Compliance Management System (CMS) Guides – People Manager Level Access

2. People

The “People” Section of the main menu allows you keep contact lists of relevant people up to date. Each list can be updated as needed and will automatically update the online emergency procedures manual.

The People Section covers the the Emergency Planning Committee; Emergency Control Organisation; First Aid Officers; People with Special Needs; Fire Safety Advisors. Each list is accessed by the main menu on the left of the page.

Using each of these lists is covered by the next sections.

To access the EPC area, click on “EPC” from the People section of the main menu. From this landing page, you can view, add, delete and edit members of the EPC (the EPC Register), and navigate to the EPC Meetings section to view and add minutes of EPC meetings.
Picture

 
 

 
Viewing and Printing EPC Members:
The landing page of the EPC section first displays the EPC Register. From here you can create a print-ready PDF report of this list by clicking on the blue “PDF” button found at the bottom of the EPC list.

Adding an EPC Member:
To add a new EPC member, click on the +Add button to the right of the screen (as shown in the illustration above). This will take you to a new screen to add the EPC member’s details.
If the new member is to be granted access to the CMS, click on checkbox “Send User Invitation”. They will receive an email invitation and be granted “Viewer” access only and will not be able to edit any information in the CMS. 
When you have completed entering the new member’s details, click the green ‘SAVE’ button. To cancel and delete the information added, click the white ‘CANCEL’ button. You will then be taken back to the EPC landing page.

Editing an EPC Member:
To edit an EPC member’s details, simply click the ‘Edit’ button next to the member’s name. You will be taken to a new screen where you can then change the member’s information. 
When you have completed editing the member’s details, click the green ‘SAVE’ button. To cancel and delete the information added, click the white ‘CANCEL’ button. You will then be taken back to the EPC landing page.

Deleting an EPC Member:
To delete an EPC member, simply click the ‘Edit’ button next to the member’s name. You will be taken to a new screen where you can then change the member’s information. 
When you have completed editing the member’s details, click the green ‘SAVE’ button. To cancel and delete the information added, click the white ‘CANCEL’ button. You will then be taken back to the EPC landing page.

Important note: If you have granted access to a member, their access will not be revoked by simply deleting their details from the EPC Register. You must contact Fire EMT to manage their user account.

 

 
EPC Meetings:
​From the EPC landing page, you can access the EPC Meetings area by clicking on the ‘EPC Meetings’ tab at the top of the ​page. This will take you to the meetings landing page.
Picture

 
Meetings that have been entered into the system without being completed are listed in the ‘Meeting Schedule’ area, and the meetings that have been completed are listed in the ‘Meeting History’ area below that. You can create a PDF list of all meetings by clicking on the blue ‘PDF’ buttons.
​​
Scheduling an EPC Meeting:
​To schedule an EPC meeting, click the ‘+ADD’ button to the right of the screen as shown in the illustration above. This will take you to a new page where you can enter the details of the planned meeting. The Chairperson is available from the list of Fire EMT Fire Safety Advisor Representatives. If Fire EMT is not managing your EPC, you can leave this blank.
You can add relevant documents to the meeting schedule by dropping the file into the box labelled ‘Associated Files’ at the bottom of the page.
The system does not invite EPC members. You will have to ensure all those required to attend have been invited by your usual meeting schedule system such as Outlook.

Editing and Completing an EPC Meeting:
Once the EPC meeting has been held, you can now ‘close’ the meeting and move the entry from ‘Scheduled’ to ‘History’ by clicking on the grey ‘View’ button. This will open the details of the meeting with the heading ‘Update Information’.
 Click on ‘Edit’ to fill in the date the meeting was held under the ‘Completed Date’ field and ‘Save’.
 The meeting will now be listed under ‘Meeting History’.
 
If you want to add any documents such as Meeting Minutes to the history of the meeting, under ‘Meeting History’ heading click on the ‘View’ button next to the relevant Meeting, then click on ‘Edit’. Files can be dropped into the box at the bottom of the screen, then click Save.
Please note you cannot delete the entry once it is saved if the ‘Meeting Completed’ checkbox is ticked.
 
Accessing Meeting Information/History:
To view any documents that are associated to the meeting and have been saved, select the EPC Meetings tab.
Select the PDF button on the relevant meeting to see the meeting history and attendees in PDF format.
Select the ‘View’ button to see the meeting history, attendees and access any attached files such as Minutes which will be found at the bottom of the page as an accessible PDF document under Meeting Files.
This area simply lists the members of the Emergency Control Organisation (ECO). To access the ECO area, click on “ECO” from the People section of the main menu. From this landing page, you can view, add, delete and edit members of the ECO.

Functional Note: The system uses this ECO Register to populate the ECO Register page in the Emergency Plan/Manual. Any printed manuals will become out of date with the online version each time the ECO Register is updated. 

Picture

 
 

 
Viewing and Printing ECO Members:
The landing page of the ECO section first displays the ECO Register. From here you can create a print-ready PDF report of this list by clicking on the blue “PDF” button found at the bottom of the ECO list as shown in the illustration above.

Adding an ECO Member:
To add a new ECO member, click on the ‘+Add‘ button to the right of the screen as shown in the illustration above. This will take you to a new screen to add the ECO member’s details.
If the new member is to be granted access to the CMS, click on checkbox “Send User Invitation”. They will receive an email invitation and be granted “Viewer” access only and will not be able to edit any information in the CMS. This is not recommended.
When you have completed entering the new member’s details, click the green ‘SAVE’ button. To cancel and delete the information added, click the white ‘CANCEL’ button. You will then be taken back to the EPC landing page.

Editing an ECO Member:
To edit an ECO member’s details, simply click the ‘Edit’ button next to the member’s name. You will be taken to a new screen where you can then change the member’s information. 
When you have completed editing the member’s details, click the green ‘SAVE’ button. To cancel and delete the information added, click the white ‘CANCEL’ button. You will then be taken back to the ECO landing page.

Deleting an ECO Member:
To delete an ECO member, simply click the ‘Edit’ button next to the member’s name. You will be taken to a new screen where you can then change the member’s information. From here, click on the red ‘DELETE’ button at the bottom right of the member’s information. This operation cannot be undone. 

Important note: If you have granted access to a member, their access will not be revoked by simply deleting their details from the ECO Register. You must contact Fire EMT to manage their user account.

This area simply lists the members of the facility’s First Aid qualified personnel. To access the First Aider’s area, click on “First Aider” from the People section of the main menu. From this landing page, you can view, add, delete and edit First Aiders.

Functional Note: The system uses this First Aid Register to populate the First Aid page in the Emergency Plan/Manual. Any printed manuals will become out of date with the online version each time the ECO Register is updated. ​

 

 
Viewing and Printing First Aiders:
The landing page of the First Aider section first displays the First Aider Register. From here you can create a print-ready PDF report of this list by clicking on the blue “PDF” button found at the bottom of the First Aider list on the landing page.

Adding a First Aider:
To add a new First Aider, click on the ‘+Add‘ button to the right of the screen as shown in the illustration above. This will take you to a new screen to add the First Aider’s details. You can add a copy of their first aid certificates by dropping the files in the ‘Associated Files’ box at the bottom of the page.
When you have completed entering the new member’s details, click the green ‘SAVE’ button. To cancel and delete the information added, click the white ‘CANCEL’ button. You will then be taken back to the EPC landing page.

Editing a First Aider:
To edit a First Aider’s details, simply click the ‘Edit’ button next to the member’s name. You will be taken to a new screen where you can then change the member’s information. 
When you have completed editing the member’s details, click the green ‘SAVE’ button. To cancel and delete the information added, click the white ‘CANCEL’ button. You will then be taken back to the First Aider’s landing page.

Deleting a First Aider:
To delete a First Aider, simply click the ‘Edit’ button next to the member’s name. You will be taken to a new screen where you can then change the member’s information. From here, click on the red ‘DELETE’ button at the bottom right of the member’s information. This operation can not be undone. 

This area lists any persons in the facility who may require additional assistance or who are unable to act alone during an emergency. This area also generates Personal Emergency Evacuation Plans (PEEPS) for each of those persons.
To access the PEEPs area, click on “PEEPs” from the People section of the main menu. From this landing page, you can view, add, delete and edit members.

Functional Note: The system uses this list to populate the PEEPs page in the Emergency Plan/Manual. Any printed manuals will become out of date with the online version each time this list is updated. ​

Picture

 
 

 
Viewing and Printing PEEPs:
The landing page of the PEEPs section first displays the PEEPs Register. From here you can create a print-ready PDF report of this list by clicking on the blue “PDF” button found at the top of the PEEPs list. You can also print an individual PEEPS record for one or more individuals by clicking the blue ‘PDF’ button for each PEEPs entry as shown in the illustration above.

Accessing Attached Files:
To access any attached documents that are associated to the PEEP and have been saved, select the PEEP tab.
Select the ‘Edit’ button associated with the relevant PEEP to see the PEEP information and access any attached files will be found at the bottom of the page as an accessible PDF document under Associated Files.

Adding a PEEP:
To add a new PEEP record, click on the ‘+Add‘ button to the right of the screen as shown in the illustration above. This will take you to a new screen to add the PEEP details. You can add any relevant documents by dropping the files in the ‘Associated Files’ box at the bottom of the page.
When you have completed entering the new member’s details, click the green ‘SAVE’ button. To cancel and delete the information added, click the white ‘CANCEL’ button. You will then be taken back to the PEEPs landing page.

Editing a PEEP:
To edit a PEEP record, simply click the ‘Edit’ button next to the entry you wish to edit. You will be taken to a new screen where you can then change the record’s information. 
When you have completed editing the record, click the green ‘SAVE’ button. To cancel and delete the information added, click the white ‘CANCEL’ button. You will then be taken back to the PEEPs landing page.

Deleting a PEEP:
To delete a PEEP record, simply click the ‘Edit’ button next to the entry you wish to delete. You will be taken to a new screen where you can then change the record’s information. From here, click on the red ‘DELETE’ button at the bottom right of the record information. This operation can not be undone.