How to Manage BA Cylinders

This guide explains how to create and manage BA (Breathing Apparatus) cylinders in StationOne.

Prerequisites

• Brigade admin or organisation admin role
• BA module enabled for your organisation
• Understanding of cylinder safety and testing requirements

What is a BA Cylinder?

A BA cylinder is a compressed air cylinder used with breathing apparatus. Key aspects:

• Stores compressed breathing air at high pressure (typically 200-300 bar)
• Requires regular hydrostatic testing (typically every 5 years)
• Pressure monitoring for operational readiness
• Can be assigned to BA sets, appliances, or held as spares

Creating a Cylinder

1. Navigate to Cylinders

1. Log in to StationOne
2. Select your organisation and unit
3. Click Breathing Apparatus in navigation
4. Click Cylinders tab
5. Click New Cylinder button

2. Enter Cylinder Details

Fill in the identification information:

Asset ID (required)

• Internal asset tracking number
• Should match your organisation’s numbering system
• Examples:
  • “CYL-001”
  • “CYLINDER-BA-15”
  • “BA-CYL-A1”
• Must be unique within your organisation

Serial Number (optional but recommended)

• Manufacturer’s stamped serial number
• Found on cylinder shoulder or valve
• Critical for tracking and compliance
• Example: “123456-2023”

Manufacturer (optional)

• Cylinder manufacturer name
• Examples:
  • “MSA”
  • “Dräger”
  • “Interspiro”
  • “Scott”
• Helps with spare parts and servicing

3. Enter Cylinder Specifications

Fill in the technical details:

Working Pressure (optional but recommended)

• Maximum rated pressure in bar
• Common values:
  • 200 bar
  • 232 bar (for 4500 PSI cylinders)
  • 300 bar
• Found on cylinder markings or documentation

Current Pressure (optional)

• Current air pressure in bar
• Auto-updates during inspections and filling
• Indicates readiness status
• Can be updated manually if needed

Purchase Date (optional)

• Date cylinder was purchased
• Used for age tracking
• Helps plan replacement cycles
• Format: DD/MM/YYYY

4. Hydrostatic Test Information

Track mandatory testing requirements:

Last Hydrostatic Test Date (optional)

• Date of most recent hydrostatic test
• Required by regulations (typically every 5 years)
• Format: DD/MM/YYYY

Next Hydrostatic Test Due (optional but recommended)

• When next test is due
• Calculated from last test + 5 years (typical)
• System will alert when approaching
• Format: DD/MM/YYYY

Important: Cylinders must not be filled or used if hydrostatic test is overdue.

5. Choose Status

Select the operational status:

• On Set: Assigned to a BA set
• Spare: Available in inventory
• Away for Repair: Offsite for maintenance or testing
• Decommissioned: Retired from service

Most common for new cylinders: Start as “Spare” then assign to set or appliance.

6. Choose Assignment

Select where this cylinder is assigned:

Unit/Brigade Assignment

• Cylinder owned by a specific brigade
• Available in brigade inventory
• Shows in brigade’s cylinder list

Location Assignment

• Stored at a specific location
• Useful for:
  • Workshop storage
  • Repair facilities
  • Hydrostatic test facilities
  • Central stores

BA Set Assignment

• Permanently assigned to a specific BA set
• Changes status to “On Set”
• Moves with the BA set
• Inspected as part of set

Appliance Assignment

• Spare cylinder carried on a vehicle
• Quick access for operational use
• Tracked as vehicle equipment
• Appears in vehicle inventory

Tip: Most operational cylinders are assigned to BA sets. Spare cylinders can be assigned to appliances or held at unit level.

7. Save Cylinder

1. Review all information
2. Click Create Cylinder
3. Cylinder appears in inventory
4. Ready for assignment or filling

Editing a Cylinder

Updating Cylinder Details

1. Navigate to cylinder
2. Click Edit Cylinder
3. Update any field:
   • Asset ID or serial number
   • Manufacturer
   • Working pressure
   • Current pressure (if manually measured)
   • Purchase date
4. Click Update Cylinder

Updating Test Dates

Keep hydrostatic test tracking current:

1. Edit cylinder
2. Update Last Hydrostatic Test Date
3. Update Next Hydrostatic Test Due
4. Add note with test results/certificate number
5. Save changes

After Testing:

• Cylinder can return to service
• Status changes from “Away for Repair” to “Spare” or assigned
• Test certificate should be filed

Changing Cylinder Status

Update operational status:

1. Edit cylinder
2. Select new status from dropdown:
   • Spare: Available for use
   • Away for Repair: Offsite for testing or repair
   • Decommissioned: Retired permanently
3. Save changes

When to change status:

• To Spare: Cylinder has been tested and returned
• To Away for Repair: Sending for hydrostatic test or valve service
• To Decommissioned: Cylinder failed test, reached end of life, or damaged

Changing Assignment

Move cylinder between assignments:

1. Edit cylinder
2. Select new assignment type:
   • Switch between Unit/Location/BA Set/Appliance
3. Choose specific unit/location/set/appliance
4. Save changes

Common Scenarios:

• Spare → BA Set: Building a complete BA set
• BA Set → Appliance: Adding spare cylinder to vehicle
• Unit → Location: Sending to workshop for maintenance
• Appliance → BA Set: Swapping empty cylinder with full one

Recording Cylinder Pressure

Manual Pressure Update

If manually measuring pressure:

1. Navigate to cylinder
2. Click Edit Cylinder
3. Update Current Pressure field
4. Add note with date/time of measurement
5. Save changes

Automatic Pressure Updates

Pressure automatically updates from:

During Inspections

• Any inspection template with a number field
• Field label contains “pressure”, “bar”, or “PSI”
• System extracts value and updates cylinder
• Inspection date recorded

During Filling Logs

• Filling log records pressure after fill
• Cylinder current pressure updates automatically
• Fill date and user recorded

Tip: Use inspections and filling logs rather than manual updates for better tracking.

Recording Cylinder Fills

Logging a Fill

1. Navigate to cylinder
2. Click Log Fill button
3. Fill in the filling log form:

Pressure Before Fill (optional)

• Only needed for partial fills (topping up)
• Leave blank for empty cylinder (complete fill)
• Enter in bar

Pressure After Fill (required)

• Final pressure after filling
• Should match working pressure for complete fill
• Enter in bar

Fill Method (required)

Select the method used:

• Cascade: Standard cascade filling system (most common)
• Direct: Direct connection to compressor
• Partial: Topping up partially empty cylinder

Notes (optional)

• Any observations during filling
• Issues encountered
• Special procedures used
• Examples:
  • “Slow fill due to valve restriction”
  • “Topped up from 150 to 200 bar”
  • “Cascade bottle 1 used”

4. Click Log Fill

What happens:

• Current pressure updates to “after fill” value
• Filling log saved with date, time, and user
• Cylinder status updates in BA set (if assigned)
• Fill appears in cylinder history

Viewing Filling History

See all fills for a cylinder:

1. Navigate to cylinder
2. Click Filling Logs tab
3. View table showing:
   • Date and time of fill
   • Who performed fill
   • Pressure before/after
   • Fill method
   • Notes
4. Filter by date range if needed
5. Export to CSV for analysis

Filling Log Reports

Generate reports on filling activity:

1. Navigate to Breathing Apparatus → Filling Logs
2. Set filters:
   • Date range
   • Specific cylinder
   • Specific user
   • Unit (brigade)
3. Click Generate Report
4. View or export filling activity

Use Cases:

• Track which cylinders are filled most often
• Identify problem cylinders (frequent fills may indicate leak)
• Monitor user filling activity
• Analyse cascade system efficiency
• Plan maintenance based on usage

Hydrostatic Testing Management

Scheduling Tests

Plan upcoming hydrostatic tests:

1. Navigate to Cylinders
2. Click Test Due Report
3. View cylinders by test due date:
   • Overdue tests (urgent)
   • Due within 30 days
   • Due within 90 days
   • Up to date
4. Schedule cylinders for testing

Sending Cylinder for Testing

1. Navigate to cylinder
2. Click Edit Cylinder
3. Change status to Away for Repair
4. Change assignment to testing facility location
5. Add note: “Sent for hydrostatic test on [date]”
6. Save changes

Effect:

• Cylinder removed from available inventory
• Cannot be assigned to BA sets
• Cannot be filled
• Tracked as offsite

Recording Test Results

When cylinder returns from testing:

If Passed:

1. Edit cylinder
2. Update Last Hydrostatic Test Date (test date)
3. Update Next Hydrostatic Test Due (typically +5 years)
4. Change status back to Spare
5. Change assignment back to unit or set
6. Add note: “Hydrostatic test passed, certificate [number]”
7. Save changes
8. Cylinder ready for use

If Failed:

1. Edit cylinder
2. Change status to Decommissioned
3. Add note: “Failed hydrostatic test on [date], reason: [details]”
4. Save changes
5. Cylinder removed from service permanently
6. Order replacement cylinder

Test Alerts

StationOne can alert for upcoming tests:

1. Navigate to Settings → Notifications
2. Enable cylinder test due notifications
3. Set alert threshold (e.g., 90 days before due)
4. Save settings
5. Receive email alerts for cylinders approaching test due date

Inspecting Cylinders

Direct Cylinder Inspection

Inspect a cylinder individually:

1. Navigate to cylinder
2. Click Conduct Inspection
3. Select cylinder inspection template
4. Work through checklist:
   • Visual inspection (damage, corrosion, markings)
   • Valve operation
   • Pressure test
   • Gauge functionality
   • O-ring condition
5. Enter current pressure reading
6. Complete inspection

After Inspection:

• Current pressure automatically updates
• Last inspection date recorded
• Failed items generate actions
• Inspection history preserved

Cylinder Inspection as Part of BA Set

Most often, cylinders are inspected as part of BA set inspection:

1. Inspect the complete BA set
2. Template includes checks for all components
3. Cylinder pressure field updates this cylinder
4. Inspection linked to BA set and cylinder
5. Both records updated

Inspection Scheduling

Set up recurring cylinder inspections:

1. Navigate to cylinder
2. Click Schedules → New Schedule
3. Select cylinder inspection template
4. Set frequency:
   • Weekly for operational cylinders
   • Monthly for spare cylinders
5. Enable notifications
6. Save schedule

Viewing Inspection History

See all inspections for this cylinder:

1. Navigate to cylinder
2. Click Inspections tab
3. View list of all inspections
4. Includes:
   • BA set inspections (if assigned to set)
   • Direct cylinder inspections
   • Vehicle inspections (if on appliance)
5. Click any inspection to view details

Cylinder Assignments

Assigning to BA Set

Add cylinder to a complete BA set:

Option 1: From Cylinder

1. Navigate to cylinder
2. Edit cylinder
3. Select assignment type: BA Set
4. Choose BA set from dropdown
5. Save changes
6. Status automatically changes to “On Set”

Option 2: From BA Set

1. Navigate to BA set
2. Edit BA set
3. Select this cylinder in cylinder dropdown
4. Save BA set
5. Cylinder assignment and status update automatically

Assigning to Appliance

Add cylinder as spare on a vehicle:

1. Edit cylinder
2. Select assignment type: Appliance
3. Choose vehicle from dropdown
4. Save changes
5. Cylinder appears in vehicle equipment list
6. Included in vehicle inspections

Use Case: Spare cylinders carried on tankers, rescue units, or command vehicles.

Assigning to Location

Send cylinder to a specific location:

1. Edit cylinder
2. Select assignment type: Location
3. Choose location:
   • Workshop
   • Repair facility
   • Hydrostatic test facility
   • Central stores
4. Save changes

Use Cases:

• Sending for maintenance
• Temporary storage
• Pooled inventory across multiple stations

Unassigning Cylinder

Return cylinder to spare inventory:

1. Edit cylinder
2. Select assignment type: Unit/Brigade
3. Choose your unit
4. Change status to Spare
5. Save changes
6. Cylinder available for assignment

Cylinder Reports

Inventory Report

View all cylinders:

1. Navigate to Cylinders
2. Click Reports → Inventory
3. Filter by:
   • Status (spare, on set, away for repair)
   • Assignment (unit, location, BA set)
   • Pressure level (low, partial, full)
   • Test due date
4. Generate report
5. Export to PDF or CSV

Pressure Status Report

Check which cylinders need filling:

1. Click Reports → Pressure Status
2. See cylinders grouped by pressure:
   • Full (ready for use)
   • Partial (usable but should fill)
   • Low (needs filling urgently)
   • Empty (requires immediate filling)
3. Plan filling schedule

Test Due Report

Monitor hydrostatic test compliance:

1. Click Reports → Test Due
2. View cylinders by urgency:
   • Overdue (cannot be used)
   • Due within 30 days
   • Due within 90 days
   • Up to date
3. Schedule testing

Usage Analysis

Analyse cylinder usage patterns:

1. Click Reports → Usage Analysis
2. Select date range
3. View:
   • Number of fills per cylinder
   • Average fill frequency
   • Cylinders filled most/least often
   • Identify potential issues
4. Use data for maintenance planning

Decommissioning a Cylinder

When retiring a cylinder from service:

Reasons to Decommission

• Failed hydrostatic test
• Damage beyond repair
• Reached manufacturer’s maximum life
• Obsolete or incompatible with current equipment
• Corrosion or safety concerns

Decommissioning Process

1. Navigate to cylinder
2. Edit cylinder
3. Change status to Decommissioned
4. Add note with reason:
   • “Failed hydrostatic test [date]”
   • “Corrosion on shoulder threads”
   • “Exceeded 30-year service life”
   • “Damaged in training incident”
5. Save changes

What Happens:

• Cylinder removed from active inventory
• Cannot be assigned or filled
• If assigned to BA set, automatically removed
• History preserved for audit and records
• Appears in decommissioned report

After Decommissioning

• Order replacement cylinder
• Properly dispose of decommissioned cylinder
• Update BA set with new cylinder
• Update inventory counts

Troubleshooting

Cylinder Not Updating Pressure from Inspection

Symptoms: Conducted inspection with pressure reading, but cylinder current pressure didn’t update.

Causes:

• Template doesn’t include a number field with “pressure” in the label
• Inspection saved as draft (not completed)
• Inspecting a different cylinder or BA set

Solutions:

• Ensure template has a number field labelled with “pressure”, “bar”, or “PSI”
• Complete the inspection (don’t leave as draft)
• Verify you’re inspecting the correct equipment
• Manually update pressure if needed

Cannot Assign Cylinder to BA Set

Symptoms: Cylinder doesn’t appear in BA set dropdown.

Cause: Cylinder already assigned elsewhere.

Solution:

1. Navigate to cylinder
2. Check current assignment
3. Remove from current assignment (edit and change to Unit/Spare)
4. Cylinder will now appear in BA set dropdown

Filling Log Not Updating Pressure

Symptoms: Logged a fill, but current pressure didn’t update.

Cause: System error or page didn’t refresh.

Solution:

1. Refresh the cylinder page
2. Check filling log was saved (view filling logs tab)
3. If log exists but pressure didn’t update, manually edit cylinder
4. Update current pressure to match last fill

Test Due Alerts Not Sending

Symptoms: Not receiving notifications for cylinders approaching test due date.

Causes:

• Notifications not enabled in settings
• Email address not verified
• Test due date not entered on cylinder

Solutions:

• Check Settings → Notifications for cylinder test alerts
• Verify your email address is correct
• Ensure cylinders have “Next Hydrostatic Test Due” date entered
• Check spam/junk folder

Pressure Showing Wrong Value

Symptoms: Cylinder showing incorrect pressure.

Cause: Last fill or inspection recorded wrong value.

Solution:

1. Edit cylinder directly
2. Update current pressure to correct value
3. Add note explaining correction
4. Save changes
5. Pressure immediately updates

Best Practices

Identification Management

• Record serial numbers for all cylinders
• Use consistent asset ID naming
• Label cylinders physically with asset ID
• Maintain manufacturer information
• Photograph cylinder markings for reference

Pressure Monitoring

• Check pressure before each shift
• Fill cylinders promptly when low
• Maintain adequate spare cylinders
• Rotate cylinders to ensure even use
• Investigate cylinders that lose pressure quickly (possible leak)

Testing Compliance

• Track test due dates diligently
• Schedule testing at least 30 days before due
• Never use cylinder with overdue test
• Maintain test certificates on file
• Plan for testing downtime (have spares)
• Budget for testing costs annually

Filling Procedures

• Always log fills (don’t skip for convenience)
• Record method and pressure accurately
• Note any issues during filling
• Follow manufacturer filling procedures
• Allow adequate cooling time
• Never exceed working pressure

Assignment Strategy

• Build complete BA sets first
• Keep adequate spare cylinders (at least 25% extra)
• Assign spares to appliances for quick access
• Track cylinder movements
• Audit assignments regularly

Maintenance Planning

• Schedule regular visual inspections
• Address corrosion or damage immediately
• Service valves per manufacturer schedule
• Replace O-rings and seals as needed
• Budget for eventual replacement (typical life: 15-30 years)

Safety

• Never fill damaged cylinders
• Respect hydrostatic test requirements
• Follow manufacturer guidelines
• Report safety concerns immediately
• Properly dispose of failed cylinders

Related Guides

• How to Manage BA Sets
• How to Record Cylinder Filling
• How to Manage BA Masks
• How to Manage BA Backplates
• Breathing Apparatus Overview