Orna Knowledge Center

How To Manually Generate Activity Reports

aaron.bock@kerkton.com (KST Staff) — Fri, 02 Apr 2021 17:07:40 GMT

Manual Activity Reports

Your administrators, dispatchers and field personnel can generate manual activity reports for the entire company or filter those reports to an individual client.

Generate Activity Reports

Generating a activity report is easy and is done from the activity report page. Calls For Service, Case Reports, Notes and Tour Stops will display on your PDF.

Select your date range - Date ranges cannot be more than 60 days
Select your clients - If you need to generate a report for the entire company, don't apply a filter
Generate - Click generate for the system to pull the data
Download PDF - Click download, a PDF will then download in your browser.

Turn On Live Traffic

aaron.bock@kerkton.com (KST Staff) — Sun, 28 Feb 2021 14:16:39 GMT

This how to guide will show you the steps to turn on live traffic

Step 1 - Go to the map page in either the dispatch or mobile modules

The map button can be found at the top of the page in the navigation bar. For mobile users you can also navigate here by pressing F6.

Step 2 - Click on the filter button

The filter button can be found at the bottom left of your screen. Once you click filter, a side navigation will display with traffic options. You can turn on each traffic layer by using the toggle on/off. To close the left navigation, click the red X at the top of the navigation pane.

Download A Case Report File

aaron.bock@kerkton.com (KST Staff) — Sun, 28 Feb 2021 13:54:03 GMT

This ho w to guide will show you the steps to download your case report in PDF format.

Step 1 - Check to make sure the report is approved

Case reports that are approved can be downloaded. If you cannot find your report, check the pending approval section or pending submission section as the incident may not have been finalized.

Step 2 - Open the case report and go to the download PDF tab

Once you're on the download PDF tab, click on the download button. For smaller screens such as mobile devices the tab area may be horizontally scrollable.

If you receive an error when attempting to download the pdf file, wait 30 seconds and try again. If an error continues to show, please contact support@kerkton.com

Update Tour Stop Comments

aaron.bock@kerkton.com (KST Staff) — Sun, 28 Feb 2021 00:09:28 GMT

As of January 2021 supervisors and administrators can now modify tour stop comments. This will allow for on duty supervisors to easily update or review comments for accuracy. Comments can be modified prior to the tour closing, once closed these comments are locked.

Step 1 - Ensure you have the correct permissions applied

Go to the admin module, then permissions. You'll find Modify Completed Stop as an option which controls permissions to update comments.

Step 2 - Open a tour stop and review comments

To access comments, click on the folder to view all comments for each stop completion.

Self Assigning and Responding Multiple Times To The Same Call For Service

aaron.bock@kerkton.com (KST Staff) — Tue, 10 Nov 2020 01:22:18 GMT

You respond to calls for service daily and sometimes you may be waiting on scene for a couple of hours waiting for that tow truck to arrive. In some cases it may be beneficial to clear the call and return later on.

Below we will show how to self assign to a call and how to assign yourself multiple times. This functionality and also be combined with call stacking to help avoid forgetting about the previous call.

Sign in to the mobile module

If your profile only has permissions to the mobile module you won't see this page.

Go to the in progress page and select a call

When you open the call you'll notice a dark orange button at the bottom left when you're not in edit mode. The button is labeled Self Assign. Press or click this button to assign yourself to the call. You'll notice you're now listed within the responders table.

Adding yourself back to the call after you've cleared

In some cases, such as waiting for a tow truck, you might need to clear the call and return to it later. Add your cleared time (don't close the call) and you'll notice you can either self initiate another call or you can self assign again.

Self Assign To The Same Call For Service A Second Time

The below image is an example of being assigned to the same call a second time. This allows for responders and agencies to track each time a responder was assigned to the call.

Create A New Call For Service From The Map

aaron.bock@kerkton.com (KST Staff) — Mon, 09 Nov 2020 19:43:04 GMT

Orna allows for dispatchers to generate calls for service and send responders. In some cases, such as new areas of land being built or mountain ranges, physical addresses may not exist. Using the map, you can generate a new call for service by right clicking and generating a call based on GPS coordinates.

Step 1 - Log in as a dispatcher

If you have permissions to several modules you'll need to select dispatch when you log in.

Step 2 - Navigate to the map

If you're unsure about how to navigate to the map, you can find the map button at the top of your screen.

Step 3 - Right click on the map and click Add New Call Card

Once you're on the map page, maneuver the map to where the incident is located. Once you've identified the location, right click and select Add New Call Card. A new call will be generated using the GPS coordinates from where you right clicked.

Step 4 - Add details to your call for service

As soon as you've clicked add new call card from the map page, your new call screen will appear. Edit the details and assign your responders!

Creating Time Sensitive Tasks

aaron.bock@kerkton.com (KST Staff) — Mon, 26 Oct 2020 01:40:36 GMT

Do you have service level agreements with your clients mandating task completions such as locking a gate or pool within a defined time period? Orna's Time Sensitive option for tasks will be generally available in November 2020 to help prevent employees from completing tour stops prior to the agreed time with your clients.

Use case example - Security Company A signed a contract with a new client. The new client requires their pools to be unlocked at 5-5:30am every day. Security Company A creates a new tour, adds the pool as a stop location and enables a task to unlock that pool with a time sensitive period. The security guards are unable to complete the task until 5am. Should the security guard fail to complete the task in time, such as 5:38am in this example, he/she is now required in Orna to select an exception reason for why it was unlocked late.

Step 1 - Go to the tour management section and select your tour

In the below example, we are selecting Shift 4 tour. Once we've selected the tour, click edit.

Step 2 - Locate your tour stop under the Tour Stop list

In the below example, we're selecting the tour stop of Meadows Pools.

Step 3 - Locate your task you want to add time sensitive to

In the below example, we are selecting Pool Unlock. Once you've selected pool unlock you'll see a time sensitive section on the right side of your screen. Enter your time sensitive period.

Once you've entered your time periods, click the use button and then save your tour stop.

Step 4 - Add exceptions

Exceptions are used when an employee tries to complete a task which is past the time sensitive period. The user is required to select an exception reason for failing to meet the required time period.

To create exceptions, click exceptions on your left navigation area and then click add.

How To Troubleshoot Issues With The Windows 10 Orna App

aaron.bock@kerkton.com (KST Staff) — Sat, 17 Oct 2020 03:37:25 GMT

How To Fix Basic Issues With The Windows 10 Orna App

Many issues that are encountered can be resolved by restarting your application, however, In the event that a restart does not solve your problem, clearing your cache will most likely resolve the issue.

In your search bar for windows 10 type settings and open your computer settings.

Select Apps & Features if it's not already selected and scroll down to the Orna application.

Once you've found the Orna app, select advanced options .

After selecting advanced options, scroll down until you see the reset section, click on reset to clear the applications cache and restart the app.

How To Export A Mileage Report For Calls For Service

aaron.bock@kerkton.com (KST Staff) — Tue, 06 Oct 2020 05:10:28 GMT

Mileage Reporting and Documentation

Your dispatchers and field personnel can document starting and ending mileage when transporting prisoners, patients or anytime your policy requires it. Documenting mileage is done on a per responder basis, allowing companies to capture multiple mileage reports for the same call.

To capture mileage details, click the speedometer in the assigned table of the call. Enter your starting and ending mileage and click save. You can adjust this information at anytime before you close the call.

Generate Mileage Reports

Generating a mileage report is easy and can be done from the activity report page. Only closed calls will display on the report.

Select your date range - Date ranges cannot be more than 60 days
Select your clients - If you need to generate a mileage report for the entire company, don't apply a filter
Download - You can download your mileage report by clicking on Download Mileage

Mileage Report - Excel File

When you download your mileage report, you'll be presented with an excel file. This file will display data from the filters applied on the activity report page.

Event ID - The event ID is the call card ID that was automatically generated
Nature Of Call - This is the type of incident your responders were dispatched to
Client - This is the client selected on the call
Sites - If any sites were selected, they'll show up in this column
Call Date/Time - This is the call created date/time
Officer Name - Responding officer in the assigned table associated with the mileage
Primary/Backup - Identifying if the responder was primary or a backup unit on a call

Mileages are auto calculated so you can spend less time adding in formulas for calculations.

How To Associate People & Vehicles On A Call For Service

aaron.bock@kerkton.com (KST Staff) — Mon, 28 Sep 2020 05:20:42 GMT

C reate A Call For Service

The New Call screen allows dispatchers to create new calls, assigning officers, or people/vehicles that are located on scene. All updates from dispatchers or responders in the field are sent in real-time when the call is updated.

Select the people and vehicles tab

Select the people and vehicles tab
Click on add vehicle
Enter the vehicle details

Search for matching vehicle profiles

Once you've added the vehicle details, you can click link.
Clicking link will bring up a search box and automatically search the vehicle details you entered.
If you find a matching profile, click link and we'll associate the details. If you don't find a matching vehicle, close the search box and click create to generate a new profile.

What if you don't find a match?

If you don't find a match, you can click create instead of link. This will create a profile based on the details you've entered. The same process can be followed for people.

Install Orna Via Microsoft Edge Browser

aaron.bock@kerkton.com (KST Staff) — Tue, 22 Sep 2020 05:39:59 GMT

How To Install Orna Via Microsoft Edge Chromium Browser

Some users operate older versions of Windows and some organizations restrict employees with the Windows 10 app store. This guide is an alternative solution to installing Orna as a "App" on your computer. If you have Windows 10, you can download the Orna from the app store

First, make sure you have Microsoft Edge Chromium installed. If you don't, you can go here: https://www.microsoft.com/en-us/edge

Once you've got the edge browser installed, go to https://orna.kerkton.com . In the top right corner you'll see a three dot icon which opens the menu. Locate the item "Apps" and then click install.

Installed Version

Self Initiate A Call For Service

aaron.bock@kerkton.com (KST Staff) — Sun, 20 Sep 2020 20:34:45 GMT

S elf Initiate A Call For Service As A Patrol Officer

To self initiate a call for service, access the mobile module and select "Self Initiate" in the navigation bar. If you see "My Call" this is because you are already assigned to a call for service.

Self Initiate Video

Creating A Case Report

aaron.bock@kerkton.com (KST Staff) — Sun, 20 Sep 2020 20:15:01 GMT

Creating A Case Report

Navigate to the Mobile Module and then click on Case Reports in the top menu bar.

There are 4 sections on this page:

1. Pending Submission: For most users, this area displays the reports you are currently working on and have not submitted them for approval. Users with permission can view all reports currently being worked on.

2. Pending Approval: Reports that are listed in this area are available for supervisors to view and either approve or reject with comments

3. History: The history area shows recent reports that were approved. To search for a specific report, go to the search area on the top menu bar

4. Create New: The plus symbol and button at the bottom right of your screen creates a new case report.

When a new case report is created, it will be a blank report. It's up to the user to populate information needed for the report.

Create A New Case Report Video

Dispatching Calls For Service

aaron.bock@kerkton.com (KST Staff) — Mon, 07 Sep 2020 04:24:30 GMT

Computer Aided Dispatch Calls For Service

The New Call screen allows dispatchers to create new calls, assigning officers, or people/vehicles that are located on scene. All updates from dispatcher or responder in the field are sent in real-time when the call is updated.

Call Cards document critical information related to an incident or "Request For Service"

Call For Service #
Date/Time of the Call
Client and Site if needed
Call Location which supports point of interest, GPS Coordinates and Validated Addresses through Google
Caller Name, Number and Location
Officers Assigned and their statuses, dispatch, enroute, onscene, cleared with color codes on the left side
Unlimited officers can be present on a call and officers can be assigned multiple times if they need to clear the call and be reassigned at a later time
Call Disposition with disposition notes

Dispatch Call Queues

aaron.bock@kerkton.com (KST Staff) — Mon, 07 Sep 2020 01:43:12 GMT

Computer Aided Dispatch Responder Queues

Add responding officers to queues and Orna will automatically dispatch responders when they become available. Queues makes it easier for dispatchers to manage new incidents and avoid the manual process of monitoring old incidents. Have multiple alarm calls in the same area? You can assign the same officer to those alarm calls and Orna will automatically dispatch the officer when the clear each call.

Dispatch Queues

Adding officers to a queue is easy and automatically done through Orna's back-end by determining if a responding officer is assigned to another call for service. If you want to clear the officers previous call and bypass the queue, simply click the plus icon and Orna will apply a cleared time for the previous call, override the queue, and assign them to the current call.
Need to remove an officer from a queue? Open the call they are in the queue for and remove the officer. By removing the officer they'll also be removed from the queue.

Navigate To Assigned Calls

When an officer is queued on a call, we'll display a busy label with the event ID they're associated with. This label is hyperlinked and clickable so dispatchers can easily navigate to the assigned call.

Viewing Calls With Queued Responders

When looking at your assigned and unassigned calls, you'll see an icon to the far right of the table indicating if the call has anyone listed in the queue. Making it easy for dispatchers to see which unassigned calls still need to be manually dispatched.

Creating A Tour Stop

aaron.bock@kerkton.com (KST Staff) — Mon, 07 Sep 2020 00:38:20 GMT

A stop is a specific location that your employee needs to attend to and perform specific tasks or checks.

Step 1 - Creating A New Tour Stop

Navigate to the tour management page under the administration module. Select Tour Management on the navigation bar and select Stops on the left side navbar. Once you're on this page, click "add".

Step 2 - Basic Details

Enter a title for your tour stop
Enter the location of this stop
Select which client and site this stop is for.
The start and end date is the availability time frame
For most of you this will be the date you create the stop to far in the future
You can set this stop to only be required for a couple of months if your client is only requesting it for a summer period
Provide the number of times this stop is required to be completed
Select the time zone for the stop
Enter some basic instructions if you have any.
Don't worry, if you don't add instructions here you can use tasks to make sure your employees are fulfilling your client requirements.

Step 3 - Add Tasks From The Global Task List

In order to add any tasks to a tour stop, you need to first create tasks.

Step 4 - Save Your Tour Stop

Once you save your new tour stop you'll now be able to see it on the stops table. To modify your stop simply select the stop and click edit.

Creating A Tour

aaron.bock@kerkton.com (KST Staff) — Mon, 07 Sep 2020 00:38:19 GMT

A guard tour is a collection of tour stops. You can create a tour for each shift with customized time frames.

Step 1 - Add A New Tour

Navigate to the tour management page under the administration module. Select Tour Management on the navigation bar. Once you're on this page, click "add".

Step 2 - Basic Details

Select your time zone required for this tour.
Enter a title for your tour, such as "Shift 3"
Enter the type of tour this is, this could be vehicle patrol, foot patrol or anything related to the type of tour.

Step 3 - Setting Your Tour Availability

Tours need to have start and end times applied in order for the system to schedule the tour. Your start and end times can be within a 24 hour period and cross over days.

Step 4 - Save Your Tour

Once you save your new tour you'll now be able to see it on the tours table. To modify your tour simply select the tour and click edit.

Once you've created the tour, you'll need to create a couple of stops and tasks.

A stop is a specific location such as an apartment building or store. A stop can have tasks assigned to it such as "Check the front door" or "Set the alarm".

Guard Tour Management

aaron.bock@kerkton.com (KST Staff) — Mon, 07 Sep 2020 00:38:18 GMT

Guard Tour Management

Guard tour management systems help security agencies fulfill customer requirements and ensure properties receive the patrol service or static guard service requested. Today we are pleased to announce a remodeled tour management system that is available in preview. This update will allow for more customization than the previous version and is much easier to manage.

Administrators can create tours for each shift, assign specific stops, and assign tasks for the stops. Orna will automatically schedule those tours for your employees, reducing the amount of effort needed to ensure your clients’ requirements are met.

Automated Client Email Notifications

aaron.bock@kerkton.com (KST Staff) — Sun, 06 Sep 2020 23:59:45 GMT

Automated Notifications

Automated emails are designed to remove the manual requirements to distribute information to clients. By customizing the notifications per email address, Orna will automatically distribute information based on the triggers set.

Automated e-mails for daily activity reports, case reports, calls for service are all set up under each client profile page.

Automation can only be set up under the admin module

E-mails with attachments exceeding 9mb will not be automatically sent out, you'll need to manually download those forms and send them to your clients. This is a email client restriction, not an Orna restriction.

Activity Reports

Daily Activity Reports will be sent out based on the time zone and time selected under the notifications tab per recipient.

Data for the report is sent in 24 hour blocks, so you can set a recipient to receive data from 5am to 5am and receive it at 6am if needed.

Weekly Activity Reports (Sun-Sat) will be sent out every Sunday

Monthly Activity Reports will be sent out on the first day of every month

Case Reports

For a specific person to be notified of an approved report, apply the option of when approved to the e-mail address.

Individual and/or group e-mail addresses added to the table will receive a copy of the case report once it's approved

Call Cards (Calls For Service)

For a specific person or group to be notified when a call is closed, apply the option of when closed to the specific e-mail address.

Individual and/or group e-mail addresses with this option will receive a copy of the call details once it is closed

User Management

aaron.bock@kerkton.com (KST Staff) — Sun, 06 Sep 2020 23:59:44 GMT

User Management

To add, modify, disable or re-enable users you must be within the administration module.

To add a new user enter the employees last, first name and their email address. Make sure the email address is valid as your employee will receive a registration email.

Registration emails are valid for 7-days , after that the administrator will need to resend the registration link.

Select which access groups you'd like your user to have, multiple selections are accepted. Once you've filled in the 4 fields required, click generate new user. The user will be added to your account and your employee will have received a user registration email.

User Permissions

aaron.bock@kerkton.com (KST Staff) — Sun, 06 Sep 2020 23:59:44 GMT

Individual Permissions

Users can be added into many groups in order to obtain the permissions required. For example, you can have a bucket of 20 users in the dispatcher group and also add certain individuals into the records administrator bucket.

To add a new user to a group select them from the left column. Once the user(s) are highlighted click the plus symbol next to the group name you'd like to add them to.

To remove a user from a group, select the user in the group column and click the minus symbol next to the group name.

Group Permissions

aaron.bock@kerkton.com (KST Staff) — Sun, 06 Sep 2020 23:59:43 GMT

Group Permissions

Groups allow the flexibility to customize permissions for all users. If users are assigned to multiple groups, then a group that authorizes an action trumps a group that denies that action.

Payment Management

aaron.bock@kerkton.com (KST Staff) — Sun, 06 Sep 2020 23:50:40 GMT

Payment Management

Groups allow the flexibility to customize permissions for all users. If users are assigned to multiple groups, then a group that authorizes an action trumps a group that denies that action.

HOW ARE USERS CALCULATED ON METERED PLANS?

User additions and removals are calculated every hour. At the end of the month we'll charge the highest usage number for your bill.

Make sure you disable any employees that are no longer working for you before adding new ones
Example: if 1 user = $20 and you add 2 users, you'll be charged $40 for the month
Example: Add 5 users @ $20 = $100 and then remove 1 user before the end of the month, you're bill is still $100 because you had 5 licenses that month. If you don't add more users the next month you'll be charged for 4 users = $80
Trial periods have unlimited licenses without charge. Before the trial is over, disable any users you don't need or they'll be charged to your account if you proceed with the subscription.

GRACE PERIODS

Grace periods are being added for the first time since Orna was released. Grace periods allow for a short period of time for admins to remove old users if new ones have been added to avoid an increase in licensing.

Metered Example: If an account has 10 users and then at 5pm an admin removes 2 users and adds 2 more at 5:10 pm the same day, you're license count will still be 10 users. However, if 2 users were added at 5pm and then 2 users were removed at 7:30pm, the account will show 12 licenses (users).

Fixed Metered: If an account is on the $750 plan with 50 users, you'll be charged $750 for that month no matter how many users you have between 1-50. If you have 51 users your account will be charged $750 + $20 for the additional user.

ACCOUNT SUSPENSIONS

All accounts are handled by the payment processor automatically. The payment processor determines if the account has an outstanding balance. If an account has an outstanding balance after the due date of the bill, the Orna subscription is terminated and the account is suspended.

Administrators can login to Orna, but will be redirected to the payment management section to update debit/credit card details to be charged. Once the payment has been authorized, the account will resume it's Orna subscription and all employees can log in.

CANCEL YOUR SUBSCRIPTION

Admins can cancel the subscription at any time by contacting your account representative. The subscription will terminate at the end of the billing cycle. You can resume the subscription before the end of the billing cycle if you made a mistake to avoid a disruption in access to Orna.

Orna Knowledge Center

How To Manually Generate Activity Reports

Manual Activity Reports

Generate Activity Reports

Turn On Live Traffic

Step 1 - Go to the map page in either the dispatch or mobile modules

Step 2 - Click on the filter button

Download A Case Report File

Step 1 - Check to make sure the report is approved

Step 2 - Open the case report and go to the download PDF tab

Update Tour Stop Comments

Step 1 - Ensure you have the correct permissions applied

Step 2 - Open a tour stop and review comments

Self Assigning and Responding Multiple Times To The Same Call For Service

Sign in to the mobile module

Go to the in progress page and select a call

Adding yourself back to the call after you've cleared

Self Assign To The Same Call For Service A Second Time

Create A New Call For Service From The Map

Step 1 - Log in as a dispatcher

Step 2 - Navigate to the map

Step 3 - Right click on the map and click Add New Call Card

Step 4 - Add details to your call for service

Creating Time Sensitive Tasks

Step 1 - Go to the tour management section and select your tour

Step 2 - Locate your tour stop under the Tour Stop list

Step 3 - Locate your task you want to add time sensitive to

Step 4 - Add exceptions

﻿

How To Troubleshoot Issues With The Windows 10 Orna App

How To Fix Basic Issues With The Windows 10 Orna App

How To Export A Mileage Report For Calls For Service

Mileage Reporting and Documentation

Generate Mileage Reports

Mileage Report - Excel File ﻿

How To Associate People & Vehicles On A Call For Service

C reate A Call For Service

Select the people and vehicles tab

Search for matching vehicle profiles

What if you don't find a match?

Install Orna Via Microsoft Edge Browser

How To Install Orna Via Microsoft Edge Chromium Browser

Installed Version

Self Initiate A Call For Service

S elf Initiate A Call For Service As A Patrol Officer

Self Initiate Video

Creating A Case Report

Creating A Case Report

Navigate to the Mobile Module and then click on Case Reports in the top menu bar.

There are 4 sections on this page:

Create A New Case Report Video

Dispatching Calls For Service

Computer Aided Dispatch Calls For Service

Dispatch Call Queues

Computer Aided Dispatch Responder Queues

Dispatch Queues

Navigate To Assigned Calls

When an officer is queued on a call, we'll display a busy label with the event ID they're associated with. This label is hyperlinked and clickable so dispatchers can easily navigate to the assigned call.

Viewing Calls With Queued Responders

Creating A Tour Stop

Step 1 - Creating A New Tour Stop

Step 2 - Basic Details

Step 3 - Add Tasks From The Global Task List

In order to add any tasks to a tour stop, you need to first create tasks. ﻿

Step 4 - Save Your Tour Stop

Once you save your new tour stop you'll now be able to see it on the stops table. To modify your stop simply select the stop and click edit.

Creating A Tour

Step 1 - Add A New Tour

Step 2 - Basic Details

Step 3 - Setting Your Tour Availability

Tours need to have start and end times applied in order for the system to schedule the tour. Your start and end times can be within a 24 hour period and cross over days.

Step 4 - Save Your Tour

Once you save your new tour you'll now be able to see it on the tours table. To modify your tour simply select the tour and click edit.

Once you've created the tour, you'll need to create a couple of stops and tasks.

A stop is a specific location such as an apartment building or store. A stop can have tasks assigned to it such as "Check the front door" or "Set the alarm".

Guard Tour Management

Guard Tour Management

Automated Client Email Notifications

Automated Notifications

Activity Reports

Mileage Report - Excel File

In order to add any tasks to a tour stop, you need to first create tasks.