Skip to content
StationOne Documentation

How to Enable Public Inspections

This guide walks you through enabling public access for inspection templates, allowing brigade members to conduct inspections without needing to log in.

Prerequisites

Section titled “Prerequisites”
  • Brigade admin or organisation admin role
  • Existing inspection template
  • Template configured and tested
  • Ability to print QR codes (for distribution)

Overview

Section titled “Overview”

Public inspection templates allow:

  • Brigade members to scan QR code and conduct inspections
  • Members without accounts to contribute
  • Flexible inspection of any vehicle or equipment in the unit
  • No login credentials needed

Key Difference from Public Vehicles:

  • Public vehicles: QR on specific vehicle, inspects that vehicle only
  • Public templates: QR for template, member selects which asset to inspect

Steps

Section titled “Steps”

1. Navigate to Templates

Section titled “1. Navigate to Templates”
  1. Log in to StationOne
  2. Click Templates in navigation
  3. Click on template you want to make public
  4. View template details page

2. Review Template Suitability

Section titled “2. Review Template Suitability”

Before enabling public access, verify template is appropriate:

Good for QR Code Access:

  • Standard brigade inspection templates
  • Clear language brigade members understand
  • Typical pre-shift or daily checks
  • Any length that members are accustomed to

Consider:

  • Members will use same templates as logged-in inspections
  • No need to simplify for members
  • Technical templates are fine if members know them
  • Use templates members are already trained on

Tip: The same templates you use for logged-in inspections work well for QR code access.

3. Enable Public Access

Section titled “3. Enable Public Access”
  1. On template details page, locate Public Access section
  2. Click Toggle Public Access button
  3. Unique token automatically generated
  4. Public URL created

Your public template URL will be:

https://yourapp.com/public/inspections/[unique-token]

4. Generate QR Code

Section titled “4. Generate QR Code”

Get the QR code for distribution:

Option 1: Built-in QR Code (if available)

Section titled “Option 1: Built-in QR Code (if available)”
  1. Look for QR Code section on template page
  2. Click Download QR Code or Print QR Code
  3. Save image file

Option 2: Manual QR Code Generation

Section titled “Option 2: Manual QR Code Generation”
  1. Copy the public template URL
  2. Use a free QR code generator:
    • QR Code Generator (qr-code-generator.com)
    • QR Code Monkey (qrcode-monkey.com)
    • Google Chrome “Create QR Code”
  3. Paste your URL
  4. Generate and download QR code
  5. Save high-resolution image

5. Create Distribution Materials

Section titled “5. Create Distribution Materials”

Design materials for sharing the QR code:

Printed Handouts

Section titled “Printed Handouts”

Create inspection sheets with:

  • QR code (prominently displayed)
  • Template name and purpose
  • Brief instructions
  • Contact information
  • Expected duration

Example Handout Layout

Section titled “Example Handout Layout”
┌─────────────────────────────────────┐
│    VEHICLE INSPECTION PROGRAM       │
│                                     │
│   ┌─────────────────────────┐       │
│   │                         │       │
│   │      QR CODE            │       │
│   │                         │       │
│   └─────────────────────────┘       │
│                                     │
│ Daily Pre-Shift Vehicle Check       │
│                                     │
│ Instructions:                       │
│ 1. Scan QR code with phone          │
│ 2. Select vehicle to inspect        │
│ 3. Enter your name                  │
│ 4. Complete checklist (15 min)      │
│ 5. Submit inspection                │
│                                     │
│ Questions? Contact:                 │
│ Station Captain - 555-0100          │
└─────────────────────────────────────┘

Posters

Section titled “Posters”

Create posters for display:

  • Large QR code (4” x 4” or larger)
  • Clear title
  • Simple instructions
  • Visual appeal
  • Weather-resistant (if outdoors)

Digital Distribution

Section titled “Digital Distribution”

Share QR code digitally:

  • Email to volunteers
  • Post on brigade website
  • Social media
  • Volunteer portal
  • Training materials

6. Distribute QR Code

Section titled “6. Distribute QR Code”

Share based on use case:

Station Display

Section titled “Station Display”
  • Post QR code at station entrance
  • Include in station binder
  • Display in common areas
  • Laminate for durability

Member Communication

Section titled “Member Communication”
  • Email QR code to members
  • Include in member orientation materials
  • Add to member handbook
  • Send to volunteers without accounts

Remote Stations

Section titled “Remote Stations”
  • Post at remote station locations
  • Include in remote station binder
  • Email to members who cover that station
  • Weatherproof display

Training

Section titled “Training”
  • Include in new member training materials
  • Post in training area
  • Add to standard operating procedures
  • Demonstration during orientation

7. Test Public Access

Section titled “7. Test Public Access”

Before full rollout:

  1. Scan QR code with smartphone
  2. Verify URL loads correctly
  3. Select a test vehicle/equipment
  4. Enter test name
  5. Complete inspection
  6. Submit and verify results appear

Public Inspection Workflow

Section titled “Public Inspection Workflow”

When someone scans the template QR code:

1. Access Public Inspection Form

Section titled “1. Access Public Inspection Form”
  • QR code opens inspection selection page
  • Shows template name and description
  • Lists available vehicles/equipment

2. Select Asset to Inspect

Section titled “2. Select Asset to Inspect”

Inspector chooses:

  • Vehicle (from template’s unit/org)
  • Equipment (from template’s unit/org)
  • Filtered by appliance type (vehicles)
  • Filtered by equipment category (equipment)

3. Enter Inspector Information

Section titled “3. Enter Inspector Information”
  • Enter name (text field)
  • Or select from user list (autocomplete)
  • Optional: Add members present
  • No login required

4. Conduct Inspection

Section titled “4. Conduct Inspection”
  • Follow template checklist
  • Same interface as internal inspections
  • Take photos and signatures
  • Save draft or complete

5. Submit Inspection

Section titled “5. Submit Inspection”
  • Mark complete
  • Results saved to database
  • Email sent to brigade admins
  • Inspection appears in history

6. Results Integration

Section titled “6. Results Integration”
  • Full integration with internal system
  • Scoring and action generation
  • Marked as “(public)” in dashboard
  • Same data as internal inspections

Managing Public Template Access

Section titled “Managing Public Template Access”

View Public Status

Section titled “View Public Status”

Check if template has public access:

  • Look for “Public access enabled” indicator
  • Shows on template list and details page
  • Green indicator when enabled

Regenerate Token

Section titled “Regenerate Token”

If you need to invalidate old QR code:

  1. Navigate to template details
  2. Click Regenerate Public Token
  3. Confirm regeneration
  4. New token created
  5. Old QR code stops working
  6. Generate new QR code
  7. Distribute new materials

When to regenerate:

  • QR code compromised
  • Unwanted submissions
  • Template significantly changed
  • Security concern
  • End of program period

Disable Public Access

Section titled “Disable Public Access”

To turn off public access:

  1. Navigate to template details
  2. Click Toggle Public Access (same button)
  3. Public access disabled
  4. QR code stops working
  5. Existing inspections preserved

Note: Can re-enable anytime. Will generate new token.

Monitor Public Inspections

Section titled “Monitor Public Inspections”

Track inspections from template:

  1. Navigate to Inspections
  2. Filter by template
  3. Look for “(public)” indicator
  4. Review submissions
  5. Assign actions if needed
  6. Track response quality

Use Cases

Section titled “Use Cases”

Volunteer Firefighters Without Accounts

Section titled “Volunteer Firefighters Without Accounts”

Casual Volunteers:

  • Infrequent volunteers who don’t need full accounts
  • Reduced admin overhead (no account creation)
  • Pre-shift vehicle checks
  • Equipment inspections when on duty

Benefits:

  • No account setup or credential management
  • Simple access via QR code
  • Same inspection process as logged-in members
  • Choose any vehicle or equipment to inspect

Multiple Asset Inspections

Section titled “Multiple Asset Inspections”

Flexible Inspection Workflow:

  • Member scans one QR code
  • Selects which asset to inspect from list
  • Can inspect multiple assets in one session
  • Useful when inspecting entire fleet or equipment inventory

Batch Inspections:

  • Inspect multiple vehicles using one template
  • Inspect all equipment of same type
  • Weekly rounds of similar assets
  • Efficient for routine checks

Training Programs

Section titled “Training Programs”

New Member Training:

  • Trainees practice inspections
  • Real data collection during training
  • Learn inspection process
  • No need for trainee accounts

Skills Development:

  • Practice on actual brigade assets
  • Track training inspections
  • Build competency
  • Structured learning

Remote Operations

Section titled “Remote Operations”

Remote Stations:

  • Members at remote locations
  • Don’t need account on every device
  • Quick access from any phone
  • Inspect when covering remote station

After-Hours Access:

  • Evening/weekend checks by members
  • On-call personnel without login access
  • Quick verification before calls
  • Maintain inspection schedule

Best Practices

Section titled “Best Practices”

Template Design

Section titled “Template Design”

Use Standard Templates:

  • Same templates used for logged-in inspections
  • Language brigade members already know
  • Technical terms are fine (members are trained)
  • Any length members are accustomed to
  • Include photos/examples as needed

Consistency:

  • Keep process same whether logged in or not
  • Don’t create “simplified” versions
  • Members expect standard procedures
  • Maintain quality standards

Distribution Strategy

Section titled “Distribution Strategy”

Member-Focused Distribution:

  • Share with brigade members who need it
  • Focus on volunteers without accounts
  • Training for new members
  • Clear instructions for QR code access

Internal Channels:

  • Station displays
  • Member emails
  • Orientation materials
  • Standard operating procedures

Instructions

Section titled “Instructions”

Include Clear Guidance:

  • How to scan QR code
  • What to expect
  • Time estimate
  • Contact for help
  • Purpose of inspection

Visual Instructions:

  • Step-by-step with images
  • Screenshots of process
  • Example completed inspection
  • Video tutorial (optional)

Quality Control

Section titled “Quality Control”

Review Submissions:

  • Monitor inspections from QR code access
  • Check for quality and completeness
  • Identify training needs for members
  • Provide feedback if needed

Follow Up:

  • Address issues found in inspections
  • Ensure actions are assigned
  • Verify inspector names are brigade members
  • Track completion rates

Member Communication

Section titled “Member Communication”

Set Expectations:

  • Explain QR code access option to members
  • Same inspection standards as logged-in
  • How data is used (same as all inspections)
  • Who reviews results

Ongoing Updates:

  • Notify members of QR code locations
  • Update if templates change
  • Inform about any process changes
  • Provide support as needed

Multiple Templates

Section titled “Multiple Templates”

To enable public access for multiple templates:

Strategy

Section titled “Strategy”

Different Templates for Different Purposes:

  • Daily pre-shift check template
  • Monthly detailed inspection template
  • Equipment-specific templates
  • Vehicle-specific templates

Example Setup:

  • Template A: Daily vehicle check (all members via QR)
  • Template B: Monthly vehicle inspection (volunteers via QR)
  • Template C: Equipment check (members at remote station)

Management

Section titled “Management”

Track QR Codes:

  • Label printed codes with template name
  • Maintain spreadsheet of tokens
  • Document distribution locations
  • Note regeneration dates

Common Issues

Section titled “Common Issues”

QR Code Won’t Scan

Section titled “QR Code Won’t Scan”

If QR code doesn’t scan:

  • Ensure adequate size (minimum 2” x 2”)
  • Check contrast (black on white)
  • Verify code is clean and undamaged
  • Try different camera app
  • Regenerate if corrupted

No Assets Available

Section titled “No Assets Available”

If inspector can’t select asset:

  • Verify assets exist in template’s unit
  • Check appliance type filter matches
  • Check equipment category filter matches
  • Ensure assets are active

Template Too Long

Section titled “Template Too Long”

If inspections take too long:

  • Create simplified public version
  • Split into multiple templates
  • Remove non-critical items
  • Consider phased rollout

Poor Quality Submissions

Section titled “Poor Quality Submissions”

If submissions are incomplete or incorrect:

  • Provide additional member training
  • Clarify inspection standards
  • Add examples or reference images to template
  • Review with specific members who submitted
  • Reinforce expectations

Unauthorized Access

Section titled “Unauthorized Access”

If receiving submissions from non-members:

  • Regenerate token to invalidate old QR code
  • Review distribution of QR code
  • Limit to internal brigade channels only
  • Ensure QR codes not posted publicly

Tips for Success

Section titled “Tips for Success”

Launch Strategy

Section titled “Launch Strategy”

Pilot Approach:

  • Start with one template
  • Test with a few members
  • Gather feedback
  • Refine process
  • Roll out to more templates as needed

Evaluation:

  • Track which members use QR code access
  • Review submission quality
  • Collect member feedback
  • Measure adoption
  • Adjust as needed

Member Training

Section titled “Member Training”

Orient Members:

  • Demonstration at brigade meeting
  • Walk through QR code scanning and inspection
  • Practice on test asset
  • Answer questions
  • Provide contact for support

Support Materials:

  • Quick reference card with QR code
  • Instructions at station
  • Contact information for issues
  • Troubleshooting tips
  • Add to member orientation

Ongoing Management

Section titled “Ongoing Management”

Regular Review:

  • Assess which members use QR code access
  • Update based on member feedback
  • Ensure templates remain current
  • Monitor inspection completion rates
  • Address any quality issues

Privacy & Security

Section titled “Privacy & Security”

What’s Public

Section titled “What’s Public”

When template has public access:

  • Template structure and questions
  • Item types and labels
  • Reference images
  • Expected duration
  • General instructions

What’s Private

Section titled “What’s Private”

Anyone with QR code link cannot see:

  • Other inspections in the system
  • Internal notes or comments
  • Full member information beyond names
  • System dashboards
  • Admin features
  • Historical inspection data

Data Protection

Section titled “Data Protection”

Inspections via QR code:

  • Stored securely (same as all inspections)
  • Same data structure as logged-in inspections
  • Marked as “(public)” to indicate QR code access
  • Inspector name recorded (not user account)
  • Immutable after submission
  • Fully integrated into inspection workflows

Monitoring

Section titled “Monitoring”

Track Usage:

  • Review QR code submissions regularly
  • Verify inspector names are brigade members
  • Monitor for any non-member access
  • Regenerate token if unauthorized use occurs
  • Disable if no longer needed

Comparison: Public Templates vs Public Vehicles

Section titled “Comparison: Public Templates vs Public Vehicles”

Public Template (This Guide)

Section titled “Public Template (This Guide)”

Flexibility:

  • Member selects which asset to inspect
  • Can inspect multiple assets with one QR code
  • One QR code covers entire fleet or equipment inventory
  • Useful for members who inspect different assets

Use Cases:

  • Members inspecting multiple vehicles in rotation
  • Volunteers who cover different equipment
  • Training where trainees inspect various assets
  • Weekly rounds of similar assets

Distribution:

  • Posted at station entrance or common area
  • Emailed to members
  • Printed handouts
  • Member orientation materials

Public Vehicle

Section titled “Public Vehicle”

Specificity:

  • QR code on specific vehicle
  • Inspects that vehicle only
  • Permanent installation on vehicle
  • Pre-assigned template for that vehicle

Use Cases:

  • Specific vehicle at remote station
  • Pre-shift check of assigned vehicle
  • Vehicle-specific monitoring
  • Quick access to that vehicle’s inspection

Distribution:

  • Physical QR sticker/sign on vehicle
  • Permanent installation
  • Vehicle-specific

Which to Use?

Section titled “Which to Use?”

Use Public Template When:

  • Members need to inspect multiple different assets
  • Want flexibility in asset selection
  • Running training programs
  • One QR code for entire fleet/equipment

Use Public Vehicle When:

  • Specific vehicle needs frequent inspection
  • Vehicle at remote location
  • Want QR code physically on the vehicle
  • Pre-shift check of same vehicle repeatedly

Use Both When:

  • Want maximum flexibility
  • Different workflows for different scenarios
  • Both fleet-wide and vehicle-specific needs
  • Redundancy for important vehicles
Section titled “Related Guides”