Emergency & Safety

Emergency Evacuation Mode

When an emergency strikes, every second counts. KyberAccess Emergency Evacuation Mode transforms your visitor management system into a real-time safety command center, giving you instant visibility into who is on-site and helping you account for every person until the situation is resolved. Activating Emergency Evacuation Mode To activate evacuation mode, follow these steps: 1. Navigate to Safety > Emergency Management from the main sidebar. 2. Click the Activate Evacuation button in the top-right corner. 3. A confirmation dialog will appear asking you to confirm activation. Select the affected locations from the dropdown if you manage multiple sites. 4. Choose a severity level: Level 1 (Precautionary), Level 2 (Urgent), or Level 3 (Critical). 5. Click Confirm Activation to immediately trigger evacuation mode. Once activated, the system will: - Switch the dashboard to Evacuation View automatically. - Send push notifications to all hosts and administrators. - Display a prominent red banner across all kiosk screens with evacuation instructions. - Pause all new visitor check-ins at affected locations. Quick Activation: For immediate emergencies, press the Emergency button (red shield icon) visible on any page in the top navigation bar. This bypasses the standard menu and takes you directly to the activation dialog. Real-Time Headcount Dashboard Once evacuation mode is active, the Evacuation Dashboard provides a live overview of everyone on-site: - Total On-Site Count — The number of visitors, staff, and contractors currently checked in. - Accounted For — People who have been marked as safe or evacuated. - Unaccounted — People who have not yet been marked, displayed prominently with their last known location. - Evacuated — People confirmed as having left the building. The dashboard refreshes automatically every 10 seconds. Each person listed shows: - Full name and photo (if captured during check-in). - Host name and department. - Check-in time and the location/floor they checked into. - Current status badge: On-Site, Evacuated, or Safe. Use the Filter controls at the top of the dashboard to sort by: - Location or floor. - Visitor type (Guest, Contractor, Employee, VIP). - Status (Unaccounted, Safe, Evacuated). Marking People as Safe or Evacuated As people are accounted for at rally points, update their status in the system: Marking Individuals 1. Find the person on the Evacuation Dashboard. 2. Click their name to expand their details. 3. Click Mark as Safe if they are at a rally point, or Mark as Evacuated if they have left the premises. 4. Optionally add a note (e.g., "Confirmed at north parking lot rally point"). Bulk Status Updates 1. Use the checkboxes on the left side of the person list to select multiple people. 2. Click the Bulk Actions button in the toolbar. 3. Choose Mark Selected as Safe or Mark Selected as Evacuated. 4. Confirm the action. Mobile Check-Off If rally point leaders have the KyberAccess mobile app: 1. Open the app and tap the Evacuation tab (appears automatically when evacuation mode is active). 2. Scan each person's visitor badge QR code or search by name. 3. Tap Safe or Evacuated to update their status in real time. Configuring Rally Points Rally points are designated assembly areas where people gather during evacuations. Configure these in advance so they are ready when needed: 1. Go to Settings > Safety > Rally Points. 2. Click Add Rally Point. 3. Enter the rally point details: - Name (e.g., "North Parking Lot", "Courtyard A"). - Description with specific directions. - Assigned Locations/Floors — which building areas should evacuate to this rally point. - Rally Point Leader — assign a staff member responsible for headcount at this point. 4. Click Save Rally Point. You can add multiple rally points and assign different floors or wings to each. During an evacuation, the dashboard will group unaccounted persons by their assigned rally point for easier tracking. To edit or remove rally points, return to Settings > Safety > Rally Points and click the pencil icon next to any entry. Notification Broadcasts KyberAccess sends automated notifications when evacuation mode activates, but you can also send manual broadcasts: Automatic Notifications When evacuation is triggered, the system automatically sends: - Push notifications to all host mobile apps. - Email alerts to all administrators and safety officers. - SMS messages to safety team members (if SMS integration is configured under Settings > Integrations > SMS). - Kiosk alerts — all kiosk screens display the evacuation message. Manual Broadcasts 1. From the Evacuation Dashboard, click Send Broadcast. 2. Type your message (e.g., "All clear — return to building via main entrance"). 3. Select the channels: Push Notification, Email, SMS, or All. 4. Select the audience: All On-Site, Hosts Only, Safety Team, or Custom Group. 5. Click Send Now. Broadcast history is logged under the Broadcasts tab on the Evacuation Dashboard. Generating Post-Evacuation Reports After the emergency is resolved and evacuation mode is deactivated, generate a comprehensive report: 1. Click Deactivate Evacuation on the Evacuation Dashboard. 2. Confirm deactivation. The system will prompt you to generate a report. 3. Click Generate Evacuation Report. The report includes: - Timeline — Activation time, deactivation time, total duration. - Headcount Summary — Total on-site at activation, number accounted for, time to full accountability. - Person-by-Person Log — Each individual's name, status changes, timestamps, and notes. - Rally Point Breakdown — How many people reported to each rally point. - Notification Log — All broadcasts sent, with delivery timestamps. - Unresolved Items — Anyone who was never accounted for (with follow-up flags). To access past reports: 1. Go to Safety > Emergency Management > Reports. 2. Browse by date or search by incident. 3. Click any report to view, download as PDF, or share via email. Best Practices - Configure rally points before you need them. Do not wait until an emergency to set these up. - Assign rally point leaders and ensure they have the KyberAccess mobile app installed. - Run regular drills using the Safety Drill Management feature to test your evacuation procedures. - Review post-evacuation reports with your safety team to identify areas for improvement. - Keep visitor photos enabled during check-in so rally point leaders can visually confirm identities. - Test notification channels periodically to ensure SMS, email, and push notifications are delivering correctly. Emergency Evacuation Mode ensures that when it matters most, you have complete visibility and control over the safety of everyone in your facility.

Lockdown Procedures & Safety Protocols

In a security threat situation, the ability to instantly lock down your facility can be the difference between safety and danger. KyberAccess Lockdown Mode integrates with your access control hardware to secure doors, restrict entry, alert staff, and manage the situation from a single command center. Activating Lockdown Mode KyberAccess supports two methods for activating lockdown: From the Admin Dashboard 1. Navigate to Safety > Emergency Management from the main sidebar. 2. Click the Activate Lockdown button (distinguished from Evacuation by its lock icon). 3. In the activation dialog, configure: - Scope — Select which locations, buildings, or floors to lock down. Choose All Locations for a facility-wide lockdown. - Lockdown Level — Soft Lockdown (restrict new entries, allow exits) or Hard Lockdown (restrict all movement, lock all doors). - Reason — Select from predefined reasons (Security Threat, Medical Emergency, Hazardous Material, Other) or type a custom reason. 4. Click Activate Lockdown to confirm. Emergency Quick-Action For immediate lockdown without navigating menus: 1. Click the Emergency button (red shield icon) in the top navigation bar, visible on every page. 2. Select Lockdown from the emergency options. 3. The system defaults to a Hard Lockdown across all locations. Adjust the scope if needed. 4. Click Confirm to activate instantly. What Happens When Lockdown Activates Once lockdown is triggered, KyberAccess executes the following actions automatically: Door and Access Control - All connected access control doors switch to locked state based on your lockdown level. - Soft Lockdown: Entry doors lock; exit doors remain operable for egress. - Hard Lockdown: All doors lock in both directions. Emergency exit hardware (panic bars) remains functional per fire code compliance. - Turnstiles and gates connected via KyberGate switch to deny-all mode. Kiosk Behavior - All kiosk screens immediately display a Lockdown Notice with instructions (e.g., "This facility is currently in lockdown. Please remain in your current location."). - Visitor check-in and check-out are completely disabled on all kiosks. - The kiosk screen cannot be dismissed or bypassed by visitors. Notifications - Push notifications are sent to all host mobile apps with the lockdown alert. - Email alerts go to all administrators, safety officers, and designated emergency contacts. - SMS alerts are sent to the safety team if SMS integration is configured under Settings > Integrations > SMS. - Custom webhook triggers fire for any connected external systems (PA systems, alarm panels) configured under Settings > Integrations > Webhooks. Monitoring During Lockdown The Lockdown Dashboard provides real-time situational awareness: - On-Site Count — Total number of visitors, staff, and contractors currently in the facility. - Door Status Map — Visual map showing all connected doors and their current state (locked/unlocked). Doors that failed to lock are flagged in red. - Access Attempt Log — Real-time feed of any access attempts (badge swipes, QR scans) made during lockdown, showing who attempted access and where. - Active Alerts — Any notifications or broadcasts that have been sent. Handling Access Exceptions During lockdown, certain personnel (first responders, security staff) may need access: 1. On the Lockdown Dashboard, click Access Exceptions. 2. Click Add Exception. 3. Search for the person by name or badge number. 4. Select which specific doors they are permitted to access. 5. Set an expiration (30 minutes, 1 hour, or Until Lockdown Ends). 6. Click Grant Access. The exception is logged and the selected doors will temporarily unlock for that individual's credentials only. Alerting Hosts and Staff Beyond automatic notifications, you can send targeted communications during lockdown: Sending Manual Alerts 1. From the Lockdown Dashboard, click Send Alert. 2. Compose your message with situation updates or instructions. 3. Choose the delivery channels: Push Notification, Email, SMS, or All. 4. Choose the audience: - All On-Site — Everyone currently checked in. - Hosts Only — Only registered host employees. - Safety Team — Designated safety officers. - Specific Floor/Location — Target a particular area. 5. Click Send Now. Pre-Configured Alert Templates Set up alert templates in advance to save time during emergencies: 1. Go to Settings > Safety > Alert Templates. 2. Click Create Template. 3. Enter a template name, message body, and default audience. 4. Click Save. During a lockdown, templates appear as quick-select options when composing alerts. Restricting Check-Ins During Lockdown When lockdown is active, check-in restrictions are enforced automatically: - Kiosk check-ins are completely blocked. The kiosk displays the lockdown notice instead of the check-in flow. - Pre-registered visits scheduled during the lockdown period are automatically flagged and held. Visitors arriving will see a message that check-in is temporarily unavailable. - Host-initiated check-ins from the admin dashboard are blocked with a warning: "Lockdown is active. Check-ins are restricted." - API-based check-ins return an error response indicating lockdown status. Administrators with Safety Officer role can override check-in restrictions on a case-by-case basis: 1. Navigate to Visitors > Check In on the admin dashboard. 2. The override prompt will appear: "Lockdown is active. Do you want to override the restriction?" 3. Enter an override reason (logged for audit purposes). 4. Complete the check-in as normal. Deactivating Lockdown When the situation is resolved: 1. Return to the Lockdown Dashboard (or click the red lockdown banner visible on every page). 2. Click Deactivate Lockdown. 3. A confirmation dialog will appear. You must: - Confirm you are authorized to deactivate (re-enter your admin password or use biometric authentication if configured). - Enter a resolution note describing why the lockdown is being lifted. 4. Click Confirm Deactivation. Upon deactivation: - All doors return to their normal access schedules. - Kiosks return to the standard check-in flow. - An All Clear notification is sent to the same channels that received the lockdown alert. - Held pre-registrations become active again, and visitors can check in normally. - A Lockdown Report is automatically generated. Lockdown Reports and Audit Trail Every lockdown generates a detailed report accessible at Safety > Emergency Management > Reports: - Lockdown Duration — Start time, end time, total elapsed time. - Scope — Which locations and floors were affected. - Door Activity Log — Every door lock/unlock event with timestamps. - Access Attempts — All badge swipes and QR scans attempted during lockdown. - Access Exceptions Granted — Who was granted override access and by whom. - Check-In Overrides — Any check-ins performed during lockdown with override reasons. - Notification Log — All alerts sent, delivery status, and timestamps. - Resolution Notes — Who deactivated the lockdown and the stated reason. Reports can be downloaded as PDF or CSV for compliance documentation and post-incident review. Best Practices - Test your access control integration regularly to ensure doors respond to lockdown commands. Use Safety > Test Door Lock to verify connectivity without triggering a full lockdown. - Create alert templates for common scenarios so you can communicate quickly during high-stress situations. - Designate Safety Officers in your team roles under Settings > Team > Roles to ensure the right people have lockdown authority. - Review lockdown reports after every incident or drill to identify response time improvements. - Configure webhook integrations with your PA system and alarm panels for a coordinated facility response. - Train all administrators on both the standard and quick-action lockdown activation methods.

Safety Drill Management

Regular safety drills are essential for emergency preparedness. KyberAccess provides a complete drill management system that lets you schedule, execute, and analyze evacuation drills — helping you measure your team's response time, identify bottlenecks, and improve performance over time. Scheduling a Safety Drill Plan drills in advance so your team and the system are prepared: 1. Navigate to Safety > Drill Management from the main sidebar. 2. Click Schedule New Drill in the top-right corner. 3. Fill in the drill details: - Drill Type — Choose from Evacuation Drill, Lockdown Drill, Shelter-in-Place Drill, or Custom. - Date and Time — Select when the drill will take place. - Duration (Expected) — Set the target time for drill completion (e.g., 10 minutes). - Locations — Select which buildings, floors, or zones are included in the drill. - Rally Points — Choose which rally points to activate (pre-configured under Settings > Safety > Rally Points). - Drill Coordinator — Assign a staff member to lead the drill. - Notification Preference — Choose whether to notify staff in advance (Announced Drill) or keep it a surprise (Unannounced Drill). 4. Click Schedule Drill. The drill appears on the Drill Calendar and, if announced, notifications are sent to all affected hosts and administrators at the time you specify (e.g., 24 hours before, 1 hour before). Recurring Drills To schedule drills on a regular cadence: 1. When creating a drill, toggle Make Recurring to on. 2. Set the frequency: Weekly, Monthly, Quarterly, or Semi-Annually. 3. Set the end date or choose No End Date for indefinite recurrence. 4. Click Schedule Drill. Each recurring instance appears individually on the Drill Calendar and can be modified independently if needed. Running an Evacuation Drill When it is time to begin the drill: 1. Go to Safety > Drill Management and find the scheduled drill. 2. Click Start Drill. The system will: - Start the drill timer automatically. - Activate the Drill Dashboard (similar to the Evacuation Dashboard but clearly marked as a drill with a blue banner instead of red). - Send drill notifications to all hosts and staff in the affected locations. - Display a drill notice on kiosk screens: "DRILL IN PROGRESS — This is a drill. Please follow evacuation procedures." 3. As the drill progresses, rally point leaders mark people as accounted for using the same process as a real evacuation (see the Emergency Evacuation Mode article). 4. Monitor the Drill Dashboard for real-time progress: - Total On-Site at drill start. - Accounted For count (updated as people are marked). - Unaccounted individuals with their last known location. - Elapsed Time displayed prominently. Ending the Drill 1. When all persons are accounted for (or the drill coordinator decides to conclude), click End Drill on the Drill Dashboard. 2. The system records the total elapsed time and stops the timer. 3. An All Clear — Drill Complete notification is sent to all participants. 4. Kiosks return to normal check-in mode. Tracking Drill Metrics KyberAccess automatically captures key performance indicators for every drill: Time to Evacuate - Total drill duration from start to the moment the last person was accounted for. - Time to first response — how quickly the first person was marked as safe after drill activation. - Time to 50% accountability — how long it took to account for half of all on-site persons. - Time to 100% accountability — the final completion time. Compliance Metrics - Participation rate — Percentage of on-site persons who were successfully accounted for during the drill. - Rally point accuracy — Whether people reported to their assigned rally point or a different one. - Unaccounted persons — List of anyone who was never marked as safe or evacuated during the drill, with their details. Response Breakdown - By floor/location — See which areas evacuated fastest and which lagged behind. - By rally point — Compare how quickly each rally point achieved full headcount. - By role — View response times for visitors vs. staff vs. contractors. Drill Reports After each drill, a comprehensive report is generated automatically: 1. Go to Safety > Drill Management > Reports to view all drill reports. 2. Click any drill to open its detailed report. The drill report includes: - Summary Card — Drill type, date, duration, target time, actual time, and pass/fail status (based on whether the actual time met the target). - Timeline View — A visual timeline showing when the drill started, when key milestones were reached (25%, 50%, 75%, 100% accountability), and when the drill ended. - Person-by-Person Log — Every individual on-site during the drill, their status, the time they were marked, which rally point they reported to, and any notes. - Floor/Zone Heatmap — Visual representation of evacuation speed by area, with color coding from green (fast) to red (slow). - Rally Point Summary — Headcount at each rally point, time to full count, and leader who conducted the check. - Issues and Flags — Any problems identified during the drill: - Persons never accounted for. - Persons who reported to the wrong rally point. - Doors that did not respond to lock/unlock commands. - Notification delivery failures. Exporting Reports - Click Download PDF for a formatted report suitable for compliance documentation. - Click Export CSV for raw data that can be imported into spreadsheets for further analysis. - Click Share to email the report directly to stakeholders. Comparing Drills Over Time Track your facility's preparedness improvements with drill-over-drill comparison: 1. Navigate to Safety > Drill Management > Analytics. 2. The Drill Trends dashboard shows: - Evacuation Time Trend — A line chart plotting total drill duration over time. See whether your team is getting faster. - Compliance Rate Trend — Participation and accountability percentages across drills. - Average Response Time — Mean time to account for each person, tracked per drill. Side-by-Side Comparison 1. On the Analytics page, click Compare Drills. 2. Select two or more drills from the list. 3. Click Generate Comparison. The comparison view shows: - Duration Comparison — Bar chart of each selected drill's total time. - Metric Deltas — Percentage improvement or regression in key metrics between drills. - Floor/Zone Comparison — See if specific areas improved or worsened. - Recommendations — The system automatically flags areas that regressed and suggests focus areas for the next drill. Setting Performance Benchmarks 1. Go to Settings > Safety > Drill Benchmarks. 2. Set target values for: - Maximum evacuation time (e.g., 8 minutes). - Minimum participation rate (e.g., 95%). - Maximum unaccounted persons (e.g., 0). 3. Click Save Benchmarks. When benchmarks are set, drill reports automatically display a Pass or Fail indicator based on whether the drill met all targets. The Analytics dashboard highlights drills that fell short of benchmarks in red. Best Practices - Alternate between announced and unannounced drills to test both prepared and realistic response scenarios. - Run drills at different times of day and on different days of the week to account for varying occupancy levels. - Review the Unaccounted list after every drill and follow up with those individuals to understand why they were not marked. - Use drill reports for compliance — many regulations require documented evacuation drills at specific intervals. Keep PDF reports on file. - Set realistic benchmarks and tighten them gradually as your team improves. - Debrief with rally point leaders after each drill using the detailed person-by-person log. - Share drill results with building management and tenants to demonstrate safety commitment.