Emergency Contacts: Updating and Viewing Details

Article Contents

1. Introduction
2. Updating Your Own Emergency Contacts
3. Updating Another User’s Emergency Contacts
4. Viewing Emergency Contacts on the Staff Page
5. Why Emergency Contacts Are Not Visible to Everyone
6. Emergency Info Is a Separate Page

Introduction

Emergency contact details give a staff member’s manager or another authorised person a way to notify someone close to the staff member if they become seriously ill, are injured or are otherwise unable to make contact themselves. They are intended to support communication after the immediate emergency response is underway.

⚠️ In an urgent or life-threatening situation, always call 000 and follow your organisation’s emergency and first aid procedures. Do not delay contacting emergency services while looking for personal contact details in Hiro.

Each staff member can nominate up to two personal emergency contacts, such as a partner, parent, relative, friend or other trusted person.

For each contact, Hiro can store:

• Name
• Mobile number
• Email address
• Whether the staff member permits their medical information to be disclosed to that contact in an emergency

Updating Your Own Emergency Contacts

Each staff member can maintain their own emergency contact details:

1. Open your account menu in Hiro.
2. Select Edit my details.
3. Scroll to Emergency Contact One or Emergency Contact Two.
4. Enter or update the contact’s name, mobile number and email address.
5. Select the medical disclosure option if you permit your medical information to be shared with that contact in an emergency.
6. Select Save.

We recommend reviewing these details periodically so they remain current.

Updating Another User’s Emergency Contacts

Authorised people can update emergency contacts through User Accounts:

1. Go to Settings.
2. Open User Accounts.
3. Select Edit beside the relevant user.
4. Open the Communication tab.
5. Update the Emergency Contact One or Emergency Contact Two details.
6. Select Save.

Only Global Administrators and people with the Add/modify/delete users privilege can update another user’s emergency contacts. Staff do not need this privilege to maintain their own contacts through Edit my details.

Viewing Emergency Contacts on the Staff Page

When permitted, emergency contacts can be accessed from the Staff page:

1. Open the relevant person’s Staff page.
2. Select Emergency contact information beneath their contact details.

Emergency contact information can be viewed by:

• The staff member themselves
• The person recorded as their manager in Hiro
• Global Administrators
• People with the View and export staff data privilege

A person with permission to edit User Accounts can also see and update these details through the user’s account. However, the Add/modify/delete users privilege does not, by itself, provide organisation-wide access to emergency contacts from the Staff page.

Why Emergency Contacts Are Not Visible to Everyone

Emergency contacts are not intended to form part of the general staff directory.

They contain personal information belonging to people outside the organisation, such as the private mobile number and email address of a staff member’s parent, spouse, sibling or friend. The identity of the contact may also reveal information about the staff member’s personal relationships.

Hiro therefore limits access to the staff member, the person recorded as their manager in Hiro, and specifically authorised people. This helps organisations make the information available to those who may need it while avoiding unnecessarily broad access to sensitive personal details.

Organisation-wide access should only be granted where a person’s role genuinely requires it. The View and export staff data privilege provides access to other current and historical staff information as well as emergency contacts. It should not be granted solely to make emergency contacts generally available to staff.

See Privileges – who can access what in Hiro for more information about assigning and managing privileges.

Emergency Info Is a Separate Page

The Emergency Info page is separate from individual emergency contacts.

It provides organisation-wide emergency-response information, which may include:

• Instructions to call 000
• First-on-the-scene guidance
• Evacuation routes and assembly areas
• Emergency Control Organisation members
• Area Wardens and other emergency roles

The Emergency Info page is available to signed-in staff and is intended for organisation-wide workplace emergency information. It does not provide a general directory of personal emergency contacts, which remain restricted to the permitted people described above.