> For the complete documentation index, see [llms.txt](https://support.meetuma.ai/uma-knowledgebase/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.meetuma.ai/uma-knowledgebase/getting-started/settings/key-contacts.md). # Key contacts ### Overview Key Contacts lets you assign people to emergency and building-support roles — first aiders, fire wardens, IT support, and more — and show their live location on the floor map so anyone in the building can find them quickly. Admins configure a roster of key contacts per building in Building Settings. Everyone in the organisation can then switch on the Key Contact View on the floor map to see colour-coded pins showing where each key contact is right now, based on their active desk or room booking. Key contacts are configured **per building**, not per company — each building has its own roster. *** ### Setting up key contacts (Admins) #### Opening the Key Contacts tab 1. Go to **Manage → Buildings** and open the building you want to configure 2. In Building Settings, select the **Key Contacts** tab (second tab along) You'll see an info banner explaining what key contacts are for, and **eight role cards**: | Role | Description | | ---------------------- | -------------------------------- | | First Aiders | Trained first aid responders | | Fire Wardens | Fire evacuation coordinators | | Emergency Coordinators | Overall emergency response leads | | Building Managers | Day-to-day building operations | | IT Support | On-site technical support | | Health and Safety | H\&S officers and advisors | | Facilities | Facilities management staff | | Security | On-site security personnel | Each card has its own colour and icon, and a search box for adding people. #### Adding a person to a role 1. Type a colleague's name into the role's search box 2. Select them from the list 3. They appear on the card as a chip with their name and profile photo (or initials) 4. The card's count badge updates A person can be assigned to **multiple roles** — for example, someone who is both a First Aider and a Fire Warden will appear on both cards. Adding the same person to the same role twice has no effect. #### Removing a person from a role Click the **✕** on their chip to remove them from that role. The count badge decreases accordingly. #### Saving changes Click **Save** to persist your changes. If you click **Cancel** instead, the cards revert to the last saved state. {% hint style="info" %} Key contacts can be configured even when the building is set to "use company settings" — saving key contacts does not switch the building to its own settings, and saving changes on other Building Settings tabs does not affect the key contacts roster. {% endhint %} *** ### Using the Key Contact View (All users) #### Turning it on 1. Navigate to **Workspace → My Floor** and select the **Map** view 2. Open the **map side panel** 3. Toggle on **Key Contact View** Colour-coded pins appear on the floor map showing where each key contact is currently booked. #### Turning it off Toggle the switch off to return to the normal booking view. {% hint style="info" %} Key Contact View, Zone View, Neighbourhood View, and 3D view are mutually exclusive — turning one on automatically switches the others off. {% endhint %} *** ### What shows on the map #### Live location pins When Key Contact View is on, a pin appears on any desk or room where a key contact has an **active booking right now**. Each pin uses the colour and icon of the person's role, matching what you see on the admin configuration cards. The view is always **live** — the date picker is locked to "now" so you're always seeing current locations, not past or future bookings. #### Hovering a pin Hover over a pin to see the key contact's name and their role(s). If someone holds multiple roles (e.g. First Aider and Fire Warden), all roles are listed. #### Multiple key contacts at the same location If two or more key contacts are booked into the same room, a single pin appears with a **count badge** (e.g. "2"). Hovering the pin lists all the people at that location with their roles. If the people hold different roles, the pin uses a neutral group colour rather than a single role's colour. #### Who appears — and who doesn't A key contact's pin appears **only** when: * They have a desk or room booking happening right now on the floor you're viewing * They are configured as a key contact for the building you're viewing You will **not** see pins for: * Key contacts with no active booking * Key contacts booked on a different floor or in a different building * Key contacts whose booking is later today or has already ended * People who are not assigned as key contacts for this building If no key contacts are currently in the building, the map simply shows no pins — no error message or loading spinner. #### Changing floor or building When you switch to a different floor or building, the pins are recalculated automatically for the new location. The Key Contact View stays enabled — you don't need to toggle it off and on again. *** ### Privacy Key contacts appear on the map **regardless of their personal visibility settings**. A colleague who has opted out of appearing on the floor map will still show a key contact pin in this view. This is intentional — in an emergency, knowing where your first aiders and fire wardens are takes priority. Outside of Key Contact View, their privacy settings continue to work as normal. *** ### Tips * Assign key contacts to the buildings where they are **based**, not to every building in your organisation — the view only shows people with an active booking in the building you're viewing * A person can hold multiple roles across multiple buildings — for example, someone could be a First Aider in Building A and IT Support in Building B * Use Key Contact View during fire drills or emergency planning to verify that your roster has adequate coverage across floors --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. 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