User Guide - Swissphone
Contents
1. Cancel Create New Group Check the box for each member that you want to receive the message for the selected group and uncheck the box for those who should not be a part of the group Click Save to save your changes 14 a s Oo SWISSPHONE User Guide Using the Firefighter Response System eNotify Reports eNotify reports allow you to view a report on each message that was sent out For phone messages you are able to view what button each person that was call pushed This enables you to poll your firefighters to see who is coming to functions etc To view a report simply click on eNotify Reports and select view next to the report you wish to view eNotify Message Report Salmon Run Fire amp Rescue Generated 01 15 2010 4 40 56 PM Confidential information Do Not Distribute By Schurter Craig Salmon Run Fire amp Rescue Message Name Burn to learn reminder Date Sent 01 15 2010 Time Sent 16 40 04 Message Hello everyone this is a reminder of the burn to learn this Saturday Please press 1 if you can attend press 2 if you are unsure and press 3 if you know you can t make it Thanks Chief Milster Name Called Number Date Received Time Received Key Pressed Schurter Craig 15039329021 01 15 2010 16 40 28 1 Print Export Report Syncing In order to keep your FFRS response data current our servers push your FFRS application updates to your computer automatically2. Label Work ti Unavailable from 06 30 am v to 4 30pm a clear settings add another unavailable period Complete the above mentioned steps for each day of the week Please note any day s of the week can be empty and do not need to have a schedule if it is not needed To clear a schedule for any given day simply click the clear settings link next to the schedule Sunday Label Church Unavailable from 09 30 am v to 12 30 pm v add another unavailable period Monday Label Work we Unavailable from 06 30 am X to 4 30 pm X clear settings add another unavailable period To save the schedule click the Save button at the bottom of the page pe Tm Oo SWISSPHONE User Guide Using the Firefighter Response System Temporary Schedule The temporary schedule is used to keep track of your vacations illness and other times that are unexpected and outside of your regular routine Data that you put in this schedule will override your primary schedule And if at any time during the week your schedule changes and you are not able to change your status on the scheduler you can simply call into your toll free number and enter your status Calling into the PAS toll free number will override whatever your schedule says until the next scheduled event For example if your schedule shows you as unavailable today from 8am to 5pm and then unavailable tomorrow from 8am to 5pm but your become available today a
3. Yes when prompted Available Unavailable Confirmation Are you sure you want to be listed as unavailable remove firefighter from available amp unavailable grids Registering your availability via the phone To change your status to available call your toll free number and press option 4 To change your status to unavailable call your toll free number and press option 5 scheduling your availability via the Scheduler The scheduler is designed to enable you to enter in the times you will be unavailable to respond whether it s because of work sickness vacation or any other scheduled time There are two parts to the Scheduler the Primary Schedule and the Temporary Schedule Oo e SWISSPHONE User Guide Using the Firefighter Response System Primary Schedule The primary schedule is used to keep track of your week to week schedule Data that you put in this schedule will automatically be used for each consecutive week This schedule can be edited at any time Each day of the week can have up to four unavailable schedules If at any time during the week your schedule changes and you are not able to change your status on the scheduler you can simply call into your toll free number and enter your status Calling into the toll free number will override whatever your schedule says until the next scheduled event For example if your schedule shows you as unavailable today from 8am to 5
4. Email amp SMS Text 4 Select a date and time you want the message to be sent 5 Select recipients by selecting either Group or Individual Firefighter s next to the Sent To and then select which group or firefighters should receive the message eNotify Schedule Messages Create Message Message Name Message Type Choose One X Schedule Messages Message eNotify Groups eNotify Reports Message Date E i Message Time enter time in following format HH MM i e 16 30 08 00 etc All Modules Send To Group Select Individual Firefighter s a Select Group Select eNotify Group Exit eNotify User Guide View Scheduled Messages Save Schedule 6 Click Save Schedule to save the message To view scheduled messages click View Scheduled Messages Messages that have not been sent and are still scheduled to be sent can be edited 13 en Tm Oo SWISSPHONE User Guide Using the Firefighter Response System eNotify Groups eNotify groups are designed to group department personnel so you can send a message quickly by selecting that group when creating a message To create or edit a eNotify group click on eNotify Groups eNotify eNotify Renorts Click either Create New Group or edit next to an existing groups eNotify Groups All Personnel Board Members Commanders Hazmat Team MFD Paramedics Probie Firefighters Rescue Team
5. with a unique virtual toll free phone number These unique toll free numbers need to be programmed in your mobile phone This will enable you to push just one button on your cell phone to call the FFRS appli cation Your station numbers should coincide with your mobile phone buttons if possible i e Station 1 Button 1 Station 2 Button 2 etc If your department allows you to respond directly to the incident a virtual toll free number will be provisioned for this as well This number should also be added to your speed dial If your agency has given you access to sign into the FFRS app you will find your FFRS tab numbers by clicking on My Profile link id Admin Support Sign out EE EREE ee EER Response Stats This Year 20 This Month 0 This Week 0 Availability Stats This Year 44 This Month 52 This Week 44 Unavailable Stats This Year 76 This Month 44 This Week 76 FFRS Numbers Station 1 8664098046 Station 2 8772128380 Station 3 1112229876 8664096563 If you do not have access to log into the FFRS app contact your agencies FFRS administrator for your toll free numbers If you have problems programming your phone s speed dial consult your phone s user manual Caller ID blocking removal The FFRS application uses two pieces of information when registering a member s response the members phone number and the num ber the member called the virtual station number If members hav
6. Firefighter Response System User Guid E Firefighter Response System Windows Internet Explorer CU 9 le https www advancedfrs com FFRS Station Pages StationField aspx depID Wsbo4j5Obc amp st v g 4 x lol Bing Wy Favorites Firefighter Response System F 4 R Firefighter Home E EETA mE FRS DEMO FIRE amp RESCUE 8 24 2011 10 22 Tt New features in this space soon Autass sti st2 st3 Rowe SAR l Want to view on a smart phone 8 6 2 View Responding On Duty RESPONDING 3 TEAM RANK v TMEGATE Anniven SOS amp Unavaiiabie data r Status w o Calling in Steele Andrea St 1 DC EMT P 16 16 08 24 30 to mobile advancedfrs com Hamilton Marc St 1 DVC EMT P 16 16 08 24 Dunlap Jordan Driver B RIT i 16 16 08 24 Officer ON DuTY 3 LOCATION w POSITION EVENT Parker Kenton St1 335 EMT B MEDIC HZT1 Powers Alex St 1 E335 CHF Schurter Craig St 1 335 ENG AVAILABLE 5 LOCATION v POSITION EVENT LAST CHANGED Walsh Johnny Home Special Event 08 02 08 20 Flannery Phillip In District All Events 09 30 08 19 Sander Quinn In District All Events 07 12 08 20 Whiddon Randall In District Delayed 07 51 08 20 Anderson Ava In District All Events 10 00 08 23 UNAVAILABLE 2 A A EY EY G Kana S EN ER EF EE EE EE ED x E E e fe e www swissphone com SW ISS PH O NE e SWISSPHONE Table of contents eoeeeee eee eee eee eee eee eee eee
7. Guide Using the Firefighter Response System Available Unavailable Status This feature enables your agency the ability to know who is available and who is unavailable to respond to incidents should your agency be toned out For example if you are out of town sick or for some reason could not respond to a call if you were to get dispatched you would be listed as unavailable To change your status simply call the toll free number associated with your agencies Availability Status this number should be programmed into your phone s speed dial How often you change your status is dependent upon your agencies protocol For example do you change your status if you will be unavailable for 30 minutes or do you only change your status if your status will stay changed for more than 2 hours How often you change your status is ultimately up to your agency Adding members to Available or Unavailable Grids To add members to either the Available or Unavailable grids click the add new link with the respective grid and select the member to add then click Add Member s LOCATION POSITION EVENT RANK minimize add new new In District All Events CHF fillter In District All Events CHF MEDIC HZT1 move up In District All Events CHF EMT P HZT1 In District All Events NoEnFF Change members status from a Computer To change a member s status from a computer on the home page simply click on the members name and select
8. HZT1 j a ee Sf er Filter PAS Data x Select stations to be shown All Tabs L_ 4 2 3 POV to Scene SAR HAZ Select Firefighter rank to be shown aj Select EMS rank to be shown All Select Special rank to be shown All Select Location to be shown All Select Position Event to be shown All Select Location to be shown All Select Position Event to be shown All Select Location to be shown All HHHAHAHHAe D Select Position Event to be shown All i Clear Filter 11 se i Oo o SWISSPHONE User Guide Using the Firefighter Response System eNotify Module The eNotify module is a mass notification system that allows messages to be sent to members by simply typing a message and clicking send The eNotify module will send out voice messages to phones as well as email and SMS text messages The benefit to sending out a voice message via a phone call is being able to poll your personnel For example if a message was sent out reminding firefighters of a burn to learn coming up you could ask the firefighters to press 1 if they will be able to attend the burn to learn press 2 if they are unsure and press 3 if they will not be able to make it You will then be able to view a report on that message and know who is attending the burn to learn who is unsure and those who can t make it sending a Message 1 To send a message click on Mo
9. ation The mobile web app can be accessed here www advancedfrs com FFRS Mobile Supported Internet Browsers e Internet Explorer version 7 or 8 IE 8 recommended e Firefox 3 5 or above Creating a FFRS desktop shortcut Creating a FFRS shortcut on your desktop enables your users to easily launch the FFRS To create a FFRS desktop shortcut follow these steps 1 Log into your FFRS application 2 Click and hold the small icon in the upper left hand corner next to the URL address Firerignter ieee SYStEMI 3 Drag this icon out to the desktop and then release it This will create your desktop shortcut to the FFRS application a Oo S SWISSPHONE User Guide Using the Firefighter Response System Checking out after a call After returning to the station from a call and when you are ready to leave the station remove yourself from the FFRS by checking off the FFRS response grid To log off click on your name and then select Checkout You can check out more then one member at a time by clicking the Check out or Check out all links 3 RESPONDING 2 Schurter Craig Parkar Kantan Firefighter Confirmation Schurter Craig FRAT_FA A Responding Checkout Parker Kenton 1 EMT B MEDIC H T1 15 49 15 45 06 24 Officer add add new checkin checkout check outall print list se Tm Oo SWISSPHONE User Guide Using the Firefighter Response Syste
10. dules then eNotify Module and then Create Message ea z A oie Home Reports Mutual Aid Admin Support My Profile Sign out Modules Active Modules 2 Type a name for the message this is used for reporting purposes 3 Select message type either Phone Email SMS Text Phone amp Email or Email amp SMS Text 4 Select recipients by selecting either Group or Individual Firefighter s next to the Sent To and then select which group or firefighters should receive the message eNotify Send a Message Create Message Message Name a i Message Type Choose One Schedule Messages Message eNotify Groups al eNotify Reports Send To Group Select Individual Firefighter s Select Group Select eNotify Group All Modules Exit 5 Click Send Message to send the message The message will be initiated and sent within seconds 12 aS O e SWISSPHONE User Guide Using the Firefighter Response System scheduling Messages 1 To create a message that will be sent in the future click on Modules then eNotify Module and then Schedule Message Ga h a Home Reports Mutual Aid Admin Support My Profile Sign out Sw Modules Active Modules aman ee e A 2 Type a name for the message this is used for reporting purposes 3 Select message type either Phone Email SMS Text Phone amp Email or
11. e caller ID blocking on their phones they will have to remove it for the virtual station numbers so the FFRS knows who is calling pe Tm Oo SWISSPHONE User Guide Using the Firefighter Response System Registering Your Response When dispatch taps out a call and you are able to respond you should register your response by pressing one button the button that you ve programmed in your speed dial for FFRS station number on your cell phone as you walk to your vehicle The phone call takes about 5 seconds and will automatically disconnect For members who are at the station when they are alerted of a dispatch you can easily change your status from the User Interface Here are the directions for you to change your status Away from the station To register your response when you are not at the station 1 Dispatch taps out the call 2 Ifyou are able to respond immediately call into the FFRS by pressing your speed dial button that co ordinates with the station you are responding to i e if you are responding to station 1 then you would press 1 if you are responding to station 2 then you would press 2 etc 3 Travel to the station or location At the Station To register your response when you are at the station 4 You are alerted of an incident while at the station 5 Click on the add new button in the responding grid select your name along with any other members who are at the station with you and select responding und
12. ee eee eee eee ee eeeseeseeeeeeeseeeeeeeeeeeeee ee eeseeeeeeeeeses Programing Your Speed Dial 3 Caller ID blocking removal 3 Registering Your Response 4 Away from the station 4 At the Station 4 Using Response Data 5 Using response data to make informed decisions 5 Supported Internet Browsers 5 Creating a FFRS desktop shortcut 5 Checking out after a call 6 On Duty Status 7 eoeeecese eee eee eee eee eee eee eee ee eee eeo eee eee eeeoeeseeeeseeseeseeeseeeeeeeeeeeeeseeeeeeeeeses eoeeecee eee eee eee eee eee eee eee eee eee eee esses eeeseeeeeeseeseeeeeeeeeeeeee ee eeseeeeeeeeeses eoeereceoe eee eee eee eee eee eee ee eee eee eeoeeeeeeeeeseeeeeeseeeeeeeeeeeeeeeeeseeeseeeeeeeeeees eoeeeee eee eee eee eee eee eee eee ee eee eee eee eeeeeoeeeeeeeeeeeeeeseeeeeeeeeeeeeseeeeeeeeses Change members Status from a Computer 8 Registering your availability via the phone 8 Scheduling your availability via the Scheduler 8 Primary Schedule 9 Temporary Schedule 10 Using On Duty and Available Unavailable Data 11 eNotify Module 12 Sending a Message 12 Scheduling Messages 13 eNotify Groups 14 eNotify Reports 19 Syncing 15 User Guide Using the Firefighter Response System eoeereoee eee see eee eee eee eee eee ee eeeeeeeeeeeeoeeseeeeeeeoeeeeeseeeeoeeeeeseeeeoee ee ese eeeeeeee Cee eee e eee errr reer eerereesereseeseresesseeeessseeeereseeeeeeesereseseeeeesssereerese Utill i R rt 16 Cee emer eee e reer reese eese sere seeseresessereessseeeeresesee
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14. er status then select Add Member s i Oo S SWISSPHONE User Guide Using the Firefighter Response System Using Response Data Using response data to make informed decisions The Firefighter Response System FFRS helos you and your agency make informed decisions by providing response data in real time This information can be used both at the station and or in the field For use at the station personnel who are already at the station and first arriving members should review their FFRS display screen so they know who is still responding You should base your decisions on responding member resources and the equipment requested by dispatch For example if an engine and a tender are requested two members are at the station and the FFRS shows a third member on the way In this scenario the two volunteers who are at the station would respond with the engine and leave the tender for the third member In another example if only an engine is requested two mem bers are at the station and the FFRS shows a third member on the way the two members could wait for the third so they can respond with a three man engine crew Commanders who are either en route to or on scene can make operational strategies well in advanced of volunteers arriving at the station Your commanders can view available resources from a MDT mobile data terminal placed in emergency apparatus command vehicles engines etc or from a smart phone using the mobile web applic
15. ill open in a new window You can now print the report by choosing Print from your browser controls Report Exporting To export a report after you have created it 1 Click one of the Export buttons on the bottom of the report Your export choices are Excel Word and PDF Confidential information Do Not Distribute Print Export Report eo o 2 Click Save enter a location where you want it to be saved and click Save again o So en Tm Oo SWISSPHONE User Guide Using the Firefighter Response System Report Groups To create reports for a select number of personnel you can add them to a group You can add or remove personnel to the group as needed anytime To create a group 1 Click on the Reports button P N f R l Modules Mutual Aid Admin Support My Profile Sign out 3 Click on the Create New Group button Report Groups Groups There is no report group defined 4A 4 Adda Group Name and Group Description check the box to activate the group and then select the firefighters who belong to the group Click the Save button to create the group Group Name RIT Team aa PT i Status Check to activate Group Uncheck to deactivate Group Group Members l Anderson Linda M Jackson Paul M Schurter Craig I Brown Michael F Johnson John I Smith James I Davis Richard l Jones Mary I White Danie
16. l M Garcia Lisa M Martin Jennifer I Williams Robert I Garcia Lisa l Morre Thomas 5 To edit a group simply click the edit button next to the group name S en Tm Oo SWISSPHONE User Guide Using the Firefighter Response System Database Export The Database Export feature allows you to export your agency s member list and responses The firefighter list will include all of the mem bers who are in your department their ranks phone numbers FFRS pin numbers etc The response export will export all calls placed into your agency s FFRS To export your Database 1 Click on the Reports button P N R Modules Mutual Aid Admin Support My Profile Sign out Click on the Database Export button Reports Rear Ca Exit Select an export type either Firefighter or Response from the drop down menu Database Export Click on the Export Now button to export the report from the FFRS Database Database Export Export Type Response Database 7 Click on one of the Export buttons on the bottom of the report to save your report Your export choices are Excel CSV Word and PDF Of Click Save enter a location where you want it to be saved and click Save again 19 a SWISSPHONE Types of Reports Department Reports e Overview Report e Station List Report e Firefighter List Report e Call Log Report Statio
17. m On Duty Status This feature enables your agency the ability to know who is On Duty either at the station or some other location This allows your agency to not only keep track of who is responding to a call when its toned out but also who is On Duty at the station or other location and what the members position or event is An example would be that a member is On Duty at Station 1 and on Engine 335 Your agency can create its own unique locations and position event fields Adding and Removing members on the On Duty Grid To add a member to the On Duty grid click on the add new link 4 RESPONDING 2 TEAM RANK ETA TIME DATE ARRIVED Schurter Craig 1 ENG 15 49 15 45 06 24 Parker Kenton 1 EMT B MEDIC HZT1 15 49 15 45 06 24 Officer add add new checkin checkout checkoutall print list POSITION EVENT fillter ON Duty 2 LOCATION Anderson Ava St1 Medic Crew Baker Frederick St1 Medic Crew CHF EMT B FM Then select which members you want to add and select the Location and Position Event and click Add Member s button To remove a member from the On Duty grid click on the members name and select Yes to remove them On Duty Confirmation Are you sure you want to remove member from OnDuty NOTE When a member is removed from the On Duty grid the member will automatically go back to either the available or unavailable grid se i Oo SWISSPHONE User
18. n Reports e Overview Report e Firefighter List Report e Call Log Report Group Reports e Overview Report e Firefighter List Report e Call Log Report Firefighter Reports e Overview Report e Call Log Report User Guide Using the Firefighter Response System 20 a SWISSPHONE User Guide Using the Firefighter Response System Mutual Aid The Mutual Aid link takes you to a list of your neighboring agencies if they are using the FFRS application and have agreed to share their member response data with your agency By clicking a neighboring agency link you will be able to view that agency s response data This data is view only and cannot be edited or changed in any way If you have a neighboring agency that you think might benefit from using the FFRS application feel free to pass on the FFRS information to them To view your neighboring agencies information log into your FFRS 1 Click on the Mutual Aid button R Home Reports Modyles Admin Support My Profile Sign out 2 Click on the neighboring agency name you would like to view Mutual Aid Departments 21
19. pm and then unavailable tomorrow from 8am to 5pm but your become available today at 20m you can call into your PAS toll free number and press 4 and you will be moved to available And tomorrow morning at 8am your schedule will pick back up and move you over to unavailable To add or edit your primary schedule click on the My Profile link and then click on Primary Schedule G Home Reports Modules Mutual Aid Admin Support My Profile Sian ou Craig Schurter s Profile edit On Duty Schedule Coming soon Response Stats This Year 20 This Month 0 Training Schedule This Week 0 Coming soon 5 ae Availability Stats Unavailable Sch e This Year 92 Primary Schedule Temporary Schedule This Month 100 This Week 24 Next enter what you will be doing during the time you re unavailable in the Label form Then enter from and to times you will be unavailable Sunday Label e Unavailable from 09 30am to 12 30pm dear settings add another unavailable period Monday Label Work ti Unavailable from 06 30 am to 4 30 pm oy clear settings add another unavailable period Each day can have up to four unavailable schedules to add another one simply click on the add another unavailable period Sunday Label Church e Unavailable from 09 30am to 12 30pm v dear settings add another unavailable period Monday
20. port Time Frame All Start Date End Date Type Name or Number None z None iia 3 Select a Report either Department Station Group or Firefighter Report Time Frame Report Type Name or Number all Select Report None 7 None Start Date End Date E E 4 Select a Type either Overview Station List Firefigher List or Call Log Report Time Frame Report all x Select Report 7 Start Date End Date Name or Number None hd Run Report 5 If you have selected a Station Group or Firefighter report select a station number or a group or member name from the drop down menu or by manually entering the name Report Time Frame Report Type Name or Number all x Select Report 7 None x None Start Date End Date 16 en Tm Oo e SWISSPHONE User Guide Using the Firefighter Response System 6 To run the report simply click on the Run Report button Report Time Frame Report Type Name or Number an Select Report 7 None x None Start Date End Date 3 E gt Run Report Report Printing To print a report after you have created it 1 Click the Printable View image on the bottom of the report Confidential information Do Not Distribute Print Export Report E e 2 By clicking the Printable View button your report w
21. t 2pm you can call into your PAS toll free number and press 4 and you will be moved to available And tomorrow morning at 8am your schedule will pick back up and move you over to unavailable To add or edit your temporary schedule click on the My Profile link and then click on Temporary Schedule a oa a Home Reports Modules Mutual Aid Admin Support R 5 gt Craig Schurter s Profile edit On Duty Schedule Response Stats This Year 0 This Month 0 Coming soon Training Schedule This Week 0 Coming soon x ve Availability Stats Unavailable Schedule This Year 34 Primary Schedule Temporary Schedule This Month 34 This Week i7 Next enter what you will be doing during the time you re unavailable in the Label form Then enter the from and to date and time Home Reports Modules Mutual Aid Admin Support My Profile Sign out Craig Schurter s Temporary Schedule Your temporary schedule is designed for vacations illness and other times when you will be unavailable to respond to a dispatch Your temporary schedule will override your primary schedule NOTE phone calls into the PAS module will override both your primary and temporary schedules Add Temporary Schedules Label C p Unavailable from l Select Time to Select Time Save this schedule Temporary Schedules Cul
22. tis Lake Fishing Trip 7 4 2011 06 00 to 7 9 2011 22 00 edit delete Coast Trip 12 29 2010 13 30 to 12 31 2010 19 00 edit delete To edit or delete an existing schedule click edit or delete next to the schedule Click Save this schedule to save the schedule and enter another one or click Save to save the schedule and go back to your profile page S en ti O e SWISSPHONE User Guide Using the Firefighter Response System Using On Duty and Available Unavailable Data The FFRS Home page displays your agencies On Duty and Available Unavailable data There are multiple ways you can manipulate this data to fit your needs Using the Filter Data link allows you to filter out data by stations ranks etc On the FFRS home page you are also able to minimize the grids which will show you just the grand totals Home Reports Modules MutualAid Admin 4 RESPONDING 2 TEAM TIME DATE Schurter Craig 1 15 45 06 24 1 Pa rker Kenton EMT B MEDIC HZT1 15 49 15 45 06 24 Officer add add new checkin checkout check outall print list ON Duty 2 LOCATION POSITION EVENT RANK minimize pas zs E 5 T 7 PEA E E i 7 E e i add new Anderson Ava St1 Medic Crew i fillter Baker Frederick St1 Medic Crew CHF EMT B FM AVAILABLE 5 LOCATION POSITION EVENT RANK minimize dd A DEMO FFRS In District All Events CHF EMT P
23. whenever there is a change In the event that your computer loses Internet connectivity the FFRS will alert you by displaying a warning image on the FFRS page This alert will insure that you don t use the FFRS to make decisions as your computer does not have your current response data aga New cneckin Check OUT CHECKOUT GI print iist OCATION Y POSITION EVENT RANK minimize add new St1 fillter st Disconnected Please check your OCATION internet connection minimize add new In District fillter In District All Events CTYADM move up Once your computer is re connected to the Internet your FFRS will automatically reconnect to our servers and update your data NOTE If you have confirmed that your computer has Internet connectivity but the Disconnected image is still shown click on the browser refresh button If that doesn t work close the browser and re open the FFRS 15 jee i Oo o SWISSPHONE User Guide Using the Firefighter Response System Reports Utilizing Reports FFRS reports can be used to track your members responses and man hours This can be useful for OSHA 300 reporting as well as point systems used for paying members for the incidents they respond on Creating a Report To create a report log into your FFRS 1 Click on the Reports button Fe Modules Mutual Aid Admin Support My Profile Sign out Re
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