In this article, we'll show how to set up an Emergency Message, choose which screens it reaches, and activate it from your computer or phone when an emergency happens.
- What You'll Need
- How It Works
- Create an Emergency Message
- Reach Screens Across Teams
- Test Your Emergency Message
- Activate an Emergency Message in an Emergency
- Troubleshooting
Push a ready-made emergency message to your screens in seconds. Set up one Emergency Message for each situation ahead of time, then activate it from your computer or phone when you need it.
With the Emergency Message app you can:
- Show your own image, video, Playlist or a ready-made emergency template for fire, tornado, gas leak and more
- Type a simple text message ahead of time
- Choose exactly which screens, or which tagged groups of screens, show the message
- Activate it from the Emergency Message Control Center, which works on a phone
IMPORTANT |
| Your screens need an active internet connection to receive the activation. The message's files can be downloaded to your screens ahead of time, but the command to show it still comes over the internet. An emergency can take your internet connection down, so don't rely on OptiSigns as the only way you communicate in an emergency. |
What You'll Need
- An OptiSigns account on the Standard plan or higher - see pricing
- Screens that are paired and online
- Permission to edit assets in your OptiSigns account
How It Works
You create an Emergency Message for each situation, for example "Building 1 Fire". Each one stores what to show, which screens show it and for how long. Nothing changes on your screens until you activate it.
When you activate it, the targeted screens usually switch to the message within 15-30 seconds. It can take longer the first time, while your screens download the message's files. When you deactivate it, or the duration runs out, the screens go back to what they were playing before.
Create an Emergency Message
Sign in to app.optisigns.com, go to Files/Assets and click Apps. Search for Emergency Message and click it.
Fill in the Emergency Message settings:
- Name - The name you'll see in your asset list and in the Control Center. It is not shown on your screens. Pick something you'll recognize quickly in an emergency, like "Building 1 Fire Emergency".
- Target - Choose Screens to pick individual screens, or Tags to reach every screen with a tag. Learn more in Tagging in OptiSigns.
- Screens or Tags - The screens or tags that show the message when it is activated.
- Content - What the screens show. See Choose the Content.
- Emergency Duration - How long the message stays on the screens, in seconds. The default is 600 (10 minutes). Enter 0 to keep it on until you deactivate it yourself.
Choose the Content
Open the Content list and pick one of these:
- Asset - An image, video, PowerPoint or other file from your Files/Assets.
- Playlist - One of your Playlists.
- Simple Message - A plain text message. Set the text before you save; you can't change it when you activate the message.
- Template - Opens the Designer with ready-made emergency templates, such as Fire, Tornado or Gas Leak. When you save your design there, it is added to the message as an Asset.
If you choose Simple Message, type your text in Message. You can also add a Background Image and set the Background Color and Text Color.
Click Save. Your Emergency Message now appears in your Files/Assets.
TIP |
| Repeat these steps for every situation you plan for, such as one message per building and type of emergency. |
Reach Screens Across Teams
If your account uses teams, plan which screens each Emergency Message has to reach before an emergency happens.
The Target list offers Screens and Tags. The older All Screen(s) option is no longer offered. To make sure a message reaches every screen it should:
- Give every screen that should show the alert the same tag, for example "Emergency", and set Target to Tags with that tag. A new screen is covered as soon as you tag it.
- Open the Screens or Tags list and check that the screens from every team you need are there. If a team's screens are missing, create an Emergency Message in that team as well.
- Test the message once on each group of screens. See Test Your Emergency Message.
NOTE |
| Only people whose role lets them edit assets can activate or change an Emergency Message. In the Control Center, the switch is greyed out for anyone else, for example the Read Only role. |
Test Your Emergency Message
Test each Emergency Message once after you create it. A test confirms the setup works, and it downloads the message's files to your screens so it shows faster in a real emergency.
NOTE |
| A test shows the message on the real screens. Let people nearby know before you test. |
In Files/Assets, click the ... button on the Emergency Message and click Activate Emergency.
Confirm when you're asked "Are you sure you want to activate this Emergency Message?". To stop the test, open the same menu and click Deactivate Emergency.
Activate an Emergency Message in an Emergency
In an emergency, use the Emergency Message Control Center at emergency.optisigns.com. It works on your phone, laptop or computer. You can also open it from any Emergency Message with Go to Emergency Message Control Center.
Bookmark the Control Center on your phone and sign in with your OptiSigns account ahead of time. Open the bookmark now and then to check you're still signed in.
The Control Center lists every Emergency Message in your current team, whoever created it. If your account uses teams, switch to another team to see its messages. The banner at the top tells you whether any message is active.
To activate a message, turn on its switch and confirm. The message usually shows on the targeted screens within 15-30 seconds.
To end it, turn the switch off and confirm. If you don't, the message ends on its own when its Emergency Duration runs out. On a computer, use Filter by status to see only the messages that are Activated or Not activated. The filter isn't shown on a phone screen.
Troubleshooting
Here are a few of the more common issues our customers may face when using an Emergency Message or Alert app, and how to solve them.
The Message Doesn't Show on a Screen
Check that the screen is online, then check that it is in the message's Screens list or has one of its Tags. If the message uses a video or other large file, give the screen extra time to download it.
The Switch in the Control Center Is Greyed Out
Your role doesn't let you edit assets. Ask your account owner or an admin to change your role, or to activate the message for you.
I Can't Change an Emergency Message's Settings
The settings are locked while the message is active. Deactivate it first, then edit it.
All Screen(s) Is Missing From the Target List
That option is no longer offered. Use a tag on every screen instead. See Reach Screens Across Teams.
That’s all!
OptiSigns is the leader in digital signage software. If you have any additional questions, concerns or any feedback about OptiSigns, feel free to reach out to our support team at support@optisigns.com.