Approve or Reject Crew Assignments
When a deployment crews a member from a unit that doesn’t own the deployment, that member’s home unit gets a say before the assignment counts as confirmed. This guide covers how that approval workflow works from both sides.
Why Approval Exists
Section titled “Why Approval Exists”A deployment is often organised by a District or Group, but crewed with vehicles and members supplied by individual brigades. The supplying brigade should have the final say on whether their people go — so any time someone with full manager rights assigns a member to a seat, that assignment starts as Pending and the member’s own unit is notified to approve or reject it.
There’s one exception: if a brigade admin assigns one of their own members to their own unit’s vehicle, there’s nobody else to ask — it’s automatically approved on the spot.
Assignment Statuses
Section titled “Assignment Statuses”Each filled crew seat shows a coloured status pill:
- Pending (amber) — assigned, awaiting approval from the member’s unit
- Approved (green) — confirmed
- Rejected (red) — the supplying unit declined; a rejection note may be shown as a tooltip on the seat
Approving or Rejecting (Supplying Unit)
Section titled “Approving or Rejecting (Supplying Unit)”If you’re a brigade admin and one of your members has been assigned to a seat on someone else’s deployment, you’ll see Approve and Reject buttons next to that seat — as long as the deployment is still in Draft.
Approve
Section titled “Approve”Click Approve. The seat’s status updates to Approved immediately.
Reject
Section titled “Reject”- Click Reject
- A small popover opens for an optional rejection note — use it to explain why (e.g. “not offroad driver,” “on leave that week”)
- Submit
The seat’s status updates to Rejected, the note appears as a tooltip on the seat, and the deployment’s managers are notified by email so they can reassign it.
Where to Find Pending Approvals
Section titled “Where to Find Pending Approvals”A brigade admin with anything awaiting their review gets a Crew Builder badge in the sidebar showing a count. Click through to Deployments — because brigade admins only ever have a handful of deployments they have a stake in, the page skips the manager’s status tabs and shows one flat list of everything, with each deployment’s status shown per row.
A managing role (organisation, region, district, or group admin) sees a different badge count on Crew Builder — theirs counts rejected seats across every deployment they run, so they know at a glance where a reassignment is needed.
Getting Notified
Section titled “Getting Notified”StationOne emails the relevant people automatically when a crewing needs approval or gets rejected. See Crew Builder Notifications for who receives these by default and how a unit can nominate its own recipients.
Reassigning After a Rejection
Section titled “Reassigning After a Rejection”A manager (or the supplying brigade admin, for their own vehicle) can click Change on a rejected seat to pick someone else. Assigning a new person always resets the seat to Pending — approval is never carried over from a previous assignment, even to the same person reassigned after being cleared and re-picked.
Common Issues
Section titled “Common Issues”I can’t see Approve/Reject buttons on a seat I expected to review
Section titled “I can’t see Approve/Reject buttons on a seat I expected to review”Two likely causes: the deployment has already moved past Draft (crewing is locked from the supplying side once that happens), or the member wasn’t actually pulled from your unit — check the unit name shown next to their name on the seat.
A deployment won’t go to “Ready for Deployment” even though every seat is filled
Section titled “A deployment won’t go to “Ready for Deployment” even though every seat is filled”A filled seat isn’t the same as an approved one. Check for any seat still showing Pending or Rejected — all of them need to be Approved before the deployment can be marked ready. See Create and Manage Deployments.