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
Go to Manage → Buildings and open the building you want to configure
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:
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
Type a colleague's name into the role's search box
Select them from the list
They appear on the card as a chip with their name and profile photo (or initials)
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.
Using the Key Contact View (All users)
Turning it on
Navigate to Workspace → My Floor and select the Map view
Open the map side panel
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.
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
Last updated
Was this helpful?