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StationOne Documentation

Events

The Events system allows brigades to organise activities, track member attendance, and coordinate resources for scheduled events.

Overview

Section titled “Overview”

Events in StationOne provide:

  • Event creation with dates, times, locations, and descriptions
  • Two-phase attendance tracking: pre-event RSVP intent and post-event confirmed attendance
  • Vehicle assignment and automatic booking
  • Flexible notification system (immediate or scheduled)
  • Targeted reminders to specific attendance groups
  • Day-of automatic reminders to attending members
  • Event cancellation with notifications
  • Manual member addition by administrators
  • Public event visibility (when enabled)

Event Properties

Section titled “Event Properties”

Each event includes:

  • Basic Information: Title, description, location
  • Schedule: Start date/time, end date/time
  • Resources: Assigned vehicles (with automatic bookings)
  • Creator: User who created the event
  • Unit & Organisation: Event ownership and scope
  • Notifications: Invitation timestamp, day-of reminder timestamp
  • Cancellation: Cancellation timestamp and reason (if cancelled)

Attendance Tracking

Section titled “Attendance Tracking”

Events use a two-phase attendance model that separates pre-event intent from confirmed post-event attendance.

Phase 1 — RSVP (Pre-Event Intent)

Section titled “Phase 1 — RSVP (Pre-Event Intent)”

Members respond to event invitations to signal whether they plan to attend. These are set by members via RSVP links or by admins on the member’s behalf.

Attending

  • Member plans to attend
  • Receives day-of reminder automatically
  • Notified if event is cancelled
  • Does not count as attended in reports until an admin confirms post-event

Maybe

  • Member is unsure about attendance
  • Notified if event is cancelled
  • Can update status closer to event date

Not Attending

  • Member confirms they cannot attend
  • Not notified of cancellation
  • Can change status if plans change

Apology (meeting events only)

  • Same as Not Attending, using formal meeting terminology

Not Responded

  • Member has not yet responded to invitation
  • Can be targeted with reminder emails

Phase 2 — Confirmed Attendance (Post-Event)

Section titled “Phase 2 — Confirmed Attendance (Post-Event)”

After an event ends, admins mark actual attendance. These statuses are the ones counted in member activity reports.

Attended

  • Admin has confirmed the member was present
  • Counts toward attendance in member activity reports
  • Set using the ✓ Attended button (visible after event ends)

Absent

  • Admin has recorded the member did not attend despite RSVPing
  • Does not count toward attendance in reports
  • Set using the ✗ Absent button (visible after event ends)

This separation prevents future recurring events from inflating attendance percentages, and ensures no-shows are not counted as attended simply because they RSVPd.

RSVP Tokens

Section titled “RSVP Tokens”

Each event attendance includes a unique RSVP token that allows:

  • One-click RSVP directly from email
  • Attendance updates without logging in
  • Secure response tracking per member

RSVP Tokens

Section titled “RSVP Tokens”

Each event attendance includes a unique RSVP token that allows:

  • One-click RSVP directly from email
  • Attendance updates without logging in
  • Secure response tracking per member

Notification System

Section titled “Notification System”

Events support flexible notification strategies:

Initial Invitations

Section titled “Initial Invitations”

When creating an event, you can:

  • Send invitations immediately to all unit members
  • Save event without sending (send invitations later)
  • Invitations include event details and RSVP links

Targeted Reminders

Section titled “Targeted Reminders”

Send reminder emails to specific groups:

  • All Members: Everyone in the unit
  • Attending: Only those who RSVPd they plan to attend
  • Maybe: Only those who selected maybe
  • Not Attending: Only those who declined
  • Not Responded: Only those who haven’t responded
  • Maybe & Not Attending: Combined group

Each reminder can include a custom message from the event organiser.

Automatic Day-Of Reminders

Section titled “Automatic Day-Of Reminders”

The system automatically sends reminders on the day of the event:

  • Sent to all members with Attending RSVP status
  • Occurs once per event (tracked by timestamp)
  • Executed via scheduled background job
  • Includes full event details

Vehicle Assignment

Section titled “Vehicle Assignment”

Events can be assigned vehicles:

Automatic Vehicle Bookings

Section titled “Automatic Vehicle Bookings”

When vehicles are assigned to an event:

  • Vehicle bookings automatically created
  • Bookings are pre-approved
  • Covers event start to end time
  • Purpose includes event title
  • Destination matches event location
  • Vehicle availability updated

Booking Synchronisation

Section titled “Booking Synchronisation”

Vehicle assignments stay synchronised:

  • Adding vehicles creates new bookings
  • Removing vehicles deletes associated bookings
  • Updating event times updates booking times
  • Cancelling events releases all bookings

Event Cancellation

Section titled “Event Cancellation”

Events can be cancelled with proper notification:

Cancellation Process

Section titled “Cancellation Process”

When an event is cancelled:

  • Cancellation timestamp recorded
  • Optional cancellation reason saved
  • All vehicle bookings released
  • Notifications sent to affected members

Cancellation Notifications

Section titled “Cancellation Notifications”

Only members who were planning to attend receive cancellation emails:

  • Members with Attending RSVP status notified
  • Members with Maybe RSVP status notified
  • Members with Not Attending are not notified
  • Cancellation reason included if provided

Cancelled Event Handling

Section titled “Cancelled Event Handling”

Cancelled events:

  • Remain in the system for historical record
  • Appear in separate “Cancelled” list
  • Cannot receive new invitations
  • Vehicle bookings are released
  • RSVP functionality disabled

Manual Member Management

Section titled “Manual Member Management”

Administrators can manually add members to events:

Adding Members

Section titled “Adding Members”

Event managers can:

  • Add unit members who weren’t automatically invited
  • Set initial status (attending, maybe, not responded)
  • Update existing member status
  • Manage attendance without sending emails

This is useful for:

  • Adding new members to existing events
  • Correcting attendance records
  • Manual coordination with specific members

Permissions

Section titled “Permissions”

Manual member management requires:

  • Event manage_members permission
  • Brigade admin or higher role
  • Member must belong to event’s unit

Public Events

Section titled “Public Events”

When public events are enabled at the unit level:

  • Upcoming events appear on Station Portal
  • Limited to next 10 upcoming events
  • Shows basic event information
  • No RSVP functionality for public viewers
  • Helps community stay informed of brigade activities

Event Timeline

Section titled “Event Timeline”

Typical event lifecycle:

  1. Creation: Administrator creates event with details and vehicle assignments
  2. Invitation: Invitations sent immediately or scheduled for later
  3. RSVP Period: Members respond with attendance status (Attending, Maybe, Not Attending)
  4. Reminders: Targeted reminders sent to specific groups as needed
  5. Day Before: Organisers can send final reminders
  6. Day Of: Automatic reminders sent to members with “Attending” RSVP status
  7. Event Occurs: Event takes place with coordinated resources
  8. Post-Event: Admin marks actual attendance — Attended or Absent — for each member
  9. Reporting: Only members marked Attended count in member activity reports

Or if cancelled:

  1. Cancellation: Administrator cancels with reason
  2. Notifications: Attending and maybe members notified
  3. Resource Release: Vehicle bookings released
  4. Archive: Event marked as cancelled in system

Event Lists

Section titled “Event Lists”

Events are organised into three categories:

Upcoming Events

Section titled “Upcoming Events”
  • Start date is in the future
  • Not cancelled
  • Ordered by start date (soonest first)
  • Primary focus for planning and RSVPs

Past Events

Section titled “Past Events”
  • Start date is in the past
  • Not cancelled
  • Ordered by start date (most recent first)
  • Limited to 10 most recent for quick reference

Cancelled Events

Section titled “Cancelled Events”
  • Marked as cancelled (regardless of date)
  • Ordered by cancellation date
  • Limited to 10 most recent
  • Maintained for historical record

Permissions

Section titled “Permissions”

Event management operates with role-based permissions:

  • View Events: All unit members
  • Create Events: Brigade administrators and above
  • Edit Events: Event creator or brigade administrators
  • Delete Events: Event creator or brigade administrators
  • Cancel Events: Event creator or brigade administrators
  • Manage Members: Brigade administrators and above
  • Send Invitations: Event creator or brigade administrators
  • Update Own Attendance: All unit members (for events they can view)

Integration with Vehicle Bookings

Section titled “Integration with Vehicle Bookings”

Events integrate seamlessly with the vehicle booking system:

  • Event vehicle assignments create approved bookings
  • Bookings marked as “Event: [Title]”
  • Vehicle availability automatically updated
  • Prevents double-booking during event times
  • Bookings released if event cancelled or vehicles removed

Email Notifications

Section titled “Email Notifications”

The system sends three types of event emails:

New Event Notification

Section titled “New Event Notification”
  • Sent when invitations are triggered
  • Includes full event details
  • Contains one-click RSVP links
  • Customisable with reminder message

Reminder Notification

Section titled “Reminder Notification”
  • Same format as new event notification
  • Subject prefixed with “Reminder:”
  • Can include custom message from organiser
  • Sent to filtered recipient groups

Cancellation Notification

Section titled “Cancellation Notification”
  • Sent only to attending and maybe members
  • Includes cancellation reason if provided
  • Notifies of vehicle booking release
  • Cannot RSVP to cancelled events

Day-Of Reminder

Section titled “Day-Of Reminder”
  • Sent automatically on event date
  • Only to members with “attending” status
  • Subject prefixed with “Today:”
  • Sent once per event via background job
Section titled “Related Features”