Run every drill and preparedness check without a spreadsheet
Evacuation drills, earthquake-kit checks and family reunification plans only protect people if everyone takes part and you can prove it. Robofy runs them as scheduled WhatsApp flows, chases non-responders automatically and gives your safety team a record that stands up to an audit.
Preparedness is mandatory. Tracking it is still manual.
In Turkey, the Regulation on Emergencies in Workplaces requires employers to run emergency drills at least once a year. Many companies go further, with quarterly evacuation drills and regular checks that employees keep an earthquake kit (deprem çantası) ready.
The requirement is clear; the tracking is not. Participation is recorded on paper sign-in sheets at assembly points, kit checks rely on the honour system, and a safety officer spends weeks merging lists from different buildings into one spreadsheet.
When an auditor, the board or an insurer asks who took part, who is ready and who was never reached, the honest answer is often that nobody knows for sure.
What manual drill tracking costs you
Gaps you only discover in a real emergency
If you do not know who skipped the drill or has no kit, you find out on the day it matters most.
Weeks of administration after every drill
Collecting, typing up and reconciling paper forms from several buildings takes far longer than the drill itself.
Records that do not hold up
Handwritten lists are incomplete, hard to search and easy to question, which weakens your position in an audit or after an incident.
Illustrative scenario: quarterly drills at a corporate headquarters
Vertex Holding is a fictional company. This scenario illustrates how the platform works; it is not a customer case study.
Vertex Holding’s headquarters campus has 3,000 employees across five buildings. Its occupational health and safety officer runs a quarterly earthquake-kit check and an evacuation drill, and must be able to show participation for every building.
Before: clipboards and spreadsheets
- Floor wardens carry paper sign-in sheets to five assembly points.
- The kit check is an email asking employees to confirm, which most ignore.
- Merging the lists takes the safety officer about two weeks after each drill.
- Nobody can say with confidence who was absent, or why.
After: scheduled WhatsApp flows
- The quarterly kit check is scheduled once and sent automatically to all 3,000 employees.
- Employees confirm each item with buttons: water, torch, first-aid kit, power bank and copies of documents.
- During the evacuation drill, employees tap “I’m at the assembly point” and share their location.
- Non-responders get an automatic reminder after 24 hours and are flagged to their manager after 48.
- The safety officer exports a report by building and department the same week.
Drill day
- 10:00The alarm sounds and the evacuation flow goes out to all five buildings.
- 10:02Check-ins start arriving: “I’m at the assembly point”, with location.
- 10:12The dashboard shows arrivals by building; floor wardens see who is still missing.
- 10:20Employees who answered “Not on site today” drop off the missing list.
- 10:30Drill closed; a short follow-up survey about exit routes and obstacles goes out.
- 14:00Report exported for the health and safety file.
How Robofy runs drills and preparedness checks
The platform that handles real emergencies also runs your drills, so employees practise with exactly the flow they will receive on the day.
Schedule
Set up recurring flows for kit checks, evacuation drills and family reunification plans, and target them by building, site or department.
Notify
Employees receive the check or drill instructions on WhatsApp, delivered in under five seconds, with no app to install.
Confirm
Buttons capture structured answers: kit items confirmed, arrived at the assembly point, not on site today.
Follow up
Reminders go to non-responders automatically, and anyone still missing is flagged to their manager or floor warden.
Report
Dashboards show participation and readiness by building and department, and timestamped reports export straight into your health and safety records.
Paper-based drills vs. Robofy
| Compared | Paper sheets and email | Robofy on WhatsApp |
|---|---|---|
| Reaching every employee | Announcements and email | A direct WhatsApp message to each person |
| Recording participation | Handwritten sign-in sheets | One-tap check-in with location |
| Kit checks | Self-declared by email, if at all | Item-by-item confirmation |
| Non-responders | Chased manually | Automatic reminders and escalation |
| Report for audits | Weeks of manual work | Exported with timestamps the same day |
| Link to real emergencies | A separate process | The same flows as a real event |
Drill on the platform you will rely on
Everything behind the drill scenario is part of the platform used for real incidents.
<5s
Message delivery
From the moment a broadcast is triggered to the message arriving on the recipient’s WhatsApp.
10,000+
Concurrent recipients
Tested with more than 10,000 recipients messaged at the same time.
99.99%
Uptime on AWS Multi-AZ
Redundant across multiple AWS Availability Zones, so losing a single data centre does not stop your messages.
Mobile panel
Mobile governance panel
Launch, approve and monitor broadcasts from a phone, even when nobody can get to a laptop.
Audit logs
Full audit trail
Broadcasts, deliveries, replies and data access are logged with timestamps, and reports can be exported for auditors.
2FA + RBAC
Access control
Two-factor authentication and role-based permissions control who can prepare, launch and view each broadcast.
ISO 27001, KVKK, GDPR
Compliance
Operated in line with ISO 27001, KVKK and GDPR, with a data processing agreement signed with every enterprise client.
Official government integrations
Official hazard data
Integrated with the Turkish Incident Organizations to detect earthquakes and severe weather as they are published.
Frequently asked questions
How often do we have to run emergency drills in Turkey?
The Regulation on Emergencies in Workplaces requires drills at least once a year (every six months in mines), with the results reviewed and corrective actions taken. Many companies choose to drill more often, for example every quarter.
Can we schedule recurring checks?
Yes. Set up a kit check or drill once and Robofy sends it on your schedule, for example every quarter, to the right buildings and departments.
Does it work across several buildings or sites?
Yes. Employees are grouped by building or site and department, and dashboards and reports break results down the same way.
Can we prove participation during an audit?
Yes. Every check-in and confirmation is timestamped, and reports can be exported by building and department for your occupational health and safety records.
What about employees who do not use WhatsApp?
Robofy can use other messaging services such as; Telegram, Bip and SMS or IVR for anyone who is not reachable on WhatsApp.
Is employee data handled in line with KVKK?
Yes. The platform is operated in line with ISO 27001, KVKK and GDPR, with encryption, role-based access and audit logs. Our KVKK & GDPR notice explains what data is processed and for how long.
Regulatory references are summarised for general information and are not legal advice.
Make your next drill the last one you track on paper
See a scheduled kit check and evacuation drill flow for your own buildings in a 15-minute demo.
Related use cases
- Robofy ResilienceEarthquake employee safety check-inAutomatic WhatsApp check-ins after an earthquake, with a live dashboard of who is safe and who needs help.
- Robofy ResilienceBusiness continuity communication for banksReach branch staff during an outage, confirm branch, ATM and vault status within your SLA, and hand auditors the evidence.