How to Create an Inspection Template

This guide walks you through creating an inspection template for vehicles or equipment.

Prerequisites

Brigade admin or organisation admin role
Understanding of inspection requirements
Knowledge of what items to check
Optional: Reference images prepared

Steps

1. Navigate to Templates

Log in to StationOne
Select your organisation and unit
Click Templates in navigation
Click New Template button

2. Enter Template Details

Fill in the basic information:

Template Name (required)

Clear, descriptive name
Examples:
- “Daily Pre-Shift Vehicle Check”
- “Monthly Pump Maintenance”
- “BA Set Inspection”
- “Annual Compliance Inspection”

Description (optional)

Brief explanation of template purpose
When it should be used
Any special requirements

Appliance Type (optional)

Filter for vehicle types
Select specific types (4WD, A-class, B-class, etc.)
Leave blank for all vehicle types
Only applies to vehicle inspections

Equipment Category (optional)

Filter for equipment types
Select specific categories
Leave blank for all equipment
Only applies to equipment inspections

Expected Duration (optional)

Estimated inspection time in minutes
Helps with planning
Example: 15 for quick checks, 60 for detailed

Active Status

Check Is Active to make template available
Uncheck to hide from selection (draft or archive)

Require Qualification to Conduct

Check Require qualification to conduct to restrict who can start an inspection using this template
A qualification picker appears — select one or more qualifications from your organisation’s catalogue
A member must hold at least one of the selected qualifications to be permitted to start the inspection
Members without a matching qualification will not be able to initiate the inspection
Public (QR code) inspections are not affected by this restriction — the gate applies to logged-in members only

Use this for inspections that require formal competency, such as pump operator checks or BA set inspections where only certified members should be conducting the assessment.

Require Admin Review

Check Require admin review before creating actions to hold completed inspections for admin approval before any action items are generated
When enabled, a completed inspection enters Pending Review status — admins can amend responses and then approve or reject before the inspection is finalised
Use this for high-stakes inspections where a second set of eyes is required before defects become formal action items

Bypass review if inspection scores 100%

When Require admin review is enabled, a sub-option appears:

Check Bypass review if inspection scores 100% to automatically skip the review phase for perfect-score inspections
If a completed inspection achieves a 100% score on all scorable items, it finalises immediately — actions are created right away and the review queue is bypassed
Inspections that score below 100% still go through the normal review workflow
This is useful when your review process is primarily a quality gate for failed items — passing inspections with no issues don’t need to wait for manual approval

Notify Admins on Failures Only

Check Notify admins on failures only to send completion notification emails only when the inspection has one or more failed items
Passed inspections will not trigger any notification email
Use this to reduce noise on high-frequency templates (e.g. daily vehicle checks) where you only want to be alerted when something goes wrong

Failure notification recipients

When Notify admins on failures only is enabled, a recipient panel appears letting you control exactly who receives the failure notification:

Appointment types — notify all members holding a specific appointment (e.g. Fleet Officer, OIC)
Custom groups — notify a defined member group
Individual users — notify specific people by name

Leave all three empty to fall back to the default: all brigade admins on the unit are notified.

Selecting specific recipients is useful when only certain people are responsible for acting on a failed inspection — for example, routing pump failures to the Pump Operator appointment type rather than every admin.

Default Action Assignee

When an inspection using this template creates action items from failed checks, you can have those actions automatically pre-assigned rather than left unassigned for an admin to allocate manually.

Choose one of three options:

None — actions are created with no assignee (default)
Specific user — always assign to a chosen member
Appointment holder — assign to whoever currently holds a selected appointment type (e.g. Fleet Officer, OIC) at the time the inspection is completed

The appointment holder option is dynamic — it resolves to the current holder of that appointment when the inspection finalises, so you don’t need to update the template if the role changes hands.

3. Add Sections

Organize template into logical sections:

Click Add Section
Enter section title (e.g., “Engine & Transmission”)
Section appears in template structure

Tips:

Group related items together
Keep sections focused (5-10 items max)
Use logical order (front to back, top to bottom)

Copy Sections from Another Template

If you have a section in an existing template that you want to reuse, you can copy it directly into this template rather than rebuilding it from scratch.

To copy a section:

Open the source template in edit mode
Click the clipboard icon next to the section you want to copy (between the duplicate and delete buttons)
The icon briefly turns green to confirm the copy
Navigate to the destination template and open it in edit mode
Click Paste Section (appears next to Add Section after a copy)
The section is added at the bottom with all its items, subsections, item types, and settings intact

What carries over:

Section title
All items and their types, labels, instructions, and settings
Subsections and their items
Required flags, failure options (require photo/comment), scoring flags
Dropdown, radio, and checkbox options
BA item configurations (component type, position number)

What does not carry over:

Reference images (these are stored per-template and must be re-uploaded)
Stock item, equipment, and article links may not match if pasting into a template for a different unit

The copied section is stored in your browser and persists across page loads, so you can copy from one template, navigate away, and paste into another template at any time. The clipboard holds one section at a time — copying a new section replaces the previous one.

4. Add Items to Sections

For each section, add inspection items:

Click Add Item under the section
Fill in item details (see Item Types below)

Item Fields

Label (required)

Question or item description
Be clear and specific
Example: “Engine oil level - check dipstick”

Type (required)

Select item type (see Item Types)
Determines response interface
Affects scoring and action generation

Scoring (optional)

Check if item contributes to pass/fail score
Typically enabled for critical safety items
Leave unchecked for informational items

Expected Quantity (for quantity_with_expiry)

Minimum acceptable quantity
System flags if below this value
Example: 50 for “Water in coolant (liters)”

Reference Image (optional)

Upload example photo
Shows correct condition
Helps inspectors identify issues

Link to Stock Item (optional)

Connect inspection item to stock inventory
Select stock item from dropdown
During inspection, responders can record restocking
Quantity consumed is automatically deducted from stock
Enables in-field stock management
Example: Link “First Aid Supplies” question to “Bandages” stock item

5. Item Types

Choose appropriate item type for each item:

Binary Types

pass_fail

Use for: Critical safety items, functionality tests
Response: Pass or Fail (+ optional comment)
Scoring: Yes
Actions: Auto-generated on fail
Example: “Brakes functioning correctly”

yes_no

Use for: Presence questions, yes/no questions
Response: Yes or No
Scoring: Optional
Example: “Fire extinguisher present”

present_missing

Use for: Required equipment checks
Response: Present or Missing
Scoring: Yes
Actions: Auto-generated on missing
Example: “First aid kit present”

Quantity & Expiry Types

quantity_with_expiry

Use for: Consumables with expiry dates
Response: Quantity + expiry date
Scoring: Optional
Actions: Auto-generated if low or near expiry
Example: “Foam concentrate (liters + expiry)”

expiry_date

Use for: Items with expiry/certification dates
Response: Date
Scoring: Optional
Actions: Auto-generated if expired or within 30 days
Example: “Fire extinguisher certification expiry”

Media Types

photo

Use for: Visual documentation
Response: Photo upload or capture
Scoring: No
Actions: None
Example: “Engine compartment photo”

signature

Use for: Inspector sign-off, approvals
Response: Digital signature
Scoring: No
Actions: None
Example: “Inspector signature”

Input Types

slider

Use for: Numeric ranges, ratings
Response: Slider value (1-10) + optional comment
Scoring: Optional
Example: “Tire tread depth (1-10 scale)”

number

Use for: Numeric values, measurements
Response: Number + optional comment
Scoring: No
Example: “Odometer reading (km)”

text

Use for: Notes, observations, descriptions
Response: Free-form text
Scoring: No
Example: “Additional notes or observations”

date

Use for: Date recording
Response: Date picker
Scoring: No
Example: “Last service date”

Breathing Apparatus Types

For breathing apparatus inspections, StationOne provides specialised item types that automatically capture and update BA component data.

ba_set_selector

Use for: Identifying which BA set is being inspected
Response: Dropdown selection of available BA sets
Scoring: No
Actions: None
Auto-updates: Links inspection to selected BA set
Battery level capture: When electronic backplate is selected, a battery percentage field automatically appears
Example: “Select BA Set”
Typical use: First item in dedicated BA set inspection templates OR within subsections for truck inspections with multiple BA positions

ba_component_selector

Use for: Confirming or updating specific cylinder, mask, or backplate
Response: Dropdown selection of components by type
Configuration: Specify component_type (cylinder, mask, or backplate)
Scoring: No
Actions: Auto-generated if component mismatch detected
Auto-updates: Updates BA set component assignments
Examples:
- “Select Cylinder” (component_type: cylinder)
- “Select Mask” (component_type: mask)
- “Select Backplate” (component_type: backplate)
Typical use: In BA set inspections to verify/update which components are currently installed

ba_set_position_check

Use for: Quick verification of BA sets at positions on vehicles
Response: Shows last known components, allows updating
Configuration:
- position_number: Which BA position on vehicle (1, 2, 3, etc.)
- allow_component_update: Whether components can be swapped during inspection
Scoring: Optional (mark as scorable if position must have BA set)
Actions: Auto-generated for component mismatches
Auto-updates: Updates component locations and BA set assignments
Example: “BA Set Position 1” (position_number: 1)
Typical use: In vehicle inspection templates to check BA sets mounted on appliance

Automatic Data Extraction

When using BA item types, StationOne automatically captures and updates component data:

Single BA Set Inspections (e.g., dedicated BA set inspection):

Finds cylinder pressure from any number field with “pressure”, “bar”, or “PSI” in label
Finds battery levels from the battery field that appears automatically when electronic backplate is selected
Also finds battery from any number field with “battery” in label (legacy support)
Updates component status based on inspection results
Records last inspection dates on all components
Tracks component movements when components are swapped
Creates actions for failed items or component mismatches

Multiple BA Set Inspections (e.g., truck check with multiple positions):

Groups BA data by subsection - each subsection represents one BA position
For each subsection containing a ba_set_selector:
- Extracts the BA set selection
- Finds cylinder selection (from ba_component_selector or ba_cylinder type)
- Captures cylinder pressure from number fields in that subsection
- Captures battery level from battery field in that subsection
- Finds mask and backplate selections (if present)
Updates each BA set independently with its subsection’s data
Critical: Without subsection grouping, StationOne cannot determine which data belongs to which BA set

Example of correct grouping:

Section: BA Equipment
  Subsection: Position 1 ← BA Set #1 data grouped here
    - Select BA Set → Set #1
    - Cylinder Pressure → 300 bar (associated with Set #1)
    - Battery Level → 85% (associated with Set #1's backplate)

  Subsection: Position 2 ← BA Set #2 data grouped here
    - Select BA Set → Set #2
    - Cylinder Pressure → 280 bar (associated with Set #2)
    - Battery Level → 60% (associated with Set #2's backplate)

Example BA Set Inspection Template:

Section: BA Set Identification
  Item: Select BA Set (type: ba_set_selector)
  Item: Cylinder (type: ba_component_selector, component_type: cylinder)
  Item: Mask (type: ba_component_selector, component_type: mask)
  Item: Backplate (type: ba_component_selector, component_type: backplate)

Section: Cylinder Checks
  Item: Cylinder pressure (bar) (type: number)  ← Auto-captured
  Item: Cylinder visual condition (type: pass_fail)
  Item: Hydrostatic test in date (type: pass_fail)

Section: Mask Checks
  Item: Mask seal check (type: pass_fail)
  Item: Lens condition (type: pass_fail)
  Item: Harness condition (type: pass_fail)

Section: Backplate Checks
  Item: Frame condition (type: pass_fail)
  Item: Strap condition (type: pass_fail)
  Item: Battery level (%) (type: number)  ← Auto-captured if electronic
  Item: PASS device test (type: pass_fail)

Example Vehicle Inspection with BA Positions:

For truck inspections that capture detailed BA data (cylinder pressure, battery levels), you must organize each BA position in its own subsection:

Section: BA Equipment
  Subsection: BA Position 1
    Item: Select BA Set (type: ba_set_selector)
    Item: Select Cylinder (type: ba_component_selector, component_type: cylinder)
    [Battery field appears here automatically if electronic backplate]
    Item: Cylinder Pressure (bar) (type: number)  ← Auto-captured
    Item: Cylinder Visual Check (type: pass_fail)

  Subsection: BA Position 2
    Item: Select BA Set (type: ba_set_selector)
    Item: Select Cylinder (type: ba_component_selector, component_type: cylinder)
    [Battery field appears here automatically if electronic backplate]
    Item: Cylinder Pressure (bar) (type: number)  ← Auto-captured
    Item: Cylinder Visual Check (type: pass_fail)

Why subsections are required: StationOne groups BA data by subsection. This ensures the system knows which cylinder pressure belongs to which BA set, and which battery level belongs to which backplate. Without subsection grouping, the system cannot correctly associate multiple BA sets in a single inspection.

Alternative: Quick Position Checks

For simple vehicle checks without detailed data capture, use ba_set_position_check:

Section: BA Equipment
  Item: BA Set Position 1 (type: ba_set_position_check, position_number: 1)
  Item: BA Set Position 2 (type: ba_set_position_check, position_number: 2)

This shows which BA set was last at each position and allows confirming or updating components, but does not capture detailed pressure/battery data.

Benefits of BA Item Types:

No need for rigid template structure
Flexibility to design your own inspection procedures
Automatic data capture without manual record updates
Component tracking without extra steps
Pressure and battery monitoring built-in
Maintains comprehensive inspection history

See Breathing Apparatus Overview for more details on BA management.

Hose Types

For vehicle inspections, StationOne provides a specialised item type for managing hose assignments directly within the inspection workflow.

hose_selector

Use for: Managing which hoses are loaded on a vehicle during an inspection
Response: Live list of hoses currently on the vehicle and hoses available at the unit
Scoring: No
Actions: None
Auto-updates: Each add or remove fires immediately — the vehicle’s hose assignment is updated in real time as the inspector works through the form
The inspection response records the resulting list of vehicle hose IDs at completion time for audit purposes
Only meaningful for vehicle inspections — the item will display a notice if used in an equipment inspection
Example: “Vehicle Hoses”
Typical use: Add one hose_selector item to a vehicle inspection section to allow crew to swap out hoses taken off for drying or cleaning as part of the normal inspection flow

Example Vehicle Inspection with Hose Selector:

Section: Hose Equipment
  Item: Vehicle Hoses (type: hose_selector)

Using number items alongside hose_selector

The hose_selector tracks hose identity (which specific hoses are on the vehicle). For quantity checks by locker or compartment, use standard number items alongside it:

Section: Hose Equipment
  Item: Vehicle Hoses (type: hose_selector)  ← tracks which hoses, test compliance

Section: Hose Lockers
  Item: Locker 1 — 64mm hose count (type: number)  ← quantity check per locker
  Item: Locker 2 — 38mm hose count (type: number)

This approach handles vehicles with multiple hose lockers without needing to assign hoses to specific locker positions.

See Assign Hoses to a Vehicle for the full vehicle hose management workflow.

6. Add Subsections (Optional)

For complex sections, add subsections:

Click Add Subsection under a section
Enter subsection title
Add items to subsection

Example structure:

Section: Engine & Transmission
  Item: Engine starts properly
  Item: No unusual noises
  Subsection: Fluids
    Item: Engine oil level
    Item: Coolant level
    Item: Brake fluid level

7. Add Reference Images (Optional)

Help inspectors with visual guides:

Click Add Reference Image on item
Upload clear photo showing:
- Correct condition (pass)
- Incorrect condition (fail)
- Where to check
Image displays during inspection

Photo Tips:

Use good lighting
Show context and detail
Label or annotate if needed
Multiple angles if helpful

8. Review Template

Before saving:

Review all sections and items
Check item types are correct
Verify scoring flags appropriate
Test logical flow
Ensure clear wording

9. Save Template

Click Create Template or Save
Template now available for use

10. Test Template

Conduct test inspection:

Select test vehicle/equipment
Create inspection using new template
Work through all items
Verify:
- All items work correctly
- Flow is logical
- Time estimate is accurate
- Actions generate properly

After Creation

Activate Template

Make template available:

Edit template
Check Is Active
Save

Template now appears in:

Inspection template selection
Schedule template selection
Filtered by appliance type or equipment category

Create Schedules

Set up recurring inspections:

Navigate to vehicle/equipment
Create inspection schedule
Select your template
Set frequency

See How to Create an Inspection Schedule

Enable Public Access (Optional)

Share template via QR code:

Edit template
Click Toggle Public Access
Unique token generated
QR code available for printing
Anyone can scan and conduct inspection

See Public Access for details

Template Versioning

First Use

When template is first used:

Structure is snapshot
Future edits create new versions
Original inspections preserve original structure

Editing Used Templates

If template has been used for inspections:

Click Edit
Make changes
Save creates new version
Old version linked via parent_template_id
New inspections use new version
Old inspections reference old version

Editing Unused Templates

If template has no inspections:

Edit directly
Changes save in place
No version created

Version Management

Manage multiple versions:

Deactivate old versions (hide from selection)
Keep active for reference
Inspections always reference their version

Best Practices

Template Organization

Section Structure

3-8 sections typical
Group related items
Logical progression
Clear section titles

Item Count

5-10 items per section
Use subsections for detail
Total 20-50 items typical
Quick checks: 10-20 items
Detailed inspections: 50+ items

Item Selection

Critical Items

Include all safety-critical items
Mark as scorable
Use pass_fail type
Auto-generate actions on fail

Informational Items

Non-critical documentation
Don’t mark as scorable
Use for context and records

Compliance Items

Required regulatory checks
Mark as scorable if required
Track expiry dates
Document for audits

Wording

Be Specific

“Engine oil level adequate” (not “Oil OK”)
“Both headlights operational” (not “Lights work”)
Include location or method if needed

Be Actionable

“Tire pressure 35 PSI all tires” (actionable)
vs “Tires look OK” (not actionable)

Be Consistent

Use same terminology throughout
Consistent question format
Match your organization’s terms

Scoring Strategy

High Threshold (80%+)

Mark critical items as scorable
Non-critical items not scorable
Balanced approach

Focused Scoring

Only safety items scorable
Results in stricter pass/fail
Use for critical systems

Lenient Scoring

More items scorable
Easier to achieve 80%
Use for routine checks

Template Types

Daily Pre-Shift

Quick safety checks
10-20 items
Pass/fail only
5-15 minutes

Weekly Detailed

Comprehensive checks
30-50 items
Include photos
30-60 minutes

Monthly Maintenance

Detailed systems
50-100 items
Quantity and expiry items
1-2 hours

Annual Compliance

Full regulatory checklist
100+ items possible
Documentation and signatures
Several hours

Common Issues

Too Many Items

If template becomes unwieldy:

Split into multiple templates
Different frequencies for different checks
Daily (critical only) + Monthly (detailed)

Items Not Generating Actions

If failed items don’t create actions:

Verify item type is pass_fail or present_missing
Check expiry thresholds
Ensure inspection completed (not draft)

Template Too Long

If inspections take too long:

Review item necessity
Remove redundant items
Split into multiple templates
Consider subsections for optional items

Version Confusion

If multiple versions exist:

Deactivate old versions
Name versions clearly (v1, v2)
Document changes between versions
Only activate current version