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StationOne Documentation

Actions

Actions are maintenance tasks that can be automatically generated from inspection failures or manually created for general maintenance needs, providing a workflow to track, assign, and resolve issues.

Overview

Section titled “Overview”

Actions enable:

  • Automatic creation from inspection failures and stock management
  • Manual creation for any maintenance need
  • Public issue reporting by community members
  • Assignment to team members
  • Status workflow tracking
  • Due date management
  • Categorisation for organisation
  • Out of service item tracking
  • Resolution documentation
  • Closure and review process

Action Creation

Section titled “Action Creation”

Automatic Generation

Section titled “Automatic Generation”

Actions are automatically created when inspections identify:

  • Failed items: pass_fail items that fail
  • Missing items: present_missing items marked missing
  • Expired items: expiry_date items past 30-day threshold
  • Low quantity: quantity_with_expiry below expected quantity

Each auto-generated action includes:

  • Reference to inspection and specific item
  • Section and subsection labels
  • Item label and type
  • Flagged by user (inspector)
  • Initial status: open
  • Auto-assigned category based on source

Manual Creation

Section titled “Manual Creation”

Brigade members can manually create actions for:

  • General maintenance needs
  • Building and facility issues
  • PPE and uniform requirements
  • IT system problems
  • Any other maintenance tasks

Manual actions require:

  • Brief description (item reference)
  • Category selection
  • Optional asset linking (vehicle/equipment)
  • Optional template linking for out-of-service tracking

Public Issue Reporting

Section titled “Public Issue Reporting”

When enabled, community members can report issues via the Station Portal:

  • No login required
  • Submit via web form
  • Include name (optional) and description
  • Select category
  • Add notes with details
  • Administrator notification on submission

Public-reported actions:

  • Flagged as publicly reported
  • Include reporter name (if provided)
  • Marked with category selected by reporter
  • Auto-assigned to “open” status
  • Require administrator review and assignment

Action Workflow

Section titled “Action Workflow”

Actions follow a defined status workflow:

Open

Section titled “Open”
  • Newly created action
  • Not yet assigned or started
  • Awaiting assignment and planning

In Progress

Section titled “In Progress”
  • Work has begun
  • Assigned to team member
  • Actively being addressed

Resolved

Section titled “Resolved”
  • Work completed
  • Awaiting verification
  • Can create out_of_service items at this stage

Closed

Section titled “Closed”
  • Verified and approved
  • Action complete
  • Out of service items auto-reinstated

Action Categories

Section titled “Action Categories”

Actions are organised into categories for better tracking and filtering:

Category Types

Section titled “Category Types”

Vehicle

  • Auto-assigned for vehicle inspection actions
  • Vehicle maintenance and repair tasks
  • Color: Blue

Equipment

  • Auto-assigned for equipment inspection actions
  • Equipment maintenance and repair tasks
  • Color: Cyan

Stock

  • Auto-assigned for stock management actions
  • Reorder and restocking tasks
  • Color: Purple

Building & Maintenance

  • Facility repairs and maintenance
  • Building infrastructure issues
  • Available for manual and public actions
  • Color: Amber

PPE & Uniform

  • Personal protective equipment issues
  • Uniform replacements and repairs
  • Available for manual and public actions
  • Color: Green

IT

  • Technology and system issues
  • Software and hardware problems
  • Available for manual and public actions
  • Color: Indigo

Other

  • General maintenance tasks
  • Uncategorised issues
  • Default for manual actions
  • Available for manual and public actions
  • Color: Gray

Auto-Assignment

Section titled “Auto-Assignment”

Categories are automatically assigned for inspection-based actions:

  • Vehicle inspections → Vehicle category
  • Equipment inspections → Equipment category
  • Stock actions → Stock category
  • Manual actions → Default to “Other” (user can change)
  • Public actions → Selected by reporter

Manual Category Selection

Section titled “Manual Category Selection”

When creating manual actions:

  • Select from all available categories
  • Change category after creation
  • Categories help with filtering and reporting

Action Details

Section titled “Action Details”

Each action tracks:

  • Item Reference: Brief issue description
  • Category: Organisational category
  • Notes: Detailed notes and comments
  • Inspection reference: Linked inspection and item (if applicable)
  • Stock item reference: Linked stock item (if applicable)
  • Flagged by: User who identified issue (or public reporter name)
  • Assigned to: Responsible team member
  • Due date: Target completion date
  • Status: Current workflow status
  • Created/updated timestamps: Audit trail
  • Manually created flag: Indicates manual vs. auto-generated
  • Template linking: Optional link to inspection template for out-of-service tracking

Assignment

Section titled “Assignment”

Assigning Actions

Section titled “Assigning Actions”

Actions can be assigned to:

  • Specific team members
  • Workshop technicians
  • External contractors
  • Brigade officers

Assignment Process

Section titled “Assignment Process”
  1. Review action: Assess issue and requirements
  2. Determine responsible person: Who should address it
  3. Set due date: When it should be completed
  4. Assign: Update action with assignee
  5. Notify: Assignee receives notification

Due Dates

Section titled “Due Dates”

Track action completion targets:

  • Set on creation: Initial due date
  • Modify as needed: Extend or advance
  • Overdue tracking: Alerts for past due actions
  • Due soon warnings: Upcoming due dates
  • Dashboard visibility: Overdue actions highlighted

Out of Service Management

Section titled “Out of Service Management”

When actions require marking items unusable:

Creating Out of Service Items

Section titled “Creating Out of Service Items”

During action resolution:

  1. Mark action as resolved
  2. Create out_of_service_item
  3. Link to action
  4. Specify reason
  5. Item flagged in system

Out of Service Tracking

Section titled “Out of Service Tracking”

Out of service items:

  • Prevent item from being selected in inspections
  • Display warning when viewing asset
  • Track reason and created_by user
  • Link to parent action

Reinstatement

Section titled “Reinstatement”

When action is closed:

  • Associated out_of_service_item automatically removed
  • Item becomes available again
  • Reinstatement recorded in audit trail

Public Issue Reporting

Section titled “Public Issue Reporting”

When enabled at the unit level, the public can report issues:

Enabling Public Issues

Section titled “Enabling Public Issues”

Brigade administrators can:

  • Toggle public issue reporting in settings
  • Appears on Station Portal
  • Shows count of open public issues
  • Provides “Report Issue” link

Reporting Process

Section titled “Reporting Process”

Public reporters:

  1. Access Station Portal
  2. Click “Report Issue” or view issues page
  3. Optionally enter name (or select from member list)
  4. Enter issue description
  5. Select category
  6. Add optional detailed notes
  7. Submit report

Reporter Name Handling

Section titled “Reporter Name Handling”

The system supports:

  • Anonymous reporting (no name required)
  • Manual name entry
  • Autocomplete from unit member list
  • Linking to existing user account if selected

Administrator Notification

Section titled “Administrator Notification”

When issue is reported:

  • Email sent to brigade administrators
  • Includes reporter name (if provided)
  • Shows issue description and category
  • Links to action in system
  • Marked as publicly reported

Public Issue Categories

Section titled “Public Issue Categories”

Only certain categories available for public reporting:

  • Building & Maintenance
  • PPE & Uniform
  • IT
  • Other

Vehicle, Equipment, and Stock categories are excluded as they require inspection context.

Public Issue Display

Section titled “Public Issue Display”

The public issues page shows:

  • Count of open public issues
  • List of active public issues
  • Category badges
  • Assignment status
  • Time since reported
  • Current status (open/in progress)

Managing Public Issues

Section titled “Managing Public Issues”

Brigade administrators:

  • Review and triage public reports
  • Assign to appropriate team member
  • Set due dates
  • Add additional notes
  • Resolve through normal action workflow
  • Can link to template/asset if needed

Action Views

Section titled “Action Views”

My Actions

Section titled “My Actions”
  • Actions assigned to current user
  • Personal task list
  • Sortable by due date, status

Unit Actions

Section titled “Unit Actions”
  • All actions for brigade/unit
  • Management overview
  • Filter by status, assignee, asset, category

By Category

Section titled “By Category”
  • Filter by specific category
  • Vehicle, Equipment, Stock, etc.
  • Helps organise work by type

By Source

Section titled “By Source”
  • Inspection actions
  • Stock actions
  • Manual actions
  • Public issues
  • Filter by creation source

Overdue Actions

Section titled “Overdue Actions”
  • Actions past due date
  • Priority attention required
  • Escalation candidates

Recent Actions

Section titled “Recent Actions”
  • Recently created or updated
  • Activity monitoring
  • Quick access to active work

Resolution Process

Section titled “Resolution Process”

1. Start Work

Section titled “1. Start Work”
  • Update status to in_progress
  • Begin addressing issue
  • Document progress in notes

2. Complete Work

Section titled “2. Complete Work”
  • Perform required repairs or maintenance
  • Test and verify fix
  • Document work performed
  • Capture photos if applicable

3. Mark Resolved

Section titled “3. Mark Resolved”
  • Update status to resolved
  • Add resolution notes
  • Set out_of_service if needed
  • Notify relevant parties

4. Review and Close

Section titled “4. Review and Close”
  • Supervisor reviews resolution
  • Verifies work completed
  • Closes action
  • Out of service items reinstated

Template Linking for Manual Actions

Section titled “Template Linking for Manual Actions”

Manual actions can be linked to inspection templates and assets:

Purpose of Template Linking

Section titled “Purpose of Template Linking”

Linking enables:

  • Out-of-service functionality for manual actions
  • Template item reference for consistency
  • Asset tracking (vehicle or equipment)
  • Better integration with inspection workflow

Linking Process

Section titled “Linking Process”

After creating manual action:

  1. View action details
  2. Click “Link to Template” if not already linked
  3. Select inspection template
  4. Select specific template item (optional)
  5. Select asset (vehicle or equipment)
  6. Save linking
Section titled “When to Link”

Link manual actions when:

  • Action relates to specific inspection item
  • Need to mark item out of service
  • Want consistent tracking with inspections
  • Relates to specific asset

Unlinking

Section titled “Unlinking”

Manual actions can be unlinked:

  • Remove template association
  • Clear asset reference
  • Cannot mark out of service without link

Action Filtering

Section titled “Action Filtering”

Filter actions by:

  • Status: Open, in_progress, resolved, closed
  • Assignee: Specific team member
  • Asset: Vehicle or equipment
  • Category: Vehicle, Equipment, Stock, Building, PPE, IT, Other
  • Source: Inspection, Stock, Manual, Public
  • Due date: Overdue, due soon, all
  • Date range: Created or updated within period

Reporting

Section titled “Reporting”

Generate action reports:

  • Open actions: Current workload
  • Completion rates: Actions closed vs created
  • Response times: Time to resolution
  • By asset: Actions per vehicle/equipment
  • By assignee: Workload distribution
  • Overdue analysis: Bottlenecks and delays

Integration with Inspections

Section titled “Integration with Inspections”

Actions link back to inspections:

  • Inspection reference: Which inspection flagged issue
  • Item reference: Specific failed item
  • Section context: Where in checklist
  • Inspector: Who identified issue
  • Response data: Original inspection response

View inspection from action:

  • Click inspection link
  • See full inspection context
  • Review other items from same inspection

Best Practices

Section titled “Best Practices”

Action Management

Section titled “Action Management”
  • Review new actions daily
  • Assign actions promptly
  • Set realistic due dates
  • Update status regularly
  • Document work thoroughly

Assignment Strategy

Section titled “Assignment Strategy”
  • Match skills to action type
  • Balance workload across team
  • Consider availability and capacity
  • Set clear expectations
  • Follow up on assignments

Priority Setting

Section titled “Priority Setting”
  • Safety issues: High priority, immediate due dates
  • Operational impacts: Medium priority, near-term
  • Preventive maintenance: Lower priority, flexible timing
  • Compliance items: Priority based on deadline

Communication

Section titled “Communication”
  • Notify assignees of new actions
  • Update stakeholders on progress
  • Escalate overdue actions
  • Document resolution clearly
  • Close loop with inspectors

Out of Service Decisions

Section titled “Out of Service Decisions”
  • Mark out of service only when necessary
  • Document reason clearly
  • Update operational teams
  • Track impact on availability
  • Resolve quickly to reinstate
Section titled “Related Features”