Inspect Equipment

This guide walks you through setting up and conducting equipment inspections in StationOne.

Prerequisites

• Access to your brigade’s StationOne instance
• Equipment already created in the system
• For scheduling: Brigade admin or organisation admin role
• For inspections: Unit member role

Create Equipment Inspection Template

1. Navigate to Templates

1. Log in to StationOne
2. Select your organisation and unit
3. Click Templates in navigation
4. Click New Template button

2. Configure Template for Equipment

Fill in the template details:

Template Name (required)

• Descriptive name for equipment type
• Examples:
  • “BA Set Monthly Check”
  • “Rescue Tool Inspection”
  • “First Aid Kit Inventory”

Equipment Category (optional but recommended)

• Select category to filter template
• Only appears for matching equipment
• Examples: Safety Gear, Tools, Breathing Apparatus

Expected Duration (optional)

• Estimated inspection time in minutes
• Helps with planning

Is Active

• Check to make template available
• Uncheck to hide from selection

3. Add Inspection Items

Create checklist items appropriate for equipment:

Common Equipment Checks:

• Functionality tests (pass/fail)
• Component presence (present/missing)
• Expiry dates (for certifications, materials)
• Quantity checks (consumables, parts)
• Visual condition (photos)
• Measurements (slider, number)

See Create a Template for detailed item type information.

4. Save Template

Click Create Template to save.

Template is now available for equipment in the selected category.

Schedule Equipment Inspections

1. Navigate to Equipment

1. Click Equipment in main navigation
2. Find equipment item to schedule
3. Click on equipment name
4. Click Inspection Schedules tab

2. Create Schedule

1. Click New Inspection Schedule button

2. Select template (filtered by equipment category)

3. Set frequency:

   • Daily - Critical safety equipment
   • Weekly - High-use items
   • Monthly - Most equipment
   • Quarterly - Less critical items
   • Annual - Certifications, compliance

4. Set start date

5. Click Create Schedule

3. Configure Notifications (Optional)

Set up inspection reminders:

• Email notifications for overdue
• Dashboard warnings
• Mobile alerts

See Create an Inspection Schedule for detailed scheduling options.

Conduct Equipment Inspection

1. Start Inspection

From Equipment Page:

1. Navigate to equipment detail page
2. Click New Inspection button
3. Select template

From Scheduled Inspection:

1. Navigate to Dashboard
2. Find scheduled inspection in Due Soon section
3. Click Conduct Inspection

From Equipment List:

1. Navigate to Equipment
2. Click Inspect next to equipment item
3. Select template

2. Complete Inspection Checklist

Work through template sections:

For Each Item:

• Respond based on item type
• Add comments for failures or notes
• Capture photos where required
• Record measurements or quantities

Common Equipment Checks:

• Functionality: Pass/Fail
• Component presence: Present/Missing
• Condition: Photo or slider rating
• Expiry dates: Date picker
• Quantities: Number input

3. Submit Inspection

1. Review all responses
2. Add inspector signature if required
3. Click Complete Inspection

System automatically:

• Calculates pass/fail score (80% threshold)
• Generates actions for failures
• Updates next due date on schedule
• Records inspection timestamp

4. Review Auto-Generated Actions

Failed items create actions:

• Failed checks: Maintenance required
• Missing components: Replacement needed
• Expired items: Recertification or replacement
• Low quantities: Reorder or restock

Actions appear in unit action list for tracking.

Inspection Schedules Management

View All Schedules

See all equipment inspection schedules:

1. Navigate to Equipment
2. Click Inspection Schedules tab
3. View all scheduled inspections
4. Filter by equipment or frequency

Edit Schedule

Update inspection frequency:

1. Open equipment detail page
2. Go to Inspection Schedules tab
3. Click Edit on schedule
4. Update frequency or template
5. Save changes

Pause Schedule

Temporarily stop scheduled inspections:

1. Edit inspection schedule
2. Uncheck Active
3. Save
4. Resume by re-checking Active

Delete Schedule

Remove inspection schedule:

1. Open schedule
2. Click Delete
3. Confirm deletion
4. Past inspections preserved

Equipment-Specific Inspection Best Practices

Breathing Apparatus (BA Sets)

Daily Checks:

• Cylinder pressure
• Mask seal integrity
• Alarm functionality
• Strap condition

Monthly Checks:

• Full function test
• Component inspection
• Cleaning and maintenance
• Documentation updates

Annual Checks:

• Certification compliance
• Hydrostatic testing
• Complete overhaul
• Professional service

Rescue Tools

Pre-Use Checks:

• Power source (battery, hydraulic)
• Cutting/spreading function
• Safety mechanisms
• Control operation

Monthly Checks:

• Lubrication
• Wear points inspection
• Hydraulic fluid levels
• Electrical connections

Annual Checks:

• Professional servicing
• Load testing
• Calibration
• Parts replacement

Medical Equipment

Weekly Checks:

• AED functionality
• Battery charge level
• Electrode expiry
• Seal integrity

Monthly Checks:

• First aid kit inventory
• Consumable expiry dates
• Equipment cleanliness
• Restocking needs

Compliance Checks:

• Regulatory requirements
• Certification maintenance
• Professional inspections
• Documentation retention

Communication Equipment

Daily Checks:

• Radio functionality
• Battery charge
• Channel programming
• Audio quality

Monthly Checks:

• Antenna condition
• Connection integrity
• Firmware updates
• Accessory condition

Annual Checks:

• Professional service
• Range testing
• Frequency certification
• Replacement planning

Tracking Out of Service Equipment

When equipment fails inspection:

Mark Out of Service

1. During inspection, fail critical item
2. Action automatically created
3. Equipment flagged as out of service
4. Reason recorded in action

Equipment Unavailable

Out of service equipment:

• Flagged in equipment lists
• Visible on dashboard
• Cannot be assigned
• Inspection schedules continue

Return to Service

1. Complete repairs or maintenance
2. Resolve associated action
3. Equipment automatically reinstated
4. Conduct re-inspection to verify

Tips

Template Design

Match Equipment Type:

• Different templates for different equipment
• Appropriate depth for criticality
• Include manufacturer requirements
• Follow regulatory standards

Item Selection:

• Focus on critical safety items
• Include compliance requirements
• Add helpful reference images
• Use clear, specific wording

Scheduling Strategy

Frequency Guidelines:

• Critical safety: Daily or weekly
• Regular use: Weekly or monthly
• Standard equipment: Monthly or quarterly
• Compliance items: Match regulatory requirements
• Low priority: Quarterly or annual

Stagger Schedules:

• Distribute workload across month
• Avoid inspection overload
• Balance resources
• Plan for downtime

Inspection Efficiency

Prepare in Advance:

• Review template beforehand
• Gather necessary tools
• Check for required materials
• Plan inspection order

During Inspection:

• Follow systematic approach
• Document thoroughly
• Take clear photos
• Note trends or patterns

After Inspection:

• Address failures promptly
• Track action completion
• Update equipment records
• Review for improvements

Compliance Documentation

Maintain Records:

• Complete inspection history
• Action tracking
• Certification documentation
• Service records

Regulatory Requirements:

• Schedule to meet deadlines
• Include all required checks
• Professional inspections when needed
• Audit trail maintained

Common Issues

Template Not Appearing

If template doesn’t show for equipment:

1. Check template equipment category matches
2. Verify template is active
3. Ensure equipment has category assigned
4. Contact admin to create template

Schedule Not Creating Inspections

If scheduled inspections aren’t appearing:

1. Verify schedule is active
2. Check start date is in past
3. Confirm frequency is set
4. Review next due date

Cannot Complete Inspection

If inspection won’t submit:

1. Verify all required items answered
2. Check for validation errors
3. Ensure photos uploaded successfully
4. Try saving as draft first

Actions Not Auto-Generating

If failed items don’t create actions:

1. Verify item type is scorable (pass/fail, present/missing)
2. Check expiry date thresholds
3. Ensure inspection completed (not draft)
4. Review template item configuration

Equipment Still Shows as Out of Service

If equipment not reinstated after repair:

1. Verify action is marked as resolved
2. Check action is closed
3. Ensure correct action was resolved
4. Try manually clearing flag

Related Guides

• Add Equipment - Creating equipment records
• Manage Equipment - Organizing and filtering
• Create a Template - Detailed template creation
• Create an Inspection Schedule - Advanced scheduling
• Conduct an Inspection - General inspection workflow
• Equipment Tracking - Feature overview