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Roll call for managing emergency situations

Updated

Available for the following HR Classic plans: Premium, Platinum
Available for the following plans: Plus, Unlimited HR, Engage, Elite
Available for the following users: Admin, users with Custom Security Settings

Roll Call in Employment Hero helps you manage emergency and drill scenarios across your worksites. These enhancements improve how you configure fire warden settings, run a roll call from the EH Work app, filter and export roll call history, reclassify attendee statuses, and notify missing attendees during an active roll call.

This article explains how to:

Configure Roll Call settings

The Roll Call Settings page lets you manage which worksites are included in roll calls and assign fire wardens to each worksite. Disabled worksites are hidden from the list automatically, and warden management is accessible from a menu next to each worksite row.

Configure Roll Call settings and manage fire wardens
  1. Log in to Employment Hero.
  2. On the left-hand side menu, click on Compliance.
  3.  Under the Safety sub-heading, click on Roll Call. 
  4. Click on the cog icon to access roll call settings.
  5. Review the list of available worksites. Any worksites that have been disabled in your organisation are hidden from this list automatically. No action is needed on your part.
  6. To manage or assign wardens for a worksite, select Manage or Assign warden(s) next to the relevant worksite row.
  7. In the Manage Fire Wardens pop-up, review the warden description to understand their responsibilities.
  8. Click Save.

Run a roll call from Employment Hero Work

The Employment Hero Work app lets wardens start and complete a roll call from their phone. The setup screen, roll call screen, and finish flow have all been redesigned to reduce steps and make it faster to work through a list under pressure.

Start a roll call

  1. Open the Employment Hero Work app and go to the Roll Call tab.

  2. Tap the Select a worksite dropdown and choose the worksite for this roll call. The event type cards are dimmed until a worksite is selected.

  3. Tap Drill or Real emergency. The roll call starts immediately. There is no separate confirmation button.

  4. Once the roll call has started in the Employment Hero Work app, the attendee list is displayed. A progress bar at the top shows Accounted for: N / Total, filling as you mark people.

  5. Each card shows the attendee's initials, name, and their work status at the time the roll call started — for example Clocked In, On Leave, Not Scheduled, or Clocked Out.

  6. Tap anywhere on an attendee's card to mark them as accounted for. A checkbox on the right of the card fills purple to confirm. Tap the card again to unmark them.

  7. To mark everyone still pending at once, tap Select all in the Pending confirmation section header. Tap Deselect all to reverse this.

  8. To filter the list, tap the filter icon in the top-right of the navigation bar. A small purple dot on the icon indicates when filters are active.

  9. To add an attendee who isn't on the list, tap + and select Add person. Search by name or email — results appear as you type — then tap Add to roll call.

  10. To add a note to the roll call, tap + and select Add note, type your note, and tap Save note.

Helpful Hint

The Complete roll call button in the toolbar is always enabled. You can use it at any point to end the roll call immediately, even if no attendees have been marked.

Notify unaccounted attendees and complete the roll call
  1. Log in to Employment Hero.
  2. On the left-hand side menu, click on Compliance.
  3.  Under the Safety sub-heading, click on Roll Call. 
  4. If some attendees remain unaccounted for, tap Complete roll call. The review screen shows everyone who has not been marked, with a count in the header, for example "3 not accounted for".
  5. The screen reads: "Select anyone you want to notify, or finish the roll call without notifying." To select individuals, tap their card. A checkbox fills purple for each person selected.
  6. To select everyone on the list at once, tap Select all in the header.
  7. When at least one person is selected, the button at the bottom updates to Notify (N), where N is the number of people selected. Tap it to send a push notification to those attendees and proceed to the confirmation sheet.
  8. If you do not want to notify anyone, tap Finish roll call without selecting anyone.
  9. On the confirmation sheet, tap Finish roll call to lock the record. Tap × to go back and make changes. Once finished, no further changes can be made to attendance records from mobile. Reclassification is still available on the web.
  10. A success screen confirms the roll call is finished. It shows the worksite, event type, start time, and a summary of Marked, Unmarked, and Elapsed values.
  11. Tap Done to return to the Roll Call tab. To add a note before leaving, tap Add note instead.

Helpful Hint

Each notified attendee receives a push notification on their mobile device: "There is an active roll call ongoing at your worksite [worksite name]. This is a [event type] and you should head to your assembly point immediately."

Reclassify attendees and export roll call records

Inside an individual roll call record, you can review each attendee's status and reclassify their attendance outcome. Attendee outcomes are labelled Marked and Unmarked throughout Roll Call, in the list, the record detail view, exports, and the reclassify flow.

Each attendee row in a roll call record shows two columns side by side:

  • Status: the attendee's T&A situation at the exact moment the roll call started, for example Clocked In, On Leave, Not Scheduled, Clocked Out, or Added by Warden. This value never changes, even after reclassification. Roll calls created before this feature was introduced show N/A.
  • Attendance: the outcome recorded by the warden, either Marked or Unmarked. This is the value you can reclassify.
Reclassify an attendee's attendance in a roll call record
  1. Log in to Employment Hero.
  2. On the left-hand side menu, click on Compliance.
  3.  Under the Safety sub-heading, click on Roll Call. 
  4. Under the Actions column, click on View on the roll call you wish to check.
  5. Find the attendee whose attendance you need to change and click the Reclassify inline text button next to their name.
  6. A confirmation appears showing exactly what will change, for example, "Jane Smith will be changed from Marked to Unmarked". Review the confirmation, then enter a reason in the reason field. A reason is mandatory and must be completed before you can save.
  7. Save your changes. The attendee's Attendance value will update. Their Status column remains unchanged.
Export a roll call record as a PDF
  1. Log in to Employment Hero.
  2. On the left-hand side menu, click on Compliance.
  3.  Under the Safety sub-heading, click on Roll Call. 
  4. Select the roll call record you want to export.
  5. Select the export option and choose PDF. The downloaded file will be named in the format [org_name]_roll_call_[worksite_name]_[DD]_[MM]_[YYYY] (for example, jo_uk_roll_call_wisteria_lane_06_08_2026). The timestamp in the PDF will reflect your local UTC offset.

Filter and export Roll Call history

The Roll Call History page lets you search past roll calls by date and export them as a PDF. The date filter includes the current date in results, and exported files use a naming format that includes your organisation name and the export month and year.

Filter and export history
  1. Log in to Employment Hero.
  2. On the left-hand side menu, click on Compliance.
  3.  Under the Safety sub-heading, click on Roll Call. 
  4. Under the Actions column, click on View on the roll call you wish to check.
  5. Use the Date Range filter to select the date range you want to view. The current date is included in results when selected.
  6. Review the roll calls returned in the list. The Attendance column shows how many attendees were Marked and Unmarked for each roll call.
  7. To export, select the export option and choose PDF. The downloaded file will be named in the format [org_name]_roll_calls_[MM]_[YYYY] (for example, jo_uk_roll_calls_08_2026). The timestamp in the PDF will reflect your local UTC offset.

Further information

What do "Marked" and "Unmarked" mean?

Marked means the warden has accounted for that person during the roll call. Unmarked means they have not been accounted for.

What does the Status column show in a roll call record?

The Status column shows each attendee's status at the exact moment the roll call started. Possible values include Clocked In, Clocked Out, On Leave, Not Scheduled, Working Here, and Added by Warden.

What happens if I see "Not Scheduled" or "Clocked Out" during a roll call?

Not Scheduled means the person is assigned to the worksite but has no shift rostered for that day. Clocked Out means they completed and clocked out of their shift before the roll call started. Both statuses are shown so wardens can quickly tell them apart from people whose situation is genuinely unclear. You can still mark these attendees as accounted for in the usual way.

Can I send notifications to unaccounted attendees more than once?

No. Once you tap Notify (N) and send notifications, those attendees cannot be notified again within the same roll call.

Can I end a roll call if no one has been marked?

Yes. The Complete roll call button is always enabled, regardless of how many people have been marked. This supports situations where the warden needs to close the roll call immediately without being able to account for any attendees.

Can I reclassify attendees after finishing a roll call on mobile?

Yes. Once a roll call is finished, reclassification is available from the web platform under Safety > Roll Call > History. Select the relevant roll call record and use the Reclassify button next to any attendee.

Why is the reason field mandatory when reclassifying an attendee?

Requiring a reason ensures there is a clear record of why an attendee's attendance outcome was changed after the roll call. This supports accurate reporting and audit trails for emergency and drill events.

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