32. Shuttle, meal, visitor and emergency management

Screenshots show the Turkish interface of Prozence with fictional "Örnek Teknoloji A.Ş." data; the English interface has the same layout.

This chapter is for the people who manage the shuttle, canteen, meeting room, visitor, emergency, occupational health and safety (OHS, İSG) and occupational physician services. It describes turning on the modules, their settings, giving roles and the daily management tasks of the managers. What each setting does and its default value are given in a table.

Who: Admin · Services manager · Shuttle manager · Meals manager · Booking and visitors module admins · Emergency responder · OHS officer

For the screens that employees see, see 25. Shuttle and canteen, 26. Meeting rooms and visitors and 27. Emergencies, occupational safety and the occupational physician. For reports, see 19. Reports.

In this chapter

• Opening Services management
• Turning on service modules (General)
• Assigning roles: shuttle manager, meals manager, canteen attendant, reception
• Defining shuttle routes
• Monitoring today's trips
• Driver link and notices to passengers
• Shuttle assignment: route suggestion by district
• Planning an overtime shuttle
• Entering the meal menu
• Monitoring lunch attendance and menu ratings
• Canteen entry settings
• Booking resources and rules
• Google Calendar sync
• Visitor settings, welcome and sign-out
• Editing the emergency plan
• Emergency response teams and drills
• Starting an I’m Safe check-in
• Monitoring and ending the check-in board
• Assembly points and I’m Safe settings
• Safety report settings
• Handling near-miss and hazard reports
• Verifying a corrective action
• Handling an accident record and the SGK deadline
• Adding a physician and appointment settings

Opening Services management

Who: Admin, services manager, service module admins · Where: Admin → Modules → Services

What it does: The shuttle, meal, vehicle, request, mailroom, booking and visitor settings are on one screen, in separate sub-tabs.

1. In the menu on the left, click Admin.
2. In the Admin menu, click Services in the Modules group.
3. Select one of the sub-tabs at the top: General, Requests, Mailroom, Booking, Visitors, Meals, Shuttle, Vehicle, Permissions.

Who sees what:

• The Admin and the services manager see all sub-tabs.
• The admin of a module (e.g. the shuttle manager, the meals manager) sees only their own sub-tab and Permissions.
• The tab of a service that is off is dimmed and has the "off" label; you can open its settings, and to turn it on, use the General tab.
• The sub-tab you select is remembered during the session. You can also move between the tabs with the arrow keys.

On a phone: Tap Profile → the Admin strip, then select Services.

Tip: The emergency plan and I’m Safe are not on this screen; they are managed from the Emergency and I’m Safe buttons in the top bar. OHS and the occupational physician are in Admin → Modules → OHS.

Turning on service modules (General)

Who: Admin, services manager · Where: Admin → Services → General

What it does: You turn on the services your company has. A service that is off is not visible to employees anywhere.

1. On the General tab, in the Service modules section, select the modules you want to turn on.
2. Under Extra meal and shuttle features, select the optional features.
3. Click Save modules.

Tip: Requests, mailroom, booking and visitors are turned on with the first box on their own tabs.

Assigning roles: shuttle manager, meals manager, canteen attendant, reception

Who: Admin, services manager · Where: Admin → Services → Permissions

What it does: For each service module, you decide who manages it, who does the daily work and who only views it.

1. Open the Permissions sub-tab. Each module has its own section.
2. Type the person's name in the box of the role and select them in the list. To remove a person, click × next to their name.
3. To give a role to everyone in a department, click + Add department (a role given to a department does not get notifications).
4. Click the Save button of the section.

Important: Only the Admin gives or removes the Module admin role. You cannot change your own permission. You assign emergency responders in Admin → People and permissions with the Emergency responder box (see 10. Administration and setup).

Defining shuttle routes

Who: Shuttle manager, services manager · Where: Admin → Services → Shuttle

What it does: You enter the shuttle routes, vehicles, drivers, number of seats and stop times. Employees select their own route and stop; you see the occupancy of each route (people who selected it / seats).

1. Open the Shuttle sub-tab.
2. For a new route, click + Add route.
3. Type the name of the route in the Route name (e.g. Kadıköy – Office) box.
4. Fill in the Vehicle (e.g. white minibus), Plate (34 ABC 123), Driver, Phone and, if you want, Note (e.g. Leaves at 17:30 on Fridays) boxes.
5. In the Seats (empty = unlimited) box, type the number of passenger seats in the vehicle.
6. If there is a vehicle to use in case of a breakdown or leave, type it in the Backup vehicle (plate, driver, phone) box.
7. In the Stops box, type one stop per line: Stop name | morning time | evening time (e.g. Kadıköy İskele | 07:15 | 18:45). Because the suggestion by district is made by looking at the stop names, it is recommended to write the district name in the stop name.
8. Click Save routes. The message "Routes saved." appears.

Occupancy (1.1.8): Next to each saved route, it shows how many people selected that route (e.g. "3 people chose it") and an occupancy badge: "12 / 14 seats · 86%"; when the seats are taken, "3 / 3 seats · 100% · full" in red, and if more people selected it than there are seats, "… · 2 over". For a route without a number of seats, it says "3 people · unlimited seats". Below a full route, a route with free seats that passes through the same district or a shared stop is suggested: "Full. Alternative route: Hat 1 – Kuzey / Ofis (Deneme Metro, 11 boş)" ("… 11 free"). Selection of a full route is not blocked; the employee gets a warning.

Important: If you delete a route with Delete, the selection of the employees who selected that route is cleared. If someone selected the route, the Delete route? window appears ("The choice of 3 people on this route will be cleared. It takes effect with "Save routes"."); the deletion becomes permanent with Save routes.

Monitoring today's trips

Who: Shuttle manager, services manager · Where: Admin → Services → Shuttle → Today’s trips

What it does: You see today's trip of each route, its occupancy and who got on or not in one table.

1. Open the Shuttle sub-tab. The Today’s trips table is at the top.
2. The columns are: Route, Trip (morning / evening and status, e.g. "Evening · on the way"), Seats (taken / total), Boarded, Didn’t board, Not riding, From another shuttle.

Tip: The Boarded / Didn’t board columns come from the driver's marks (see 25. Shuttle and canteen). The marks are kept only for that day; there is no report for past days.

Driver link and notices to passengers

Who: Shuttle manager, services manager · Where: Admin → Services → Shuttle → Live shuttle

What it does: You give the driver of each route a secret link that does not need sign-in. In case of a delay or cancellation, you send a notice to the passengers.

Before you start: The Live shuttle feature must be on (see Turning on service modules).

1. In the Live shuttle box below the route, click Copy driver link. Send the link to the driver in a message.
2. The top of the box shows the trip status for the day (e.g. "No trip has started today." or "Evening trip · on the way").
3. For a notice to passengers, select the type in the list: Delay, No trip today or Custom message.
4. Select the Morning or Evening trip. For a delay, enter the minutes; for a custom message, type the message.
5. Click Notify passengers. The message "Notification sent to … passengers." appears.

Common errors:

• "Gecikme 5–120 dakika olmalı." ("The delay must be 5–120 minutes.")
• "The message can’t be empty."
• "Duyuru türü geçersiz." ("Invalid notice type.")

Important: If someone else got the link, click Renew link and click Renew in the Renew the driver link? window. The old link stops working immediately ("Şoför ekranı kapalı" ("Driver screen closed")); after the message "New link created; send it to the driver.", send the new one to the driver. Copy driver link copies the link to the clipboard ("Link copied; send it to the driver via WhatsApp or SMS.").

Shuttle assignment: route suggestion by district

Who: Shuttle manager, services manager · Where: Admin → Services → Shuttle → Shuttle assignment

What it does: You see in a table the employees who entered their district or are starting work. Depending on whether the district appears in the stop names, a route and a stop are suggested; you assign them with one click and the employee gets the notification "Your shuttle route is set".

Before you start: The suggestion does not use a map; it looks at the stop names. The district is only the name of the district or neighborhood; a full address is rejected.

1. On the Shuttle sub-tab, scroll down to the Shuttle assignment section. The table has the Employee, District, Current route and Suggested columns. Below the name of an employee with an open onboarding process, a note such as "starts: 24 Aug" shows.
2. For an employee with an empty district, type their district in the District box and click Save ("District saved."). For an employee who is not in the list, select the employee in the — Choose employee — list below the table, type the District and click Add district.
3. Select the route and the stop in the list in the Suggested column (e.g. "Hat 1 – Kuzey / Ofis · Deneme Metro 07:30 · 3/14"). For a full route, it says "Hat 2 – Güney / Ofis dolu; alternatif: …" ("… full; alternative: …").
4. Click Assign (if the employee has a route, Change). The message "Ece Yıldız: Hat 1 – Kuzey / Ofis · Deneme Metro atandı; çalışana bildirim gitti." ("… assigned; the employee was notified.") appears.

Result: The employee's route and stop are saved. If there is no match, the Suggested column says "No matching stop name"; if no district was entered, "Enter the district first".

Tip: If Onboarding: when the process starts, give administration a "Shuttle assignment" task (with district and suggested route) is on in the General tab, the task "Servis ataması: hat ve durak" is added for administration to each new onboarding process (see Turning on service modules).

Important: Only the shuttle officers and the employee see the district; it does not show in the directory, on the business card or on the screens of other employees. When the employee leaves, the district is deleted.

Planning an overtime shuttle

Who: Shuttle manager, services manager · Where: Admin → Services → Shuttle → Overtime shuttles

What it does: Outside the normal trips (e.g. Saturday overtime, night shift), you plan a one-time shuttle. The employees you invite report whether they will join and the stop where they will get on; you see the people who join, the people who do not and the people who have not replied.

1. On the Shuttle sub-tab, scroll down to the Overtime shuttles section and click + Add overtime shuttle. The New overtime shuttle form opens.
2. If you want, type the Name (optional, e.g. Saturday overtime); enter the Date and the Departure time.
3. For the route, select a route in the Route (vehicle details come from the route) list. If you do not select a route, type the stops in the Stops (one per line: "Stop | time"; leave empty if you chose a route) box (e.g. Ofis | 19:30).
4. If they are different from the route, fill in the Vehicle, Plate, Driver, Driver's phone and Seats (empty = route's / unlimited) fields.
5. Type the employee's name in the Add person… box under Participants (notified; empty = open to everyone) and select them in the list. If you add nobody, it says "Open to everyone" and the trip is visible to all employees.
6. If you want, write a Note and click Add overtime shuttle. The message "Overtime shuttle added; participants were notified." appears.

Result: The card of the trip shows "1 / 14 attending", the route, and the Katılanlar: ("attending:", with their stops), Katılmıyor: ("not attending:") and Yanıt vermedi: ("no reply:") rows. The invitees get the notification "Overtime shuttle: will you attend?"; the employee says Attending / I won't attend in Services → Shuttle (see 25. Shuttle and canteen).

Editing and cancelling: Change the trip with Edit ("Overtime shuttle updated."); if the time, date or stops change, the people who join get the notification "Overtime shuttle changed". With Cancel, in the Cancel the overtime shuttle? window, write a Reason (shown in the notification) if you want; the invitees and the people who join get a notification. A trip whose time has passed shows Time passed next to it, and a cancelled one shows Cancelled.

Common errors:

• "Enter the date and departure time."
• "An overtime trip can't be added in the past." or "Mesai seferi en çok 90 gün sonrası için eklenebilir." ("an overtime trip can be added at most 90 days ahead")
• "Choose a route or enter at least one stop."
• "Koltuk sayısı 0–99 olmalı (0 = sınırsız)." ("the number of seats must be 0–99 (0 = unlimited)")
• "Katılacağını bildiren 5 kişi var; koltuk sayısı bundan az olamaz." ("5 people said they will attend; the number of seats cannot be less than this")
• "İptal edilmiş ya da saati geçmiş sefer değiştirilemez." ("a cancelled trip or a trip whose time has passed cannot be changed")

Important: The overtime shuttle is not linked to the live driver screen; send the list of the people who join to the driver from this screen. Trips older than 30 days are deleted automatically.

Entering the meal menu

Who: Meals manager, services manager · Where: Admin → Services → Meals

What it does: You enter the month's menu day by day. Employees see today's menu and the whole month in Services.

1. Open the Meals sub-tab. Select the month with the ‹ and › buttons next to the month name.
2. Type the dishes in the box of each day, one dish per line.
3. If you want, type the note for the day in the Note (e.g. Vegetarian: …) box below it.
4. For past days and weekends, click Past days (…) or Show weekends.
5. Click Save menu.

Public holidays and eves (1.8.8): Days that are public holidays in the Leave module's holiday calendar are marked like weekends and "Public holiday" appears under the day name; on eves "Eve (afternoon off)" appears. In the meal count, a public holiday counts as "Not a working day" (also when the Work time module is off).

Uploading from a file (CSV):

1. Prepare the menu with one day per row: the first column is the date, the next columns are the dishes (e.g. 01.10.2026;Mercimek çorbası;Tavuk sote;…). The date can be DD.MM.YYYY or YYYY-MM-DD; the separator can be a semicolon, comma or tab.
2. Save the file as CSV (512 KB at most).
3. Select the file in the Upload from file (CSV) field. Rows whose first column is not a date are skipped.

Important: The days in the file replace the old entries for those days. Days older than 120 days are deleted automatically.

Monitoring lunch attendance and menu ratings

Who: Meals manager, services manager, kitchen · Where: Admin → Services → Meals (top of the tab)

What it does: The kitchen knows in advance how many people will eat each day. You see employees' ratings and comments anonymously.

Before you start: Lunch attendance and Menu rating must be on.

1. Look at the Expected headcount list at the top of the Meals sub-tab. For each day, it shows the number of people and, next to it, the not at lunch … and on leave … counts.
2. Under Ratings from the last 30 days, the overall average and the number of votes are shown. If there are no ratings yet, it says "No ratings yet."
3. Click a day to open that day's menu and the comments.

Tip: After the cut-off time, the expected headcount for the day goes to the Kitchen summary email address in one email. Employees on leave are subtracted automatically.

Important: Comments are anonymous; do not try to find who wrote a comment.

Canteen entry settings

Who: Meals manager (Meals and canteen → Module admin), services manager · Where: Admin → Services → Meals → Canteen entry

What it does: You turn on QR code entry to the canteen and decide who can bring guests.

Before you start: The Meal menu module must be on. If it is off, the warning "The meal menu is off, so canteen entry doesn’t work either. First turn on the meal menu under General." appears.

1. On the Meals sub-tab, scroll down to the Canteen entry section.
2. Select the QR code entry to the canteen: the attendant opens the day’s entry, employees scan the code box.
3. In the Who may bring guests list, select Nobody, All employees or Selected employees. For Selected employees, select the people in the searchable list that opens.
4. Enter the Max. guests per person per day and Keep records (months) values.
5. Click Save canteen settings. The message "Canteen settings saved." appears.
6. On the Permissions tab, assign the attendant as Meals and canteen → Operator.

Tip: For the attendant's daily screen, see 25. Shuttle and canteen. Who ate today, the guests and the daily average are in Reports → Canteen.

Booking resources and rules

Who: Booking module admin, services manager · Where: Admin → Services → Booking

What it does: You set the meeting rooms and parking spaces that can be booked, the booking hours and the limits.

1. Open the Booking sub-tab.
2. Select the Booking on: employees book rooms and parking box.
3. Enter the hours and limits (see the table).
4. With the Add reception: type a name box, add the reception staff who will get guest notifications. Above the box, the meaning of the list is written: "All employees can make bookings. The Reception list here is only for: receiving visitor notifications, seeing the day's guest and vehicle list and, if needed, cancelling someone else's booking with a reason." Only employees whose business card is published (who can sign in to the app) appear in the list (1.1.7).
5. Click + Add room or + Add parking space. For each resource, enter Name, Type (Meeting room / Parking), Floor / location; for rooms, also enter Capacity (people), Equipment and, if you want, Google resource calendar (optional).
6. To close a resource temporarily, clear its Open for booking mark. To delete it completely, click Remove.
7. Click Save booking settings.

Tip: How many cars the guest parking can take at the same time is set on the Visitors tab (see Visitor settings). Parking space bookings do not reduce this capacity. The parking rules are also shown to the employee in the booking form; even if the rules are off, a second parking space for the same plate at the same time is always blocked.

Common errors: "Booking times must span at least one hour (start before end)." If you enter an invalid value (e.g. 0 or empty) in the number fields, the save is rejected with the server's error message.

Google Calendar sync

Who: Admin, booking module admin · Where: Admin → Services → Booking → Sync with Google Calendar

What it does: Bookings made in Prozence are written to the booker's Google Calendar; meetings set up in Google Calendar by selecting a room come to Prozence every 10 minutes as "From Google Calendar" bookings. Outside participants are added to the reception's list of expected visitors.

Before you start: The company's Google Workspace connection (the Google service account in Email signatures and domain-wide delegation) must be set up. The Admin → Integrations → Google / Microsoft wizard sets up the required permissions (see 13. Integrations).

1. On the Booking sub-tab, select the Sync with Google Calendar: bookings are written to the booker's Google Calendar; rooms' busy times in Google are shown box.
2. Read the status line below the box:
   • "Ready. The Google service account from Email signatures is used; employees are not asked for separate consent."
   • "No Google service account is installed (Email signatures screen); sync won't work."
   • "Nothing is written to Google in a test / staging environment."
3. If the connection is incomplete, click Open the wizard next to the "… steps missing for Google Calendar." line.
4. In the Google resource calendar (optional) field of each room, type the email of the room calendar from Google Admin console → Directory → Buildings and resources.
5. Click Save booking settings.
6. After you save, the Room bookings from Google Calendar section appears. It shows the time of the last sync and the counts ("Last sync — new: …, updated: …, cancelled: …"). To sync immediately, click Sync now.
7. To match the rooms in Google with the Prozence rooms, click Find Google rooms; match each room or add it as a new room.

Common errors:

• "Eşitleme için odaların "Google kaynak takvimi" alanını doldurun ve kaydedin." ("For sync, fill in the "Google resource calendar" field of the rooms and save.")
• "Couldn't read Google Calendar: …": the employee who reads has no access to the room calendar, or Google cannot be reached. The records of that room are not touched.
• For Find Google rooms, the scope for reading the room list must be added to the domain-wide delegation in the Admin console; if not, an error with instructions appears.

Important: A booking that came from Google cannot be cancelled in Prozence; changes and cancellations are made in Google Calendar. Microsoft 365 room calendars are not supported.

Note: The image above shows the state with sync off. While it is off, only the note "When turned on, the Google service account from Email signatures is used; the Admin → Integrations → Google / Microsoft wizard sets up the required permissions." is shown below the box; the status line and the Room bookings from Google Calendar section appear when sync is turned on and saved.

Visitor settings, welcome and sign-out

Who: Visitors module admin, services manager · Where: Admin → Services → Visitors

What it does: You turn on visitor registration; you set the privacy notice, the guest parking capacity, the content of the welcome email sent to the visitor, the exit points and QR self check-in.

1. Open the Visitors sub-tab.
2. Select the Visitor registration on: reception checks visitors in, employees announce guests box.
3. Set the options and periods according to the table.
4. In the Welcome message section, type the texts that go to the visitor: address and floor / room directions, company rules, emergency, occupational health and safety, parking rules, guest Wi-Fi name and password. For the rules, emergency and OHS, you can also add a link if you want (it must start with https://).
5. In the Exit points box, type one door per line (e.g. "Ana giriş" ("Main entrance"), "Otopark kapısı" ("Car park gate")).
6. With the Add reception: type a name box, add the reception staff.
7. Click Save visitor settings.

QR self check-in:

1. Select the QR self check-in: visitors scan the code at reception and register themselves box and save.
2. A QR code appears in the section. Print the poster with the QR code with Print poster and put it up at reception, or keep the page open on the tablet at reception with Open the check-in page.
3. If you think someone else got the link, click Renew key; the old QR code stops working, so print the poster again.

Common errors:

• "Guest parking capacity must be 0–200 cars (0 = no limit)."
• "The default guest car duration must be 30–720 minutes."
• "The "Has your guest arrived?" reminder must be 0–240 minutes (0 = off)."
• "Links must start with https://."
• "Enter the privacy notice shown to visitors."

Important: The welcome email and the visitor pages are in Turkish only. No ID document, photo or signature is collected. For the pages the visitor sees, see 26. Meeting rooms and visitors.

Editing the emergency plan

Who: Emergency responder, Admin · Where: Emergency in the top bar → Edit plan

What it does: You enter the locations, phone numbers, instructions and evacuation map of the emergency plan that everyone sees.

1. In the top bar, click Emergency and open the Edit plan tab.
2. In the location boxes, type one location per line; use " | " for the floor or directions (e.g. Yangın merdiveni | 5. kat, asansörlerin arkası). The boxes are: Emergency exits, Fire extinguishers, Electrical breakers, Water valves, First-aid cabinets, Other. A location name can be at most 300 characters, and the floor / directions at most 200 characters (1.1.6). For two locations with the same name (e.g. two extinguishers), give different directions.
3. In the Assembly points box, type one assembly point per line; use " | " for the directions (e.g. Deneme Sok. karşısındaki park | çocuk oyun alanının yanı — "the park opposite Deneme St. | next to the children's playground"; the name at most 300, the directions at most 200 characters). Employees select one of these points in their I’m Safe reply; the list in the I’m Safe settings is the same (1.1.7).
4. If you want, type the address of the building and the evacuation note in the Building address and evacuation note (shown in the plan) box (at most 500 characters). If you leave it empty, the company's office address is shown; it is separate from the visitor directions (1.1.7).
5. In the Phone numbers (Name | number) box, type one phone number per line (e.g. Bina yönetimi | +90 212 000 00 50).
6. If necessary, edit the Instruction: Earthquake, Instruction: Fire, Instruction: Workplace accident, Instruction: Electrical leak and Instruction: Flooding texts.
7. If there is one, type the https:// address of the PDF or image in the Evacuation map link (optional) field.
8. Check the In an emergency, send visitors inside the exit and assembly point details (email; SMS if a provider is set) box.
9. Click Save. The message "Emergency plan saved." appears.

Common errors (1.1.6–1.1.7): A long row is no longer cut; the save is rejected and the wrong box is marked in red:

• "Acil çıkışlar, 2. satır: yer adı (" | " öncesi) en çok 300 karakter olabilir (şu an 312). Kısaltın ya da ikiye bölün: "…"" ("Emergency exits, row 2: the location name (before " | ") can be at most 300 characters (now 312). Shorten it or split it in two: "…"") (the limit for the floor / directions part is 200).
• "Yangın söndürücüler, 2. satır iki kez yazılmış: "…". Birini silin ya da kat / tarifini ayırın." ("Fire extinguishers, row 2 is written twice: "…". Delete one or give different floors / directions.")
• "Bina adresi ve tahliye notu en çok 500 karakter olabilir." ("The building address and evacuation note can be at most 500 characters.")

Tip: You can edit the assembly points on this screen or in the I’m Safe settings; both are the same list (1.1.7). If no locations have been entered yet, the plan says "Acil çıkış, söndürücü, şalter, vana ve ilk müdahale dolabı yerleri henüz girilmedi." ("The locations of the emergency exits, extinguishers, breakers, valves and first-aid cabinets have not been entered yet.").

Important: The instruction texts are not translated; they are shown in Turkish. Locations are not shown on a floor plan; they are kept as text.

Emergency response teams and drills

Who: Emergency responder, Admin · Where: Emergency in the top bar → Teams

What it does: You record the firefighting, rescue and protection teams (support staff) and the first-aid team. Each team is in its own section; at the top of the team, a live badge compares it with the required number of people. The required number is calculated from the hazard class of the workplace and the number of employees; expiring certificates, the plan review date and the drills are on the same screen.

1. In the top bar, click Emergency and open the Teams tab.
2. At the very top, the number of employees and the hazard class (e.g. "15 çalışan · Az tehlikeli" — "15 employees · Low hazard"), the last drill and the next drill date, and the date the plan was last reviewed are shown.
3. In the Workplace hazard class list, select Low hazard, Hazardous or Very hazardous, and enter the Date the plan was last reviewed.
4. The line "Required: one support staff per 50, one first aider per 20 employees" shows the regulation values of the class. Only if your OHS specialist suggested a different ratio, click Change on the line and type the "Her … çalışana 1 kişi" ("1 person per … employees") value for Support staff (per team) and First aider. If you leave it empty, the regulation value is used.
5. In the section of each team (Firefighting team, Rescue team, Protection team, First aid team), type the name in the Add employee (type a name) box and select it in the list. The person is added to the team.
6. On each member's row, select their role (Member, Team leader, Deputy team leader) and enter the Training, Certificate expiry and, if necessary, Planned training dates. To remove a member, click ×. Since 1.4.3, the first line of the row holds the name, the role and ×, and the second line holds the three dates at equal width; on a narrow screen Planned training moves to its own line.
7. Look at the team's badge: "2 / 1 · tamam" ("2 / 1 · complete") or "1 / 2 · 1 eksik" ("1 / 2 · 1 missing"). The badge updates as you make changes.
8. Click Save teams. The message "Emergency response teams saved." appears.

Badges and warnings: The member's row says "No training record" or "Certificate expired" in red; for an employee who has left, "Left" shows. Below the team section, notes such as "1 certificate expire within 60 days" and "2 people have no training record (awaiting training)" appear. If the same person is in several teams, the warning "Assigned to more than one team: … They may not be able to do two jobs at once in an emergency; with 10 or more employees, separate people per team are recommended." appears at the top (the save is not blocked).

Drill records:

1. In the date box at the bottom of the Drills section, select the drill date.
2. In the type list, select Fire, Earthquake, Evacuation, First aid or Other.
3. Type the number of people in Participants and the note in the Evaluation note (e.g. evacuation 4 min; issues) box (at most 1000 characters; the counter is below).
4. Click Add drill. The message "Drill saved." appears.

I’m Safe drills are written automatically (1.1.7): When a check-in started as a "Drill" in I’m Safe ends, a record with the I’M SAFE label is added to the list: the date, the type, the number of participants, a summary (safe / no response / asked for help / reached, median response) and the person who saved it. Report next to the record opens the printable report, and CSV downloads the table. Reports made as a drill from "Report an emergency" show with the IN APP label. Real emergency check-ins are not written to this list; their reports are in Past check-ins in I’m Safe.

Deleting a drill record: Drill records are kept because of the Regulation on Emergencies (Acil Durumlar Yönetmeliği). When you click Delete, you must write a Reason for deletion in the Delete drill record window (e.g. "yanlışlıkla iki kez girildi" — "entered twice by mistake"). The summary of the deleted record, the person who deleted it and the reason stay under Deleted drill records (n).

Tip: At least one drill must be held every year; if there are no recorded drills, the warning "No recorded drills (at least one drill a year is required)." appears. 60 days before a certificate expires, and when the plan or a drill is overdue, the emergency responders get a reminder once.

Common errors:

• "Support staff: one per 5–200 employees; leave empty for the default." / "First aider: one per 5–100 employees; leave empty for the default.": you typed the team size in the ratio box. The ratio means "her kaç çalışana bir kişi" ("one person per how many employees").
• "This person is already on this team." or "Pick an employee from the list."
• "This team has more than one team leader; make one of them “Deputy team leader”."
• "Choose the drill date."
• The certificate expiry cannot be before the training date; an employee who has left the company and a physician record cannot be added to a team.

Important: Team members are listed by name and with a Call button in the plan that everyone sees. When an emergency is reported, the members get the "your team is on duty" notification; in I’m Safe, I need help requests also go to the team leaders and to the members of the First aid and Rescue teams.

Starting an I’m Safe check-in

Who: Emergency responder, Admin · Where: The green I’m Safe button in the top bar

What it does: After an earthquake, fire, evacuation or drill, you ask employees "Are you safe?". The replies are collected live on the check-in board. With "Report an emergency", the check-in starts automatically; this task is only for starting a check-in separately.

1. In the top bar, click the I’m Safe button. If there is no open check-in, the start form opens.
2. Under Type, select Drill (default; "Bildirimde ve bantta "TATBİKAT" yazar." — "notifications and the banner say "DRILL".") or Real emergency ("Real alarm: everyone is notified immediately.").
3. Check the Title and Message (instructions) (the defaults come from the settings). The message can be at most 1000 characters; there is a counter below it. Neither can be left empty.
4. Under Who, select Whole company or Choose departments (if you have several companies, Choose companies also appears).
5. Under Channels, check the Phone notification and Email (with a sign-in-free response link) boxes.
6. Click Continue. The confirmation line shows how many people will be notified: "DRILL — 15 people will be notified. Start?"
7. Click Start the check-in. The message "Check-in started; notifications are being sent." appears.

Real emergency (1.1.7): If Real emergency is selected, the confirmation line is red ("REAL EMERGENCY — 15 people will be notified. Start?") and after Start the check-in, the Real emergency window also appears: "This is NOT A DRILL. 15 people will receive a real emergency notification. Are you sure?" To start, click Yes, real emergency.

Common errors:

• "A check-in is already open; end it before starting a new one."
• "Choose at least one notification channel."
• "I’m Safe has been turned off by an admin."
• "Enter a title for the check-in." or "Enter the message for employees.": the field is marked in red and the request is not sent.
• "The message can be at most 1000 characters."

Important: When the check-in starts, the check-in banner and (if the siren is on) the full-screen alert appear on the screens of the employees in scope (see 27. Emergencies, occupational safety and the occupational physician). In the phone notification, the message is shortened at 240 characters; the email and the banner show the full text. Do not start one to try it out; for drills, keep Drill selected. I’m Safe and emergency reporting work even if the license has expired.

Monitoring and ending the check-in board

Who: Emergency responder, Admin · Where: I’m Safe in the top bar; Emergency → People inside → I’m Safe check-in board

What it does: You see immediately who is safe, who asks for help and who has not replied. When you end it, the individual replies, the help requests and the visitors are written to a report.

1. During an open check-in, click I’m Safe in the top bar. At the very top is the red Waiting for help (n) list: the person, the note, the time, Call, if available Open in map and Emergency contact, and Reached (see 27. Emergencies, occupational safety and the occupational physician). If you are the one who asked for help, your own row has no Reached; another responder closes your request (1.4.3).
2. Below the title, the DRILL or red REAL EMERGENCY label, the person who started it, the time, the scope and the automatic closing time are shown.
3. Look at the Waiting for help, No response, Safe, Reached (if any) and Total counts. If there are visitors inside, "15 çalışan + 1 ziyaretçi" ("15 employees + 1 visitor") shows below the total. Click a count to filter the list by that status. The board refreshes itself every 10 seconds.
4. Group the list with By department, By assembly point, By company or No grouping. The search box (Search name, department, note or status (e.g. help, no answer)) also filters by status names.
5. Each row shows the status badge and the time of the ilk yanıt ("first reply", e.g. "Güvende · 13:01" — "Safe · 13:01"), the response time and, if any, "son değişiklik 13:04" ("last change 13:04") and "çevrimdışı sıradan" ("from the offline queue"). A row with a help request shows "Help request 13:01 · Fatma Şahin ulaştı 13:03 (2 dk)" ("… reached 13:03 (2 min)").
6. To notify the people who have not replied again, click Remind those who haven’t responded (n).
7. Mark a person without a reply whom you reached by phone or in person with Mark as safe; in the window, write a note if you want (e.g. "telefonla ulaşıldı, toplanma alanında" — "reached by phone, at the assembly point"). The person who marks it is recorded. A person who asked for help does not have this button; for them, Reached is used.
8. If there are visitors inside, see the visitors with their hosts in the Visitors (n) · m safe section and mark them with Safe. If the host has not replied and the guest has not been marked, the yellow warning "Host has not answered; the visitor appears to be inside." appears.
9. For a snapshot, click Download CSV or Print.
10. Click End the check-in. The End the check-in? window tells you who is still waiting for help, who has not replied and which visitors have not been marked. Click Yes, end it.

Result: The message "Yoklama bitti: 3 güvende, 1 yardım edildi, 0 yardım bekliyor, 11 yanıt yok · yardım istedi: 1, ulaşıldı: 1. Tutanak kaydedildi." ("Check-in ended: 3 safe, 1 helped, 0 waiting for help, 11 no response · asked for help: 1, reached: 1. Report saved.") appears. The people in scope get the notification "Tatbikat bitti" ("drill ended") / "Yoklama bitti" ("check-in ended"). If it is a drill, the record is added automatically to Emergency → Teams → Drills.

Report (1.1.7): Ended check-ins are listed under Past check-ins (n): title, start–end, scope, counts, median response time and help requests. The median response time is rounded to minutes and is at least "1 min"; it is the same in the list, in the drill note and in the report (1.4.3). Report (print) opens the printable report in a new tab (you can also save it as PDF with the browser's Print command); CSV downloads the table. The report contains the details of the check-in, the help requests and the times to reach the people, the people who did not reply, the individual replies (first reply, last change, time, place, note, who marked it), the visitors, an evaluation box and signature fields. The location is not written to the report.

Tip: Employees on leave have On leave next to them. The automatic reminder is repeated during the check-in at the interval in the settings; after the second round, the manager of a person who still has not replied and the OHS officers get a notification.

Important: When you end it, the live replies and the locations are deleted; the individual rows are kept in the report for the period in the I’m Safe settings (default 24 months), after which only the date, the type and the counts remain. The Admin, the emergency responders and the OHS officers can open the report. If the check-in is not ended manually, it closes automatically when the time in the settings runs out.

Note: The images show a fictional earthquake drill (one person asked for help, a responder reached them).

Assembly points and I’m Safe settings

Who: Admin · Where: I’m Safe → Settings (admin)

1. In the top bar, click I’m Safe and open Settings (admin) at the bottom of the window.
2. Enter the settings according to the table.
3. Click Save. The message "Settings saved." appears.

Important: If the location setting is on, add the processing "acil durum yoklamasında, yanıt anında tek seferlik konum (can güvenliği amacıyla)" ("one-time location at the moment of responding to an emergency check-in (for life safety)") to your employee privacy notice (the KVKK note on the screen). Only the Admin changes the settings.

Common errors:

• "Otomatik hatırlatma 5–240 dakika arasında olmalı (kapatmak için 0)." ("the automatic reminder must be 5–240 minutes (0 to turn it off)")
• "Kendiliğinden kapanma süresi 1–168 saat arasında olmalı." ("the auto-close time must be 1–168 hours")
• "Tutanaktaki kişisel verilerin saklama süresi 1–120 ay arasında olmalı." ("the retention of personal data in reports must be 1–120 months")

Tip: You assign emergency responders in Admin → People and permissions with the Emergency responder box.

Safety report settings

Who: OHS module admin, Admin · Where: Admin → Modules → OHS → OHS settings

1. Click Admin → Modules → OHS.
2. Select the Turn on safety reporting box.
3. Enter the other settings according to the table and click Save.
4. Add the OHS team (OHS specialist, occupational physician, employee representative…) as Operator in the Permissions section at the bottom of the tab. If there is no operator, reports go to the Admins.

Tip: The report summary is in Reports → OHS (see 19. Reports).

Handling near-miss and hazard reports

Who: OHS operator (OHS specialist, occupational physician, employee representative) · Where: Board → Services → Safety report → Incoming reports

What it does: You review the near misses, unsafe conditions and unsafe acts that employees report. You score the risk, open a corrective / preventive action (DÖF) and get back to the reporter.

1. In the Safety report box, click the Incoming reports (…) tab.
2. Select a filter: Open, New, Awaiting verification (1.1.7), Overdue, Closed or All. To filter by type, select a type in the list. Reports marked Urgent come first in the list; for a workplace accident, a "SGK son gün …" ("SGK deadline …") badge shows.
3. Click a report and click Take and review. The status changes to Under review.
4. Under Risk assessment (likelihood × severity), select the Likelihood and Severity values (1–5). The score and level are calculated: Low (1–6), Medium (7–12), High (13–16), Unacceptable (17–25). Click Save risk.
5. Under Corrective / preventive actions, type the Action, select the Owner, select the Due date and click + Add action. The status changes to Action in progress; the owner gets a notification. If you want to move the action to the work queue of a department, select the request category in the list next to it and click Open request; the target time of the request becomes the due date of the action (1.1.7).
6. To write to the reporter, type in the Reply to the reporter or internal note box and click Send. For a note that only the team sees, select the Internal note (reporter can’t see) box.
7. When the owner marks the action as "done" with evidence, check it on site and click Verify (see Verifying a corrective action).
8. When all the actions are verified, click Close report. Write a Closing note in the window (if no action was opened, a "Ne yapıldı?" — "what was done?" — note is required) and click Close. The note goes to the reporter.

Important:

• A report does not close without a risk rating ("Save the risk rating (likelihood × severity) before closing."). It does not close either while there is an open or unverified action ("Açık ya da doğrulanmamış faaliyet var; önce doğrulayın ya da iptal edin." — "there is an open or unverified action; verify or cancel it first") (1.1.7).
• Close a duplicate report, or a report that is not an OHS topic, with Mark invalid; the Gerekçe (ör. mükerrer, İSG konusu değil) ("reason (e.g. duplicate, not an OHS topic)") is required and goes to the reporter.
• You can open a closed report with Reopen; a reason is required and is saved as an internal note.
• An action is not deleted; if necessary, cancel it with Cancel by writing a Reason for cancelling. The name of the task and the reason stay in the feed.
• In anonymous reports, the reporter's name is not shown anywhere. Do not try to find out who wrote it. Since 1.8.8, the time of these reports is not shown either: the list, the details and the CSV / Excel export show only the date (old records included). The notification to you is still sent at the time of the report.

Verifying a corrective action

Who: OHS operator · Where: Report details → Corrective / preventive actions

What it does: The owner of the action marks the work as "done" with an evidence note (and an optional photo); you check it on site and verify it. An action that is not verified does not let the report close.

1. Open the report. Next to an action marked as "done", the Done · awaiting verification label, the person who did it, the date and the "Evidence: …" note (if any, the Evidence photo) show.
2. If you checked it, click Verify. At the question "… faaliyetinin yapıldığını yerinde doğruladınız mı?" ("did you verify on site that the action … was done?"), click Verified. The action becomes Verified.
3. If it is not sufficient, click Reopen and write the Reason (sent to the owner). The action is opened again; the owner gets a notification.

Tip: If the owner cannot be reached, you can also mark the action on their behalf with Mark as done; in this case, you fill in the You are marking on behalf of the owner — reason (required) field and the owner gets a notification. The "doğrulama bekleyen" ("awaiting verification") row in the bell takes you to the Awaiting verification filter.

Handling an accident record and the SGK deadline

Who: OHS operator, Admin · Where: Incoming reports → Workplace accident record

What it does: For the workplace accidents that employees report, you see the time left for the notification to SGK (the Turkish Social Security Institution), and after you make the notification, you mark it with its date and number. A printable information summary helps you fill in the SGK form.

1. In Incoming reports, open the workplace accident record (the list shows a badge such as "SGK son gün 20 Eki" — "SGK deadline 20 Oct"). A new workplace accident report also comes to you by email.
2. The Workplace accident box shows the time of the accident, the injured person, the witnesses and the health information (injury, body part, first aid, health facility, incapacity for work).
3. Look at the counter below it: "Last day to report to SGK: 20 October 2026 · 4 gün kaldı" ("4 days left") (red when the deadline is near; if it has passed, "1 gün geçti" — "1 day overdue"). The last day is the 3rd working day after the accident (weekends and public holidays are not counted; Law 6331 Art. 14, Law 5510 Art. 13).
4. After you make the notification from SGK e-Bildirge, select the Report date, type the SGK e-Bildirge workplace accident notification number in the Report no. box and click Mark as reported to SGK. In the SGK bildirimi ("SGK notification") window, click Save.
5. To see the details together while you fill in the form, click Printable summary. The Work accident information summary opens; the summary is not the official SGK form.

Result: The box says "SGK'ya bildirildi: 16 Eki 2026 · no … (Fatma Şahin)" ("reported to SGK: 16 Oct 2026 · no. … (Fatma Şahin)"); if it was marked after the deadline, "süre geçtikten sonra" ("after the deadline") is added. The risk assessment and the actions work as in other reports.

Common errors:

• "SGK bildirim tarihini seçin." ("select the SGK notification date") / "SGK bildirim numarasını yazın." ("type the SGK notification number") (server: "SGK bildirim numarasını yazın (3–40 karakter)." — "… (3–40 characters)")
• "SGK bildirim tarihi kaza tarihiyle bugün arasında olmalı." ("the SGK notification date must be between the accident date and today")
• "SGK bildirimi zaten işaretlendi (…)." ("the SGK notification is already marked (…)")
• "İş kazası kaydı SGK bildirimi işaretlenmeden kapatılamaz." ("a workplace accident record cannot be closed before the SGK notification is marked"): for an accident with an injury, Close report does not work without the SGK mark. For an incident where Yaralanma yok ("no injury") was selected, the SGK mark is not needed.

Important: Only the OHS officers, the Admin and the injured employee see the health information (KVKK Art. 6). The owners of actions and another employee who reported the accident get a restricted view. Health information is not written in emails, in the CSV export or in reports. Because the occupational physician signs in to the app only with the physician screen, they do not see these records.

Adding a physician and appointment settings

Who: OHS officer, Admin · Where: Admin → Modules → OHS → Occupational physician

What it does: You turn on occupational physician appointments and add the physician. The physician is not counted as a company employee: they are not shown in the directory, in employee lists or in counts; they sign in with the code that comes to their email and see only their own screen.

Before you start: Email code sign-in must be on. If it is off, the screen shows the warning "Email code sign-in is off: the physician can't sign in. Turn it on in Admin → Sign-in methods." (see 10. Administration and setup).

1. Click Admin → Modules → OHS and scroll down to the Occupational physician section.
2. Select the Enable occupational physician appointments box, enter the limits and click Save.
3. Under Add physician, fill in the Full name, Email (the sign-in code is sent here) and, if you want, Organization (optional) and Phone (optional) fields.
4. Click Add the physician. The message "Physician added." appears. Below it, the address from which the physician signs in is shown.
5. In the physicians list, click Availability next to the physician and enter their weekly hours (the physician can also enter them from their own screen; see 27. Emergencies, occupational safety and the occupational physician).
6. Send the sign-in address and the email to the physician.

Removing a physician: Click Remove next to the physician and confirm with Yes, remove. If they have upcoming appointments, the question is "… upcoming appointments will be cancelled. Remove?". The upcoming appointments are cancelled and the employees get a notification; past records stay in the reports with the physician's name, and the physician's sign-in is closed.

Common errors:

• "Hekimin adını yazın." ("Enter the physician's name.")
• "Geçerli bir e-posta yazın; hekim bu adrese gelen kodla girer." ("Enter a valid email; the physician signs in with the code sent to this address.")
• "Bu e-posta bir çalışana ait; hekim için ayrı bir adres kullanın." ("This email belongs to an employee; use a separate address for the physician.")
• "Bu e-postayla bir hekim zaten var." ("A physician with this email already exists.")
• "En çok 10 hekim eklenebilir." ("At most 10 physicians can be added.")

Tip: Reports → Occupational physician (OHS officer and Admin) shows the number of consultations and appointments, the number of people who had a consultation with the physician, the sick note rate and the number of no-shows / cancellations. The content of the conversations is not stored anywhere; the report has only who, when, status and sick note yes / no.

Important: The conversation is end-to-end encrypted, but it relies on the code that runs in the browser. The Security code on both sides is for checking visually that the same key is used.