#Japan #Chino #LINE #Chino City #Vacan

Innovative Shelter Check-in System in Chino City

In an unprecedented move towards enhancing disaster response efficiency, Chino City, in collaboration with VACAN, has launched a groundbreaking feature that allows residents to complete check-in procedures at evacuation shelters using the widely used LINE app. This initiative is part of a pilot program aimed at digitizing the check-in process, significantly reducing the time required for shelter entry by an impressive 95% compared to traditional methods.

Background

With the increasing severity and frequency of natural disasters such as earthquakes and floods, the seamless operation of evacuation shelters has become crucial. One of the primary challenges faced by municipalities has been the escalating workload and confusion surrounding the registration process at shelters. Previous experiments revealed that elderly citizens often faced difficulties navigating digital entry methods, which posed a barrier during emergencies. To address this issue, VACAN has integrated a new feature into its existing Evacuee Management System that allows users to complete their shelter check-in through LINE, a communication tool familiar to many.

Pilot Program Details

The experimental implementation took place on August 18, 2025, at Chino City Hall’s conference room, targeting city staff as the initial participants. The trial focused on verifying the efficiency of digital registration by comparing the time taken for various methods, including traditional paper forms, LINE check-ins, and My Number Card readers.

In the trial, check-in procedures transitioned from filling out paper cards to utilizing LINE, My Number Card readers, and web forms. The goal was to evaluate how these digital tools could expedite the overall processing time from the start of registration to compiling evacuee lists and reporting shelter statuses.

Results of the Pilot Program

The findings showed that the digitalization of the registration process significantly improved efficiency. Notably, using LINE for check-in reduced the average processing time per evacuee to just 4 seconds, a remarkable 95% faster than using the previous paper method, which took an average of 1 minute and 34 seconds.

Comparisons of Check-in Methods:

• - LINE Check-in: Average time 4 seconds
• - Card Reader Check-in: Average time 36 seconds (62% reduction)
• - Paper Check-in: Average time 1 minute and 34 seconds

Feedback collected during the September 7, 2025, trial at the Chino City East Middle School revealed positive reactions from citizens, highlighting reduced waiting times and the clarity of the registration steps. This was reinforced by the rapid processing and the ability of multiple users to register simultaneously.

About the Evacuee Management System

VACAN's Evacuee Management System is designed to dramatically reduce the workload of disaster response teams while enhancing the capabilities of shelter operations. The system features include:

• - Digital registration processes
• - My Number Card verification for check-in
• - Material management
• - Automated generation of evacuee registers
• - Real-time visibility of crowding across multiple shelters

This framework ensures that both disaster response teams and residents can make decisions quickly and effectively during emergencies, providing a more organized and clearer picture of evacuation scenarios.

Future Directions

VACAN aims to continue advancing its initiatives within disaster management. With around 300 municipalities already equipped with systems for visualizing and managing crowd dynamics, the company is committed to enhancing the digital transformation of public facilities. VACAN intends to further develop a versatile platform that can be utilized during both regular times and emergencies.

About VACAN

Founded in June 2016 and based in Tokyo, VACAN has been recognized as a key player in Japan's startup scene aimed at creating a seamless blend of technology and community spaces. The firm focuses on crowd management solutions, facility management, and enhancing experiences in public areas through innovative technology, positioning itself as a pioneer in the quest for safer, more user-friendly urban environments.

For more information, visit VACAN's official website.