Create User Emergency Contact

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Adding an Emergency Contact

1. Navigate to User Profile
   • Go to the Users section in the administrator portal
   • Find and click on the user who needs an emergency contact
   • The user’s profile page will open
2. Access Emergency Contact Form
   • Look at the sidebar for the user information
   • Click the header options menu
   • Click “Add” to see available options
   • Select “Emergency Contact” from the dropdown
3. Enter Contact Information Required Fields:
   • Name: Full name of the emergency contact
     • Example: “John Smith” or “Dr. Sarah Johnson”
   Contact Details:
   • Phone Number: Primary contact number
     • Include country code for international numbers
     • Example: “+1 555-123-4567”
   • Email: Contact’s email address
     • Ensures multiple ways to reach the contact
     • Example: “[email protected]”
   • Address: Physical address of the contact
     • Include street, city, state/province, postal code
     • Helpful for emergency services coordination
4. Additional Information (if available)
   • Relationship: How the contact relates to the user
   • Alternate Phone: Secondary contact number
   • Notes: Any special instructions or relevant information
5. Save the Contact
   • Review all entered information for accuracy
   • Click “Save” to add the emergency contact
   • The contact will appear in the user’s profile

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Managing Emergency Contacts

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Multiple Contacts

• Users can have multiple emergency contacts
• Prioritize contacts by order of preference
• Include both local and distant contacts when possible

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Updating Information

• Regular reviews ensure contact information stays current
• Update immediately when users report changes
• Verify phone numbers remain active

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Access Permissions

• Emergency contacts are visible to:
  • Administrators
  • Instructors (when instructor visibility is enabled)
  • The user themselves
• Dispatchers may have access based on role configuration

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Best Practices

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Information Quality

• Verify Details: Double-check phone numbers and emails
• Complete Addresses: Include all address components
• Current Information: Remind users to update changes
• Multiple Contacts: Encourage at least two emergency contacts

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Privacy Considerations

• Only collect necessary information
• Ensure contacts consent to being listed
• Handle emergency contact data with appropriate security
• Limit access to those who need it for safety

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Regular Maintenance

• Review emergency contacts during:
  • Annual membership renewals
  • Student enrollment updates
  • Instructor recertification
  • After any incidents

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Emergency Usage

1. Access user profile quickly through search
2. Find emergency contacts in the sidebar
3. Call primary contact first
4. Use alternate contacts if primary unavailable
5. Provide email updates as appropriate