How to Enable Public Vehicle Access

This guide walks you through enabling public access for vehicles, allowing brigade members to inspect them without needing to log in.

Prerequisites

Brigade admin or organisation admin role
Existing vehicle in StationOne
Default template assigned to vehicle (recommended)
Ability to print QR codes (for physical display)

Overview

Public vehicle access allows:

Brigade members to scan QR code on vehicle
Conduct inspection without logging in
Submit results that integrate with your system
Ideal for volunteer firefighters without accounts or quick pre-shift checks

Steps

1. Navigate to Vehicle

Log in to StationOne
Click Vehicles in navigation
Click on the vehicle you want to make public
View vehicle details page

2. Assign Default Template (If Not Set)

Before enabling public access, assign a default template:

Click Edit Vehicle
Select Default Template from dropdown
Choose appropriate template for this vehicle type
Click Save

Why this matters: When someone scans the QR code, they’ll use this template for inspection.

Tip: Choose a simple, straightforward template for public use (daily check template works well).

3. Enable Public Access

On vehicle details page, locate Public Access section
Click Toggle Public Access button
Unique token automatically generated
Public URL created

Your public vehicle URL will be:

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

4. Generate QR Code

Get the QR code for printing:

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

Look for QR Code section on vehicle page
Click Download QR Code or Print QR Code
Save image file

Option 2: Manual QR Code Generation

Copy the public vehicle URL
Use a free QR code generator (search “free QR code generator”)
Paste your URL
Generate and download QR code
Save high-resolution image

Recommended QR Code Generators:

QR Code Generator (qr-code-generator.com)
QR Code Monkey (qrcode-monkey.com)
Google Chrome “Create QR Code” (right-click on URL)

5. Print QR Code

Create physical QR code for vehicle:

Design Considerations

Size:

Minimum 2” x 2” (5cm x 5cm) for easy scanning
Larger is better for visibility
Test scanning distance

Material:

Weather-resistant material
Laminated paper
Vinyl sticker
Plastic sign

Information to Include:

QR code (prominently displayed)
Instructions: “Scan to inspect this vehicle”
Vehicle identification (registration or call sign)
Optional: Brief instructions

Example Sign Layout

┌─────────────────────────┐
│   VEHICLE INSPECTION    │
│                         │
│   ┌─────────────────┐   │
│   │                 │   │
│   │    QR CODE      │   │
│   │                 │   │
│   └─────────────────┘   │
│                         │
│ Scan to inspect Pumper 1│
│                         │
│ 1. Scan QR code         │
│ 2. Enter your name      │
│ 3. Complete inspection  │
└─────────────────────────┘

6. Display QR Code on Vehicle

Choose accessible location:

Good Locations:

Driver’s side door (at eye level)
Dashboard (visible through window)
Near fuel cap or inspection port
Equipment compartment door

Avoid:

Areas exposed to weather damage
Behind moving parts
Low visibility areas
Easy to vandalize locations

Installation Tips:

Clean surface before applying
Use strong adhesive or screws
Protect with clear laminate
Test scanning before finalizing

7. Test QR Code

Before rolling out:

Scan QR code with smartphone camera
Verify URL loads correctly
Test inspection form works
Submit test inspection
Check results appear in system

Public Inspection Workflow

When someone scans the vehicle QR code:

1. Access Public Vehicle Page

QR code opens vehicle page
Shows vehicle information
Displays “Start Inspection” button
Lists equipment on vehicle

2. Enter Inspector Information

Enter name or select from list
Optional: Add members present
No login required

3. Conduct Inspection

Follow default template checklist
Same interface as internal inspections
Take photos, add signatures
Save draft or complete

4. Submit Inspection

Mark inspection complete
Results saved to database
Email sent to brigade admins
Inspection appears in history

5. Results Integration

Full integration with internal system
Scoring and action generation
Marked as “(public)” in dashboard
Same data as internal inspections

Managing Public Vehicle Access

View Public Status

Check if vehicle has public access:

Green indicator: “Public access enabled”
Red indicator: “Public access disabled”
Shows on vehicle list and details page

Regenerate Token

If you need to invalidate old QR code:

Navigate to vehicle details
Click Regenerate Public Token
Confirm regeneration
New token created
Old QR code stops working
Generate new QR code
Replace printed materials

When to regenerate:

QR code compromised
Unwanted access occurring
Vehicle reassigned
Security concern

Disable Public Access

To turn off public access:

Navigate to vehicle details
Click Toggle Public Access (same button)
Public access disabled
QR code stops working

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

Monitor Public Inspections

Track inspections from QR code:

Navigate to Inspections
Filter by vehicle
Look for “(public)” indicator
Review submissions
Assign actions if needed

Use Cases

Volunteer Firefighters Without Accounts

Pre-Shift Inspections:

Volunteers don’t need user accounts
Quick access via QR code
Complete daily checks before shift
No login credentials to manage

Casual Members:

Infrequent volunteers
Don’t justify full user account
Simple access when needed
Reduced admin overhead

Remote Stations

Unmanned Stations:

Vehicles at remote locations
Infrequent staff visits
Volunteer-maintained
Periodic checks by whoever is available

Multiple Station Units:

Members rotating between stations
No need to remember login on different devices
Scan and inspect any vehicle
Consistent process across stations

After-Hours Access

Evening/Weekend Checks:

Members checking vehicles outside normal hours
May not have login access on personal devices
Quick scan and inspect
Maintains inspection schedule

On-Call Inspections:

Responding members can inspect before call
No time to log in during emergency
Quick verification of vehicle status
Document inspection completed

Simplified Access

No Device Setup:

No app to install
No password to remember
Works on any smartphone
Instant access via camera

Best Practices

Template Selection

Choose Appropriate Template:

Simple, clear language
Standard pre-shift or daily check template
Items relevant to operational readiness
15-30 items typical

Consider:

Templates brigade members already know
Same templates used in logged-in inspections
Consistent process whether logged in or not
Match to typical use case (pre-shift vs detailed)

QR Code Maintenance

Regular Checks:

Test QR codes monthly
Replace if damaged
Update after token regeneration
Keep clean and visible

Weatherproofing:

Use durable materials
Protect from elements
Replace faded codes
UV-resistant printing

Instructions

Provide Clear Guidance:

Simple scanning instructions
What to inspect
How long it takes
Who to contact with questions

Include on Sign:

“Scan to inspect”
Vehicle identification
Basic steps
Contact if issues

Member Communication

Orient Brigade Members:

Show QR code location on vehicles
Demonstrate scanning process
Walk through inspection once
Provide contact for technical issues

Follow Up:

Review submissions regularly
Address any issues found
Ensure inspections are complete and accurate
Provide feedback if inspection quality varies

Security

Monitor Submissions:

Review inspections from QR code access
Verify inspector names are recognized members
Address any unusual submissions
Regenerate token if unauthorized access occurs

Access Control:

Only enable for vehicles that need account-less access
Consider which members will use this feature
Review quarterly
Disable if no longer needed

Multiple Vehicles

To enable public access for multiple vehicles:

Batch Process

List vehicles to enable
For each vehicle:
- Assign default template
- Enable public access
- Generate QR code
- Print and label
Install all codes during maintenance day
Test all codes
Document vehicle-to-QR mapping

Labeling System

Keep track of QR codes:

Label printed codes with vehicle ID
Maintain spreadsheet of tokens
Document installation date
Note regeneration dates

Common Issues

QR Code Won’t Scan

If QR code doesn’t scan:

Check code is clean and undamaged
Ensure adequate contrast (black on white)
Try different camera app
Verify URL is correct
Test code size (bigger may help)
Regenerate if corrupted

No Default Template

If inspection won’t start:

Verify vehicle has default template assigned
Edit vehicle and set template
Ensure template is active
Template must match vehicle type

Public Page Not Loading

If URL doesn’t work:

Verify public access is enabled
Check token in URL is correct
Try regenerating token
Test in different browser
Check internet connection

Inspections Not Appearing

If submitted inspections don’t show:

Check inbox for email notification
Look in inspections list (may be separate section)
Filter by vehicle
Look for “(public)” indicator
Contact admin if still missing

Can’t Enable Public Access

If toggle doesn’t work:

Verify you have admin role
Ensure vehicle has default template
Check you’re in correct unit context
Look for error messages
Contact organisation admin

Tips for Success

Launch Strategy

Pilot Program:

Start with 1-2 vehicles
Test with a few members
Gather feedback
Refine process
Roll out to more vehicles as needed

Member Training

Brief Brigade Members:

Show QR code locations on vehicles
Demonstrate scanning process
Walk through inspection once
Answer questions
Provide contact for technical issues

Internal Communication

Inform the Brigade:

Announce new QR code access at brigade meeting
Send email with instructions
Post in station common area
Add to member handbook
Include in volunteer orientation

Maintenance

Ongoing Care:

Monthly QR code checks
Replace damaged codes
Update templates as needed
Review submission quality

Privacy & Security

What’s Public

When vehicle has public access:

Vehicle identification (registration, call sign)
Vehicle type and basic info
Default inspection template
Equipment assigned to vehicle

What’s Private

Public cannot see:

Internal notes or comments
Maintenance history
Cost information
Assigned personnel
Other vehicles (unless also public)
System dashboards

Data Protection

Public inspections:

Stored securely
Same as internal inspections
Marked as public source
Inspector name recorded (not user account)
Immutable after submission