Emergency And Evacuations

The Emergency page holds everything you need for an evacuation. You can add assembly points and fire marshals, schedule drills, choose who is alerted and how, and trigger an evacuation that alarms every kiosk and opens a live roll call.

How to open it

1. Go to Settings > ArrivalsHQ.
2. In the left-hand menu, under Admin, select Emergency.

Roll call

Select Open roll-call to see a live, sortable list of every visitor on site. The roll call runs in any browser or on a mobile, so marshals can use it at the assembly point.

Add an assembly point

1. Under Assembly points, select Add point.
2. Enter a Name, for example "North forecourt".
3. Optionally, add Notes, such as capacity or access details.
4. Tick Primary assembly point if this is the main point for its area.
5. Choose the Scope:
   • Whole organisation: Used wherever a site or office has no points of its own
   • One site: Used by every office on that site
   • One office: Overrides the site's points for tablets at that office
6. Under Evacuation point on the map, drop a pin where people should gather, or select Use my location. The map is shown on the kiosk during an evacuation and on the marshals' roll call.
7. Optionally, select Add photo to add up to five photos of the spot.
8. Select Save.

An office's own points replace its site's points, and a site's points replace the organisation-wide ones. Set a primary point for each place.

Add fire marshals

1. Under Fire marshals, select Add marshal.
2. Search for a User in your organisation by name or email.
3. Optionally, add a Phone number so they can be contacted during an event.
4. Choose the Scope:
   • All offices: The marshal sees everyone on site at every office
   • Specific offices:  The marshal sees only people at the offices you pick
5. Select Add.

Marshals sign in to the roll-call page with their normal Clearooms login. Select Open roll call page to get the link to share with them.

Schedule a drill

Quarterly drills are recommended.

1. Under Drill schedule, select Schedule drill.
2. Set the date (Scheduled for) and Time.
3. Choose a Status: Upcoming for a future drill, or Completed to log a drill you have already run.
4. Choose the Area: Whole organisation, One site or One office. Areas not included carry on as normal.
5. Optionally, add Notes, for example "Q2 quarterly drill".
6. Select Save.

At the scheduled time the drill starts by itself. Kiosks in the area show the drill alarm and the live roll call opens.

Trigger an evacuation

Use this for a real alarm, or to start a planned drill straight away.

1. Under Run an evacuation, select Trigger evacuation.
2. Confirm by selecting Trigger evacuation again.

Every kiosk shows a full-screen alarm and the live roll call opens. ArrivalsHQ records everyone on site at that moment and pauses reception until you end the event.

Evacuation policy

Choose how evacuations behave:

• Show visitor company + host on the roll-call screen
• Auto-export the roll-call list as CSV after each event
• Email marshals when a roll call starts
• Show staff phone location on the roll call — staff who opt in on their profile show as on site or left site, based on the Clearooms mobile app's office geofences. They also get an evacuation alert with an I'm safe button. Marshals still confirm everyone at the assembly point.

Display alert

Set the pop-up shown on meeting-room displays and signage during an evacuation:

• Alert title: For example "Evacuate the building now"
• Alert message: Use {assembly_point} to insert the primary assembly point's name

Leave both blank to use the built-in wording. Your wording is translated automatically into each site's language (set under Sites) when you save. Drills send the same text, flagged as a drill.

Slack and Microsoft Teams alerts

Slack: turn on Post to a Slack channel during evacuations. In Slack, go to Apps > Incoming Webhooks, add one to your chosen channel and paste its URL into Slack incoming webhook URL. Choose whether to post when an evacuation starts, when the roll call ends, or both.

Teams: turn on Post evacuation alerts to Microsoft Teams. In Teams, add the Workflows app to the channel, pick the "Post to a channel when a webhook request is received" template, and paste the request URL into Teams workflow webhook URL. Choose whether to alert when an evacuation starts, post the roll-call summary when it ends, or both.

Select Save changes after changing any policy, alert or integration setting.

Previous evacuations

Lists every completed evacuation with its roll-call outcome. Open the roster, or download it as a CSV for your records. Drill performance is also tracked in the Safety report.