The Essential Emergency Notification System Checklist: 5 Steps to Implementation Success
Careful preparation and planning will help make implementing an emergency notification system go smoothly. Here’s how AlertMedia can help.
Careful preparation and planning will help make implementing an emergency notification system go smoothly. After you’ve partnered with AlertMedia, these are the steps you can expect to take with your dedicated Customer Success Representative.
Five-Step Checklist for Smooth Implementation
1. Set up your account preferences and configure company settings
What you will need: An idea of how you plan to use the system—whether it’s primarily for emergency notification (severe weather, office closures, IT outages), operational needs, or other business communications like company announcements.
Overview: Experiences within your emergency notification system can be customized to accommodate your organization’s audience and administration.
With your Customer Success Manager, in your initial onboard session, you’ll walk through and set up all of your company settings, including custom registration processes, notification layouts, templates, and more. Together, you can set up your profile and define your personal admin preferences.
2. Add admins to your account
What you will need: A list of your admins with contact information including phone number and email address. We also recommend having their department, role, and location handy.
Overview: You have an unlimited number of admin user logins at your disposal. Add those who will need access to sending notifications to everyone, or certain groups and locations, be that a safety coordinator, HR director, or a manager of communications for a particular region.
Admins have access to send critical messages from anywhere, to anywhere—over text, voice, mobile app, and custom channels—within seconds. There are two different admin levels – full rights to the system and notify-only rights. Notify-only admins have access to sending notifications to assigned groups or locations.
You’ll also want to walk your admins through how to send notifications or set up some time with your Customer Success Representative for a quick demo of the experience.
3. Add your people and groups
What you will need: A CSV file containing your contacts’ following information: first name, last name, email, phone number, and any other relevant contact info you have. We also recommend including department, role, and office location if applicable.
Overview: So you can start sending out notifications to your different audiences, you will work with your Customer Success Representative to evaluate the best method for your organization to add your initial set of people into the system and organize them into groups. There are a few different ways, but here are the two main options for building your database:
Option #1 – Import people via a CSV file with contact info, group assignments, and any other custom data
Option #2 – Provide people the option to opt-in to your communications via a custom registration page and process, or text-to-subscribe
4. Integrate with active directory, HRIS, or any other system
What you will need: Administrator access to any applicable systems and API knowledge; help of IT admin
Overview: You can integrate the emergency notification system with your existing systems—using our API—for complete synchronization. This feature is critical and should be one of your considerations when evaluating emergency notification system vendors.
Working with AlertMedia to implement an integration is simple and straight forward. Once the details of the integration are decided and the work is complete, you’ll continue to work with your Customer Success Manager to ensure success, specifically focused on using your new integration.
We have a wealth of knowledge to share with you on how to best configure the integration to meet your goals. Be sure to talk to your Customer Success Representative about your goals for the integration, making sure you can get the most out of the technology.
5. Send a notification to your audience
What you will need: Fully executed steps 1-3 in this guide along with knowledge of how to send a notification
Overview: The best way to let your people know that you’ll be using a new emergency notification system is to announce it.
Create a new notification, and use the system to send a notification to “everyone” or a specific group. Share with your audience how they can expect to receive and interact with notifications, and make sure they know how easy it is to keep their contact information updated. At AlertMedia, we’ll provide you all the templates and materials you’ll need to socialize your new system to your people.
AlertMedia delivers a hands-on approach to the implementation of an emergency notification system—we believe it’s key to ensuring you have a strong understanding of how the system works. This 5-step checklist will help you to get to know the technology quickly, so you can start using your emergency notification system immediately upon purchase.