FlowmatixSolution · Evacuation register
Your evacuation register, current to the minute.
When the alarm goes, you need one thing at the assembly point: a complete, up-to-date list of who's on site — with a way to account for every one of them. Flowmatix prints it in a single tap, per location, with photos.
The moment it matters
A sign-in book is the wrong tool for a fire
The book is inside, on the desk you just left. It only ever held visitors — not the contractor at the back gate or the staff who never sign anything. And it's a list of arrivals, not of who's still here. A register has to be a snapshot of right now, and it has to be in your hand at the gate.
What a register needs to have
Everyone, current to the minute
Everyone signed in and not yet out — visitors, contractors and staff — reflecting who's actually on site the moment you print it.
Per site, with photos
Each location its own list, each name with a photo — so a warden can match a face under pressure, not puzzle over a name.
One tap, and a box to tick
Printed in a single action, with a checkbox against every name so people are accounted for as they're sighted.
It maintains itself
The register is a by-product of people signing in and out at the gate — there's no separate list for someone to keep current. Which is exactly why it's actually current when you need it. It's part of Visitor Management; for how it plays out on a big site, see warehousing & logistics, and the thinking behind it in what a roll-call actually needs.
Emergency roll call, step by step
From alarm to assembly point with an evacuation register you can trust
An emergency roll call app is only as good as the list behind it. In Flowmatix that list is the live on-site list: everyone who has signed in at the kiosk and hasn't signed out yet. Here's how it's used when the alarm actually goes.
- Someone produces the list on the way out. A staff member with access to Visitors prints the on-site list for their site in one action. Because it's a web page, a logged-in warden can also open the same list on a phone or tablet browser.
- The warden works down the sheet at the assembly point. Each name has a photo (where one was taken at sign-in), so a warden can match a face to a stranger instead of calling out names into a crowd.
- Each person is ticked off as they're sighted. The "accounted" checkbox is there so the warden is marking off people present, not re-reading the list from the top every time.
- Unticked names get followed up. The host or location column tells you who they came to see or where they were working, and the mobile column gives you a number to ring.
- The warden reports who's still unaccounted for to the chief warden or emergency services, using the sheet in their hand rather than memory.
- After the all-clear, the office signs out anyone who left during the evacuation, so the list is right again for the rest of the day.
On the kiosk tablet, tap Evacuation for the same roll-call: the tablet keeps a recent copy, so it still opens if the Wi-Fi drops. The printed sheet and the phone view need an internet connection, so decide in your emergency plan who grabs the tablet, who prints and who opens it on a phone, and make sure those people have logins before the day you need them.
What's on the printed fire evacuation visitor list
Every column is on the sheet for a reason. Together they answer the warden's three questions: who is this, should they be here, and how do I find them?
Name and photo
The photo is captured on the kiosk camera at sign-in when you switch it on for that visitor type. It's the fastest way to recognise a contractor you've never met.
Type
Visitor, contractor, employee, courier or your own types. It tells the warden whether this is someone who knows the site or someone who'll need guiding.
Organisation
The company they're from. Handy when three people from the same electrical firm are on site and one is missing.
Host and location
Who they came to see and where they were. The host is usually the quickest person to ask "where did your visitor go?"
Time in and mobile
When they arrived, and a number to ring if they don't turn up at the assembly point. A name alone is no use when someone is missing.
"Accounted" checkbox
A box against every name for the warden to tick as people are sighted. Whatever is unticked at the end is your follow-up list.
Above the names: your assembly point and evacuation diagram, on the sheet and on the kiosk tablet, so whoever takes the list out knows where to go. Visitors see the same diagram when they sign in.
Keeping the register accurate between emergencies
A roll-call is only as good as its sign-outs. If people leave without signing out, the list fills up with names who went home hours ago. Flowmatix gives you a few ways to keep that from happening:
- Signing out is quick. At the kiosk, people search their name or mobile, pick their open record and they're out. No paperwork.
- The office can sign people out from the Visitors page with one click, for example when a contractor waves on the way to their van.
- Automatic sign-out clears stragglers. You set a general cutoff and per-type rules, so couriers can drop off after an hour while contractors run to the end of the day.
- Staff can be on the list too. Set employees up as a roster type and they tap their name to sign in and tap again to sign out. Their timesheet builds itself as they go.
One thing to watch: auto sign-out tidies the list, but it doesn't prove someone left. Set the cutoffs to suit how long people really stay. See contractor sign-in for how contractors arrive, and the visitor kiosk for the sign-in and sign-out screens.
What it does, what it doesn't, and what it costs
🔎 Straight answer: the evacuation register is a printable, per-site list built from live sign-ins. It doesn't sound alarms, send SMS evacuation broadcasts, count heads automatically or work offline. It also doesn't replace your emergency plan, your wardens or your drills. What it does is put the right names in your wardens' hands.
Workplaces generally need to be able to account for the people on site in an emergency, and a sign-in book on the front desk rarely does that. Our guide on what an evacuation roll-call needs goes through it in more detail.
The one-tap evacuation print is included on every plan. Starter is $49 per site per month billed annually ($59 monthly). Pro is $99/month flat for up to 5 sites billed annually ($119 monthly). Multi-site starts from $79 per site. Every plan comes with a 14-day free trial and no lock-in, and you can use your own iPad or Android tablet. See full pricing.
Questions
Staff and contractors too, or only visitors?
Everyone signed in and not yet out — not just visitors.
Current, or a list of arrivals?
Current to the minute — people who've signed out drop off.
A separate list per site?
Yes — each site has its own on-site list and roll-call, and can show its own assembly point and diagram.
Can we show our evacuation diagram?
Yes. Upload it (a photo of the wall plan is fine) with your assembly point. Visitors see it when they sign in, and it’s at the top of the evacuation list on the tablet and on paper.
Can wardens open the list on a phone instead of printing it?
Yes. The on-site list is a web page, so staff with access to Visitors can open it in a phone or tablet browser. It needs an internet connection and there's no offline copy, so plan who prints a paper backup.
Does it sound an alarm or text everyone on site?
No. Flowmatix doesn't trigger alarms, send SMS evacuation broadcasts or count heads automatically. It gives your wardens an accurate, printable list to account for people against.
What if someone forgot to sign out?
They stay on the list until the office signs them out or the auto sign-out cutoff for their type clears them. The mobile number on the sheet lets the warden ring them to check.
Will our own staff appear on the register?
Yes, if they sign in. Set employees up as a roster type and they tap their name in and out at the kiosk. Staff who never sign in can't appear, because the list only knows about people who signed in.
Where do the photos come from?
From the kiosk camera at sign-in. Photos are optional and switched on per visitor type. They're stored outside the web root and only shown to logged-in staff with permission.
Is the evacuation register a paid extra?
No. The live on-site list and one-tap evacuation print come with every plan, from Starter at $49 per site per month billed annually.
Know who's on site — and prove it in a fire.
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