization s human resources program Be sure to update your information in the member profile Click __Update Save o Save any changes Adding Updating current location within the Personal Information section members can change their current location by simply clicking on the Current Location dropdown and clicking __Update save save the changes The Current Location is used to define the exact location of an employee If you move from one place to another be sure to update your Current Location this information is used by RallyPoint to map your location graphically on our interactive mapping tool Uploading a photo To upload a photo click on the Browse button located in the personal information section of the member profile When the Choose File dialogue box pops up browse through your files and choose the image that you would like to upload and click Open Be sure to use an image that is around 100 x130 www myrallypoint com Personal Information Hame Claude Bethea Nickname Member
10. Dragna S Hilary Naquin Corporate Trusts No Manager T Talbot Corporate Direct Report Members Name Facility Haley Plaisance Corporate Last Check In Unread Messages Eui 11 03 08 01 33PM 2 a Jason Nicosia Corporate a 03 09 09 04 03 PM 20 Date 03 19 2009 08 03 13 AM A BBS Transformyx www myrallypoint com 8 Statistics There are 2 line graphs at the top left of the screen These graphs represent the current check in status of all the members that directly and indirectly report to this manager Direct Report Report of those members who directly report to you Direct Report Checked In 2 of 3 Overall Report Report of those members who directly and indirectly report to you Communications Tree The Company Tree on the left will display your current organizational structure Organizational structures are built during the initial implementation and are unlimited in their flexibility The department level is displayed in grey text and the manager of that department is displayed in blue Click through the tree to view the details associated with each level Overall Report Checked In 1135 of 2329 Communications View Facility Viev El Louisiana State University Donnie Carvajal Fe Acadiana Dr William Nunez a Central Louisiana Thomas Armstrong z LSU Alexandria Thomas Armstrong et Bi Admissions No Manager a Florida Parishes Claude Bethea pie Agriculture Cen
11. Phone Limited to 3 numbers Email Address Enter your currently working email address Address Enter the address at which you are currently located Comments Type a message for your manager in the comment box Check In Field Descriptions Every time you check in to RallyPoint it is stored in your Sent Items section of your Inbox Things You Need In this section check any of the boxes that apply to you Filling out this section will generate a report for your manager to view and form a plan that accommodates the needs of his members Things You Need Mediane Permanent Housing Things You Can Provide Check any of the boxes that apply to you Filling out this section will generate a report for your manager Once the Check In Things You Need and Things You Submit Can Provide forms are complete click Submit The information you provided will be sent to your manager Schools J RAI n G o Transportation eee S a Things You Can Prowide i fa i 5 D000 Shelter O oO oming F Murrey O O Water www myrallypoint com 17 5 TRUSTS The TRUSTS tab contains the Trusted Communications Server where all of an organization s critical vendors clients and key media contacts can be found Designated RallyPoint managers can establish a trust with their contacts in this section so as to maintain communications with these key stakeholders in a crisis This section will demonstrate how to
12. ages link in the messaging navigation bar To return to the original view simply click the inbox link and the current event messages will reload into the window ath ia za O rallypoint SYS SETUP INFO LOCAL INFO SUPPORT SIGN OUT E Transformyx Welcome Claude Bethea PROFILE OVERVIEW TRUSTS INBOX DOCUMENTS STATUS Messages Date Time a Compose Message Voice mail left from 2257 03 05 2009 09 31 AM Ga Inbox 2 Drafts tf Jason Nicosia Voice mail left from 2257 02 25 2009 09 50 AM lo Sent Items Donnie Carvajal Voice mail left from 2257 02 05 2009 01 42 PM Donnie Carvajal Call received from 225761 01 14 2009 02 25 PM Donnie Carvajal Call Initiated 01 14 2009 02 16 PM i S Messages 1 10 of 126 First Next Last From Jason Nicosia Reply To Manager r g Archive Date 03 09 09 Time 04 03PM Call received from 2257610088 Return Date 03 05 2009 Location T Company Message M Manager Message Member Checkin Message D Direct Message F Facility Message z Transformyx Types of Messages eeeeeeeeeeererereeeereeeeeerereeeesereeeesereeeeeeeeeeeseeereerereeeesereeeeseeeeeeeeseseeeeseseeeesereeeeseseeeerereeeerereeeerereeeererere pesemmmeneeeeeeneeeseeessessesssesssssstessstetetertetserteteterteteteetetetireeteertetetistetertetetereetetereeteteteeteerteteeteeteerteterssteteresteesestseseseesssessesesssssssssssesssssssssssssessssssessssssesessssessssssessssssesssesssssssescsessesassssesesss
13. anager s manager selected _ My Facility Managers This field displays the facility managers who report to the selected manager The facility the member belongs to is displayed to the right of the member s name along with the status of that facility The background color displays red if the member is checked out and green if checked in the date and time of the member s last check in is shown to the right of the facility status The number of unread messages in the member s inbox is displayed Click on this number to navigate to that user s inbox and respond on his her behalf A Send link is displayed to the far right This allows you to send a message directly to that member www myrallypoint com 10 Facility Tree Click on Facility View to view the details associated with each facility The facility name is displayed in grey and the manager of that facility in blue Click on the facility to view the details associated with each Facility View EF lo wisiana State Univers Et B Agriculture eect Bill Richardson ar E AgCt Warehouse Jerry E Steward H ff South Central Crescent Region No Manager H ff Southeast Region No Manager E ff Southwest Region No Manager es LSU Alexandria Thomas Armstrong oes Eunice Dr William Nunez P LSU p Mi I ELSU Shreveport Darlene Sibley Hebert Law Donnie Carvajal ealth Soences Center in New ealth Sdences Center in Shreveport Barrett Kennedy Baton Rou
14. ct reports 2 6 Listen to your members check in messages Remember that only new check in messages will be heard from this option You will hear the first message on the IVR After listening to your message you can Press 1 to repeat the message Press 2 for the next message Press 3 to return to main menu 2 7 Leave a global company message You will have 60 seconds to record a company wide message press pound when you are finished Press 1 to review your message Press 2 to re record your message Press 3 to deliver a global company message if you have rights As a manager you can also hear all of your member check in messages via the website at www myrallypoint com amp e www myrallypoint com 3 Navigating RallyPoint RallyPoint is an extremely sophisticated and powerful system but it was created with the end user in mind Any employee can easily learn to navigate the basic features of the system in only a few minutes 3 1 Main Navigation MAIN NAVIGATION 2e ME Transformyx rallypoint SYS SETUP INFO LOCAL INFO SUPPORT SIGN OUT Welcome Claude Bethea PROFILE OVERVIEW TRUSTS INBOX DOCUMENTS STATUS REPORTS Transformyx Inc h Print System Setup is only accessible by system administrators Click the SYS SETUP icon in the main nav This is the section where the company s communication amp facility structures are setup and managed The tabs in this section include SYS SETUP This option only appears for Sy
15. d file Click the button a labeled Share this file under the sharing tab on the document Shared Selected Managers Select the group you would like to share this file with Shared All Managers Not Shared Shared with all Shared with Managers Click continue Shared All Managers once finished Shared Selected Managers If sharing with select managers was selected a drop down menu with Shared Selected Managers the names of all employees with manager rights will appear Simply select the people the document will be shared with and click continue when finished www myrallypoint com 22 8 STATUS In this tab a member with rights can create events set check in intervals and update facility statuses s8 oe rallypaint BES Transformyx Welcome Claude Bethea reorne Faraone Denkact Denner Carvajal 8 24245 F Locaten Status iocari 8 1 Checking Out Members By clicking on the appropriate check boxes the Facility Manager can Check Out all members that belong to that facility 8 2 Check In Members By clicking on the appropriate check boxes the Facility Manger can Check In all members that belong to that facility 8 3 Set Facility Status By clicking on the appropriate radio button the Facility Manger can set the current Facility Status that is visible by all management and members for that facility Manage Events Once in the events tab it is extremely easy to create an event
16. e for and information about that individual This is an easy way find out exactly what number all the members want to be contacted at This information is also useful in creating distribution lists before and after an event 9 5 Outbound Efficiency The outbound efficiency report is a very useful tool to determine whether or not your members have logged into the system and updated their profiles This report gives the number of members with cell phone numbers and email address in the system against those who do not eS B www myrallypoint com 26
17. ess RallyPoint s check in is based on the current facility status and the interval of that event set by that member s manager or facility manager This will determine how often the user has to check in to the 9 8 O O B tue mo LOCAL mO SUPPORT SION OUT Ka e rallypoint Svs se Welcome Claude Bethea rrorne OVIRVILW TRUSTS INDOX DOCUMLATS Transformyx Inc Direct Report Claude Bethea Checked In gt Check in Form Things You Head Communications View amp Tramsfornry In E Things You Can Provide system There is a report that will allow managers to view check in intervals to see who complied with check in intervals and who didn t STATUS RLPORTS www myrallypoint com 16 How to Check In By Internet If you are required to check in the first page that will load is the check in page If the check in page doesn t load first you are not required to check in Retur Date To check in to RallyPoint click the CHECK IN tab in the navigation bar and fill out the Check In Forms Gurent Location p y Check In Fonm Check In Form Return Date Enter the date you can return to work ss par From the drop down menu select your current location State Province HA Current i 7ip Postal Code 70301 from a previously added location or select Add New m Location i iE Location to enter a new location on the fly Working Enter in your currently working phone numbers
18. ge Center a Main Campus Jackie Bartkiewicz i fil Pennington Biomedical Research Center Claude Bouchard Ph D i pee E Unive rsity of New Orleans Orleans Ney Communications View Orleans Larry Hollier John Costonis Dr Timothy Ryan When a facility is selected the manager of that facility is displayed under the field marked Manager The facility name and status is shown to the right of the member s name The background is green if that member is checked in and red if checked out The number of unread messages is shown to the right Select the number and you will be taken to that member s inbox where you can now respond to messages on his her behalf Click the Send link to send a message directly to the member from this report Manager a Bill Richardson Agricultur Direct Report Managers Name Facility a Bill Richardson Agricultur Direct Report Members Name Facility Bill Richardson Agricultur 4 Professor 1 Agricultur a Professor 10 Agricultur 4 Professor 100 Agricultur gt Professor 101 Agricultur 4 Professor 102 Agricultur a Professor 103 Agricultur No Threat Status No Threat Status No Threat No Threat No Threat No Threat No Threat 05 30 08 02 57 PM last Check In 05 30 08 02 57 PM last Check In 05 30 08 02 57 PM www myrallypoint com All 6 6 o 8 O oo co ff Unread Messages Unread Messages Send Send
19. information about check ins from current and past events This report will show a manager who met the check in times and who didn t for a specific period of time This information can also easily be printed 9 3 Map By Clicking the Map option a manager can graphically view their checked in employees and facilities This interactive reporting system allows the manager to graphically see where his employees facility status vendor locations are located as well as search for specific skill sets you may need in an emergency The members are displayed on the map in groups To obtain a more granular view click the zoom button until the desired magnification is reached This will break the members up into individual components Select a group of people on the map by clicking the selection option then click the starting point and click again on your end point The selected members will appear in red Message the selected members by clicking the Message Selected button Clear the selection by clicking the Clear Selected button Toggle the members off the map by clicking the people icon next to the Toggle option Toggle them back on by clicking the people icon again Toggle the facilities off the map by clicking the facility icon next to the Toggle option Toggle them back on by clicking the facility icon again 9 4 Member Roster The member roster report option displays a list of all members that the manager is responsibl
20. int Crisis Communication Card you are able to check in with your manager s receive vital recovery information and deliver messages informing your manager of your status and location Using your RallyPoint Crisis Communication Card Your RallyPoint member card contains login information for Online and Phone Access RallyPoint Crisis Communication Card WirAw_irryralyport com Company Name ID s s The front of the card contains the company name member name and member ID number This information is used when accessing RallyPoint BS aniv be the event of a criws Chech i and racamoa the latest offical information posted by pour ongerizetios by viewing www MyRallyPoint com 1 888 RALLYPT 2 Transforms Sew a e add d oes rye le ev eg A gE Geers amp conte wo wal ee bees ie Ve p ed ee ee i ee ee A 4 The back of the card serves as an instructional piece displaying the web address to the online application and the toll free number to the call center www myrallypoint com 2 1 Online Access te 1 888 RALLYPT rallypoint ee ee ee To access your RallyPoint account first open an Internet browser and type into the address bar www myrallypoint com Login vero eset aed BREE Trasiga mo a Ba iha exert af a erisia check in and remise the biast official information postad by pour otganinatios by visiting www MyRallyPoint com Go oe all ell Tr 1 888 RALLYPT BG
21. ke to delete the location simply click next to the address A pop up window will appear confirming your selection If you would like to delete the location selected click OK if you Log i l ancel would like to cancel your request click oo Coel Setting a Default Home Location There are two ways to set your default home location 1 If your default location is an existing location locate the desired location from the list and click _Edit The information will appear in the form to the left Click the Default Home Location check box and click __Update Save_ 2 If your default location is a location added on the fly complete the Add a Location form and select the Default Home Location check box Click Miiatiaialdiammml nd the location will be added to your profile and set as your default home location Delete 4 2 Manager Sub Tabs The manager sub tabs are located in the profile by Profile Security Check In clicking PROFILE next to the displayed name in the welcome note The three tabs are www myrallypoint com 15 4 2 1 Profile See previous section 4 2 2 Secu rity OVERVIEW TRUSTS INBOX DOCUMENTS STATUS REPORTS NO THREAT The Security Tab contains the member s access rights E Frint within the system Click the Claude Bethea Checked In Profide E Check In tab labeled Security to access this section 4 2 3 Check In This Member has System Setup acc
22. messages to the soy i D af J www myrallypoint com 13 entered number select the Enable check box and click a Update Save oo add a cell phone number to the list To test the numbers you enter click _Test and RallyPoint will send a test text message to the number selected Updating a Cell Phone Number To update cell phone numbers click _Edit and the information for the cell phone number will load into the Add a Cell Phone form Update the information in the form and click __Update Save If you would like to delete the cell phone number click Delete and the information will be removed from your RallyPoint 4 1 4 Adding Updating Email Addresses Adding an Email Address To add an email address locate the Email Addresses form Enter an email address in the Email Address field Enter the required information in the Add an Email form Add an Email Address and click __Update Save Microsoft Internet Explorer Eg A Dont forget to click Update Save Updating an Email Address To update an email address click _Edit and the information will load into the Add an Email form Update the information in the form and click Update Save f you would like to delete the email 1 haley plaisance tfmx com Edit Delete i aes address click _Delete next to the address and the information will be removed from your RallyPoint Email Addresses Add An Email Priority 1
23. n to sending it as a RallyPoint Message To send it as an email click the email box in the top right corner of the screen To send it as a text message type an abbreviated version of the message in the text r 4 o SYS SETUP INFO LOCAL INFO SUPPORT SIGN OUT E Transformyx rallypoint Welcome Claude Bethea PROFILE OVERVIEW TRUSTS INBOX DOCUMENTS STATUS REPORTS Send 4 Save Draft Spell Check X Cancel Choose Template 2 Compose Message To Company Filter Inbox LA Drafts B1 Sent Items T Company Message 2 Manager Message 3 Text Messaging Member Checkin Message D Direct Message F Facility Message BES Transformyx box at the bottom of the screen 6 2 Message Drafts Rather than compose a new message every time it is necessary drafts can be composed and saved for future use within the system To create a draft click the drafts button at the left hand side of the screen at the main message window Any drafts previously composed and saved will appear here To edit and send the draft click edit 6 3 Sent Messages Anytime a message is sent from the current account the message is save in the sent items folder To view these items click the sent items folder at the left hand side of the screen Contained in this folder are any messages sent from the user s message center Click any of these messages to review their content Click print in any of these messages to print them ww
24. ny message as well as your Manager message Press 1 to leave a check in message for your manager Press 2 to leave an announcement message for your direct reports Press 3 to hear your check in messages from your members Press 7 to leave a global company message 2 4 Record a check in message for your manager Press 1 to record your 60 second check in message Press 9 to disconnect To record a check in message you will be prompted to enter your current location 5 digit zip code RallyPoint can geo code your current location on a map for your management team to view Enter the zip code and then press RallyPoint will then prompt you to decide if you can return to work Press 1 if Yes Press 2 if No After this you will be asked if you would like to record a voice message for your check in You will have 60 seconds to record this message press when you are finished Press 1 to review your message Press 2 to re record your message Press 3 to deliver the message Once you deliver your check in message you will be asked what other messages you would like to leave Press 1 for your direct reports Press 2 to leave a Global Company Message Press 7 to disconnect www myrallypoint com 2 5 Leave an announcement for your members RallyPoint will give you 60 seconds to record this message Press when you are finished Press 1 to review your message Press 2 to re record your message Press 3 to deliver the message to your dire
25. onsibility to evacuate members located in their facility Every member should be assigned to a facility manager Facility managers have the following capabilities e Check in e Manage Member Profile e Manage Employee Profiles e Upload Store Share Documents Pictures amp Video e Create amp Manage Events www myrallypoint com Send amp Receive Corporate Messaging Setup amp Maintain Trusted Communication with Clients Vendors and Media Manage Facilities View Reports System Administrators System administrators are basic members that also have complete system access Facility managers are often the people in an organization responsible for setting up and maintaining the RallyPoint system System administrators have the following capabilities Create Communications Tree Create Facility Tree Manage Skills Manage Members Manage Company Information Manage employee profiles Upload Store Share Documents Pictures amp Video Create amp Manage Events Send amp Receive Corporate Messaging requires rights Setup amp Maintain Trusted Communication with Clients Vendors and Media Manage Facilities E www myrallypoint com 2 Getting Started 2 How to Access your RallyPoint Account Your organization cares about its people and has implemented RallyPoint into its emergency preparedness and recovery plan In the event of an emergency you will receive an alert via text message and or email Using your RallyPo
26. ree facility tree direct OVERVIEW report managers and members www myrallypoint com 7 The Trusts screen is the Online Business Directory Here the trusts are established and maintained between clients TRUSTS and vendors INBOX The Inbox is where the user sends receives stores composes and broadcasts messages DOCUMENTS _ The Documents allows users to upload store and share critical documents STATUS The Status section is where the manager checks members in and out sets the company status and manages events The Reports Screen allows the user to view real time status reports of the status of the company Messages can be sent REPORTS directly from the graphs Several reports are available including the graphical view of available assets Member Roster Report Outbound Efficiency Report and an Interval Check in Emergency Contact the emergency contact is the person the member should contact in case of an emergency This person s information can be found in the left of the Main Toolbar under the welcome note Emergency Status The emergency status is the status of each facility during an event The Emergency Status can have one of six values Below are the values that are available NO EVENT Status used when there is not a current event or possible event NOTHREAT Status used when there is an event but a threat is not imminent ALERT Status used when there isaneventandathreatislikely SY J EVACUATE Status used
27. sesassssssassssescsssssscssssesseseseeeene Company Message _ Messages sent on behalf of the company to the entire company These messages 2 _ are general in nature and come from the highest levels of the company or your _corporate communications department 00 Manager Message _ Messages sent on behalf of your direct manager These messages come directly 2 _ from your manager and should be more specific in nature giving everyone in his Member Check In Message Messages sent to managers when a member checks in Direct Message Messages sent from a single individual to another single individual Meceececcceesccscessscscessscscesesscssescnceseseesesesssseseesesnscesnsessesnceesesscescecnceusesesesseeeeeeseceseececescesecessssesessssess pesmenensesesensesessssessssssestssssssessssestssssestsssstsssssessstesessstesessssestssstssessstetessssestssesssesesesessesessssssessssessssssesssssessssssssssssssssesssessssssssssssssssessssssesessssessssssessssssessssesnssssesessssesessssssessssnsessssnssssssesessnsesassesnsesees Facility Message Messages sent from a facility manager to everyone in a facility Generally these messages will convey information on building closures and or maintenance Terererereererereeserereeserereeserereeserereeserereeserereeserereeeerereesesereeeerereeeerereesesereesesereesesereeseserereeserereereseeeeres www myrallypoint com 19 ns 6 1 Composing Messages To compose any message click Select the type of message
28. st The Check All button allows you to check each member in the list The Uncheck All button clears the selected By clicking the Inverse All button the selected members will be cleared and those not selected will become selected Continue clicking the Continue button brings you to the message component Compose the message as a RallyPoint message in the main message box as a text message in the text messaging box and or as an email by selecting the Send as Email option then click Send Filter Once you are in the mapping section of RallyPoint you can filter employees by skill set The filter button is located at the top right of the screen under the toggle option After clicking the filter button you will be prompted to choose the desired skill s to be mapped Click continue to view your selection To remove the filter simply select the filter option deselect the boxes chosen then click continue This will give you a refreshed view of the map www myrallypoint com 25 9 1 Company Overview The main menu of the reports tab is the company overview This main page shows the company tree and allows graphical viewing of the number of employees checked in and in what location or department By drilling down into the graphs it is possible to see who is checked in and message those that aren t 9 2 Interval Check In By clicking the interval Check in option it is possible to review archived
29. stem Users and allows access to the System Setup menus The INFO icon will open a new window bringing the user to www myrallypoint net where he she can learn more INFO on about the features and capabilities of RallyPoint LOCAL Clicking the INFO icon allows the users to view RallyPoint features unique characteristics current threats via INFO news feeds and a contact form SUPPORT By clicking the SUPPORT icon the user has access to a contact form along with a comment box A toll free contact number to speak to a RallyPoint representative is also provided SIGN OUT The user signs out of the system by simply clicking the SIGN OUT icon 3 1 Manager Tabs RallyPoint has built in intelligence that will display the most relevant information to the user and his associated rights The basic members will see a different opening screen based on event status and last time the user logged in The initial login will require the user to update his her profile unless an event has been declared If an event has been declared the first screen will be the member Check In This will require the member to check in before continuing If an event has been declared and the member has checked in his her Inbox will be the opening screen to allow the member quick access to the latest company and manger messaging OVERVIEW TRUSTS INBOX DOCUMENTS STATUS REPORTS NO THREAT The Overview screen gives managers an overview of the company s statistics communications t
30. t of the event Select the desired interval 1 hour 5 hours 5 weeks etc A reminder should pop up as a reminder to click the save add button Click ok and then click the save add button to update and save the check in interval amp e www myrallypoint com 24 9 Reports RallyPoint s Flex reporting system provides managers with a dash board for your company status Each bar represents the number of checked in against the total as well as percentages on who hasn t checked in and what the current critical needs of the community at large are The Reports drop down menu offers several reporting options The manager s communication tree is displaying only his direct reports View individual status reports by clicking the individual tree levels Check in status reports of the selected level is displayed to the right of the communication tree By rolling over the graph a light box will appear displaying the check in status Send a message directly from the graphs by holding down shift and left click your desired report A light box will appear with the option to send a message Once you opt to send a message another box will appear with several options Check In Status Search the drop down menu gives you the option to message either those members checked in or those not checked Once the status is chosen click search and your desired list will appear Recipient Selection Every member of the selected status appears in this li
31. tame m ae r aa 2005 2007 RallyPoint Patent Pending All Rights Reserved RB Transformyx 2 2 Phone Access To access your RallyPoint account from any working phone dial 1 888 RALLYPT 1 888 725 5978 RallyPoint Crisis Communication Card Ww myta point com Your initial login information for Online amp Phone Access Company Name Member Id Member Hame BRIS Trarsforrey ID s wwa maat orra t LOT This can be found on your RallyPoint issued member card be the ewent of crigis chechia and receive the kiest officiel information Pass Code SORES TANT SENET Oren The pass code can be any 4 numbers you choose www MyRallyPoint com We recommend that you use the last 4 digits in your social Se ae a 1 888 RALLYPT security number however it is not required BS Tanson 2 3 Phone Check In and Usage for a Manager To access your RallyPoint account from any working phone dial 1 888 RALLYPT 1 888 725 5978 Once you dial the number you will hear the voice attendant and will be asked to provide some information to verify your identity Press 1 for a payphone Press 2 for any other phone Enter your Member Id xxx xxxxxxxx www myrallypoint com This can be found on your RallyPoint issued member card Pass Code The pass code can be any 4 numbers you choose We recommend that you use the last 4 digits in your social security number however it is not required Once verified you will then hear the Compa
32. ter Bill Richardson ee E Sv Paul M Hebert Law Center Baton Rouge John Costonis E Main Campus Claude Bethea on Pennington Biomedical Research Center Claude Bouchard Ph D EH Greater New Orleans Dr Timothy Ryan H H LSU Health Sciences Center in New Orleans No Manager i E University of New Orleans New Orleans Dr Timothy Ryan HH North Louisiana Dr Vincent Marsala www myrallypoint com Communication Tree Report The overview information shown to the right of the communication tree corresponds with the tree level selected The following information is displayed Manager 4 Claude Bethea Main Campu No Threat 03 17 09 10 32 AM 33 My Manager Donnie Carvajal Main Campu 04 26 07 12 00 AM Send My Facility Managers Jackie Bartkiewicz Main Campu Mo Threat 04 26 07 12 00 AM Send Bill Richardson Agriqultur ho Threat 05 30 08 02 57 PM Send Claude Bouchard Ph D PERC No Threat 03 13 08 10 32 AM send John Costonis LSU Law No Threat 01 31 08 02 50 PM Send E E Ey el All ka Direct Report Managers QName Facility Status Last Check In Unread Messages E Bill Richardson Agricultur 05 30 08 02 57 PM 24 Send 5 Claude Bouchard Ph D PBRC 03 13 08 10 32 AM 73 Send P John Costonis LSU Law 01 31 08 02 50 PM 21 Send Direct Report Members No Direct Report Members Manager This field displays the name of the manager selected in the communications tree lt My Manager This field displays the name of the m
33. w myrallypoint com 21 7 DOCUMENTS The documents tab allows managers to upload critical documents and share them with other managers and members in an emergency Managers can each have up to one gigabyte of memory stored File Name File Upload l z Browse Storage Usage 1 of 1GB Share this file Upload Name File Size Sharing RallyPoint Contract RallyPoint_Contract dock RP Patent RallyPointPatent PDF Li Katrina Lessons df eesonsLearnedfromKatrina pdf 29KE Shared Selected Managers 6MB Shared All Managers 582KB Shared Selected Managers j RP BC eee r a 336KB z Selected Managers par RP Bus Continuity Plan pdf SOR Shared Selecte VWanage Uploading Documents Date Time 07 29 2008 palat 01 50 49PM Delete 05 08 2008 palet 11 00 11PM Delete 05 08 2008 palat 10 58 42PM Delete 05 08 2008 palete 10 57 39PM _Delete To upload a document Enter the file name in the file name box and select the file to upload by either typing in the name or browsing for it on the computer Once the desired file has been selected click upload The file should now appear in the files folder with its file size sharing designation and date time of upload displayed Deleting Documents To delete a file Simply click the delete button on the right hand side of that file Sharing Documents Once a file is uploaded a manager can share that file with other managers or members To share an uploade
34. when there is aneventandyouneed to evacuate youremployess 8 9 i n RECOVERY Status used when there is an event and you are past the initial impact Status used when there is an event and you are past the recovery phase and entering into the return to work phase RETURN ae Return is used as a general call to all employees to return _ 4 OVERVIEW The Overview screen gives managers an overview of the company s Statistics communications tree facility et ee E TEE tree direct report managers and OVERVIEW TRUSTS INBOX DOCUMENTS STATUS rallypoint SYS SETUP INFO LOCAL INFO SUPPORT SIGN OUT MRS Transformyx members Management tools including ianea ina Statistics Communication View Facility View member and manager information will be demonstrated in this section Direct Report Checked In 8 of 8 Overall Report Manager a Claude Bethea My Facility Managers 5 Haley Plaisance Corporate Corporate Mirela 10 17 08 05 01PM A 11 03 08 01 33PM Checked In 11 of 11 Communications View Facility View Direct Report Managers E amp Transformyx Inc Claude Bethea tay Admin T Talbot Adam Culpepper Corporate Last Check In Uia 09 06 08 01 17 AM UEa 09 02 08 08 39 AM VRET 02 05 09 01 42 PM jeje 12 11 08 06 52 AM eminem 09 05 08 12 55PM mer Service Hilary Naquin Blase Dragna Corporate Design Adam Culpepper eae Corie c te 7 nnii r r gramming Donnie Carvajal inbe tht ee Admin Blase
35. you want to send at the top of the folder and click continue Company Wide Message O Filtered Message Continue Cancel 6 1 1 Filtered Message the Filtered Message option allows you to send a message and filter by Communication Tree Managers Members or both in each level Facilities select facility and or facility plus subs subs is the sub branches associated with the main branch Check In Status All Not Checked In or Checked In and by Skills skills entered into the system by your system administrator 6 1 2 Company Message The Company Message option allows you to broadcast a message to every member in the organization Sending company messages is only available to those who have company messaging rights set within the system 8 B SCN OUT BES Transformyx SYS SETUP INFO LOCAL INFO su rallypoint Welcome Claude Bethea PROFILE OVERVIEW TRUSTS INBOX DOCUMENTS STATUS REPORTS Cantinue Cancel too This Facility Pius Subs Compeny Wide Hessage tered Message Managers Members Facilities r Tramslormvyx Inc Fiter Dy Skills Corporate Headquarters Customer Service Design Programming Sys Admin www myrallypoint com 20 Once the message type has been selected click L Continue land the compose message screen will appear Compose the message in the main text box section and then decide whether to send the message as an email or text message in additio
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