Create and Manage your Department Lists

Departmental lists are not visible to the control room. They should be used to assist with your internal call out process i.e once someone has been notified of an incident by the Control Room (using the Control Room lists) who else do they need to pass this information onto within the department. Whilst these are called departmental lists, the lists can be set up based on buildings, sections in departments, services provided, or whatever categorization the department finds easiest to use for the call out process.

From your dashboard, click the Manage button in the Department Lists panel.

From here you can create a nested series of lists replicating your departmental structure or your services or any other types of list that would be useful to the department in the event of an incident. Each list created requires a name and keywords can be added to assist anyone searching these lists for an appropriate contact.  Please note when you set up a list everyone added to it will need to consent for their information to be displayed on it, and until they consent you will only be able to see their name and office telephone number.

Creating a New List

To create a new list:

  1. From your dashboard click the Manage button in the Department Lists panel
  2. Click Create a new Department list
  3. Provide a name for the list
  4. Decide any keywords to indicate the properties/terms you may want to search by or other people may use when trying to find this list. You can add single words or several words as one keyword. After each keyword press enter.

You may want to set up a hierarchical structure, with a parent list at the top and sub lists beneath it. To do this:

  1. First create the top level list and leave the Parent List field blank
  2. For a list that needs to be nested i.e. sit underneath another list its “parent” select this list in the Parent List field
  3. If you wish to elevate a nested list to the top level, click the x button next to the parent list name
  4. Add at least one contact to this list. If you wish to create your lists first and populate contacts afterwards then click the red Remove icon to delete the default contact.
  5. Click the Save button.

Anyone who has been added to a department list will receive an automated email explaining they have been added to the list and asking them to consent to share their information with everyone else on the list.  Until they have consented you will only be able to see their name and office telephone number.  It is advisable to contact them directly explaining how department lists will be used in your department, and to explain about consent.

Editing a Department List

To edit a department list:

  1. From your dashboard click the Manage button in the Department Lists panel
  2. Click the Edit button next to the list you wish to edit.
  3. Ensure you Save any changes you make.

Note: Depending on what changes are made, those on the list may need to consent again to the changes (and will receive an email prompting them to do so).

Adding Additional Editors

When creating or editing a list you can create additional list editors as follows. Editors have access to manage the specific list you set them up on; if you want someone to manage all call out lists you should set them up as a nominee.

When creating or editing a list you can create additional list editors as follows.

  1. By the Additional list editors title click the Add editor link
  2. Type in the email address
  3. Scroll down and click Save

Consent Reports

As a HoD/nominee, you have access to a reports tab in the system, including a "Consent Report."  This will show the status for every person on a departmental list and whether they have given consent for their details to be shared.  You will also receive a monthly email with a link to the consent report.

You can send a reminder email to unresponsive contacts on a list to remind them to consent by going to Lists -> Manage Departmental Lists -> Send consent reminders.