Manage Actions

This guide walks you through managing action items generated from inspections, stock management, manual creation, and public issue reports.

Prerequisites

• Access to your brigade’s StationOne instance
• For assignment and resolution: Unit member role
• For creating manual actions: Unit member role
• For public issue reporting: No login required (when enabled)

Understanding Action Sources

Actions can be created from multiple sources:

Inspection Actions

Generated automatically when inspection items fail:

• Pass/Fail items: When marked as “Fail”
• Present/Missing items: When marked as “Missing”
• Expiry dates: When expired or within 30 days
• Low quantities: When below expected quantity

Stock Actions

Generated from stock management:

• Low stock: When quantity falls below target
• Manual reorder: Created manually during stocktakes

See Stock Actions for detailed stock-specific workflows.

Manual Actions

Created manually by brigade members for:

• General maintenance needs
• Building and facility issues
• PPE and uniform requirements
• IT system problems
• Any maintenance task not from inspections

Public Issues

Reported by community members (when enabled):

• Submitted via Station Portal
• No login required
• Administrator review needed
• Limited to certain categories

View Actions

Navigate to Actions

1. Log in to StationOne
2. Click Actions in main navigation
3. Action list displays

Action List Views

Filter actions by status:

Active (default)

• Open actions
• In Progress actions
• Combined view of work needed

Open

• Newly created actions
• Not yet started
• Awaiting assignment or work

In Progress

• Currently being worked on
• Assigned and active

Resolved

• Work completed
• Awaiting verification
• Ready to close

Closed

• Verified and finished
• Complete lifecycle

Overdue

• Past due date
• Still open or in progress
• Requires attention

Action Information

Each action displays:

• Item Reference: What failed or needs attention
• Category: Type of action (Vehicle, Equipment, Stock, Building, PPE, IT, Other)
• Source: Vehicle, equipment, stock item, manual, or public
• Flagged By: Who identified the issue (or public reporter)
• Flagged At: When issue was identified
• Status: Current action state
• Assigned To: Who is responsible
• Due Date: When work should complete
• Out of Service: If item is unavailable

Filter by Category

Use category filter to organize actions:

Vehicle - Vehicle maintenance and repairs (blue badge) Equipment - Equipment maintenance and repairs (cyan badge) Stock - Reorder and restocking tasks (purple badge) Building & Maintenance - Facility repairs (amber badge) PPE & Uniform - PPE and uniform issues (green badge) IT - Technology and system problems (indigo badge) Other - General maintenance tasks (gray badge)

Create Manual Actions

Brigade members can create actions manually for maintenance needs.

Steps to Create Manual Action

1. Navigate to Actions page
2. Click Create Action button
3. Fill in action details:
   • Item Reference (required): Brief description
   • Category (required): Select appropriate category
   • Notes (optional): Detailed information
   • Assigned To (optional): Team member responsible
   • Due Date (optional): Target completion date
   • Asset (optional): Link to vehicle or equipment
4. Click Create Action

Choosing a Category

Select category based on issue type:

Building & Maintenance

• Facility repairs (doors, windows, roof)
• HVAC and utilities
• Grounds maintenance
• Building infrastructure

PPE & Uniform

• Damaged or worn PPE
• Uniform replacements
• Safety equipment needs
• Sizing or fit issues

IT

• Computer or tablet issues
• Software problems
• Network connectivity
• Account access issues

Other

• General tasks
• Miscellaneous maintenance
• Uncategorized items

Vehicle or Equipment

• Only use if action not from inspection
• Links directly to specific asset

Linking to Template and Asset

After creating manual action, optionally link to template:

1. View action details
2. Click Link to Template button
3. Select inspection template
4. Select specific template item (if applicable)
5. Select asset (vehicle or equipment)
6. Click Save

Benefits of linking:

• Enables out-of-service marking
• Consistent tracking with inspections
• Better asset association
• Template item reference

Manage Public Issues

When public issue reporting is enabled, community members can report issues.

Enable Public Issues

Brigade administrators:

1. Navigate to Settings → Brigade Settings
2. Find Public Issues section
3. Toggle Enable Public Issues
4. Public can now report issues via public page

Review Public Issues

Public issues appear in action list:

1. Navigate to Actions
2. Filter by category (Building, PPE, IT, Other)
3. Look for actions flagged by public reporter
4. Flagged by shows: “[Name] (public)” or “Unknown (public)“

Triage Public Issues

When reviewing public issue:

1. Open action details
2. Review issue description and notes
3. Verify category is appropriate
4. Change category if needed
5. Assign to appropriate team member
6. Set due date based on priority
7. Add internal notes if needed

Respond to Public Reporter

The system does not automatically notify public reporters:

• No built-in response mechanism
• Contact reporter externally if provided name
• Consider following up for recurring issues
• Track resolution for public reporting

Public Issue Categories

Public can only report in these categories:

• Building & Maintenance
• PPE & Uniform
• IT
• Other

Vehicle, Equipment, and Stock excluded as they require inspection context.

Assign Actions

Assign to Team Member

Delegate action to specific person:

1. Open action detail page
2. Click Edit or Assign button
3. Select Assigned To from user dropdown
4. Optionally set Due Date
5. Click Save or Assign

Automatic Email Notification:

• Assigned user receives email
• Includes action details
• Link to action page
• Only sent for manual assignments (not auto-assignments during resolution)

Set Due Date

Establish completion deadline:

1. Edit action
2. Select Due Date using date picker
3. Save action

Overdue Tracking:

• Actions past due date appear in “Overdue” filter
• Dashboard shows overdue count
• Days overdue calculated and displayed

Update Action Status

Change Status Manually

Move action through workflow:

1. Open action detail page
2. Click Edit button
3. Select Status from dropdown:
   • Open - Not started
   • In Progress - Work underway
   • Resolved - Work completed
   • Closed - Verified complete
4. Optionally add note explaining status change
5. Click Save

Status Timestamps:

• Resolved: Records resolved_at timestamp
• Closed: Records closed_at timestamp
• Reopened: Clears timestamps

Mark In Progress

Start working on action:

1. Open action
2. Edit status to In Progress
3. System assigns to current user if unassigned
4. Tracks start of work

Resolve Action

Complete the work:

1. Open action detail page
2. Click Resolve button (or edit status to Resolved)
3. Enter Resolution Notes (optional but recommended)
4. Upload Resolution Photos (optional)
5. Click Resolve

Automatic Effects:

• Status changes to “Resolved”
• Resolved_at timestamp recorded
• Current user set as assigned_to
• Out of service item reinstated automatically (if marked)
• Stock action resolved if stock quantity reaches target

Close Action

Verify and complete:

1. Open resolved action
2. Click Close button
3. Confirm closure

When to Close:

• After verifying resolution
• Work is satisfactory
• Item functioning properly
• Ready to archive

Reopen Action

If issue not actually fixed:

1. Open resolved or closed action
2. Click Reopen button
3. Confirm reopening

Effects:

• Status returns to “Open”
• Clears resolved_at and closed_at timestamps
• Work can resume

Add Action Notes

Create Note

Add communication or updates:

1. Open action detail page
2. Scroll to Notes section
3. Enter note content in text field
4. Click Add Note

Note Features:

• Author recorded (current user)
• Timestamp automatic
• Full history preserved
• Chronological display

When to Add Notes:

• Progress updates
• Discovered complications
• Parts ordered
• Vendor contacted
• Work scheduled
• Completion details

View Note History

See all communication:

1. Open action detail page
2. Scroll to Notes section
3. All notes display with:
   • Author name
   • Timestamp
   • Content
4. Notes ordered chronologically (newest first)

Filter and Search Actions

By Status

Use status filters at top of list:

• Active (default)
• Open
• In Progress
• Resolved
• Closed
• Overdue

By Assignment

Find your actions or unassigned:

• Filter by assigned user
• View all unassigned actions
• See your assigned actions

By Source

Filter by what generated action:

• Vehicle inspections
• Equipment inspections
• Stock items
• Manual actions

Action Lifecycle

Typical Workflow

1. Auto-Created: From failed inspection or low stock
2. Assigned: Delegated to team member with due date
3. In Progress: Work begins
4. Notes Added: Progress updates documented
5. Resolved: Work completed with notes/photos
6. Closed: Verified and archived

Stock Action Workflow

1. Auto-Created: Stock falls below target
2. Assigned: Delegated to purchaser
3. In Progress: Order placed
4. Notes: Order number, vendor, ETA
5. Stock Restocked: Restock recorded in stock management
6. Auto-Resolved: System resolves when stock reaches target
7. Closed: Verified stock adequate

See Stock Actions for detailed stock workflow.

Tips

Creating Manual Actions

Be Specific:

• Clear, descriptive item reference
• Enough detail for assignee to understand
• Include location if building issue
• Reference asset if applicable

Choose Right Category:

• Accurate categorization helps filtering
• Building for facility issues
• PPE for safety equipment
• IT for technology problems
• Other as catch-all

Link When Appropriate:

• Link to template if relates to inspection item
• Links enable out-of-service marking
• Provides better asset tracking
• Not required for all manual actions

Managing Public Issues

Review Promptly:

• Check public issues regularly
• Triage and assign quickly
• Shows community responsiveness
• Builds trust with reporters

Verify Information:

• Public descriptions may lack detail
• May need follow-up investigation
• Recategorize if needed
• Add clarifying notes

Track Trends:

• Recurring issues may need attention
• Common categories indicate priorities
• Public feedback valuable for planning

Consider Follow-Up:

• Contact reporter if name provided
• Update on resolution if appropriate
• Thank reporters for participation
• Encourage continued reporting

Effective Assignment

Assign Immediately:

• Don’t let actions sit unassigned
• Clear ownership improves accountability
• Set due dates for planning

Appropriate Due Dates:

• Critical safety: Same day or next day
• Important repairs: Within week
• Minor issues: Within month
• Stock reorders: Based on usage urgency
• Public issues: Consider community impact

Balance Workload:

• Distribute across team
• Consider expertise required
• Monitor overdue actions
• Reassign if needed

Status Management

Use In Progress:

• Marks work as started
• Helps track active work
• Prevents duplicate efforts

Resolution Notes:

• Document what was done
• Include parts used
• Note any complications
• Helpful for future reference

Photos Help:

• Before/after photos
• Proof of completion
• Documentation for records
• Training examples

Communication

Regular Notes:

• Keep team informed
• Document blockers
• Track progress
• Note delays or issues

Status Updates:

• Change status as work progresses
• Don’t leave stale status
• Update assigned user if changed
• Set realistic due dates

Action Tracking

Dashboard Monitoring:

• Check overdue regularly
• Review open count
• Address aging actions
• Balance workload

Prevent Backlog:

• Resolve quickly
• Don’t accumulate open actions
• Address root causes
• Improve prevention

Common Issues

Cannot Create Manual Action

If create action button is missing or disabled:

1. Verify you’re logged in
2. Check you have unit member permissions
3. Ensure you’re in correct organisation/unit context
4. Refresh page and try again

Cannot Link Manual Action to Template

If link to template option doesn’t appear:

1. Verify action is manually created (not from inspection)
2. Check action hasn’t been linked already
3. Ensure templates exist for your unit
4. Verify you have edit permissions on action

Cannot Mark Manual Action Out of Service

If out-of-service button is disabled:

1. Verify action is linked to template
2. Check action is linked to asset (vehicle/equipment)
3. Ensure template item is selected
4. Confirm action isn’t already resolved or closed
5. Link action to template first if needed

Public Issue Form Not Visible

If public can’t report issues:

1. Verify public issues are enabled in settings
2. Check brigade has public page enabled
3. Ensure public token is valid
4. Confirm accessing correct public page URL

Public Issue Not Creating Action

If submission succeeds but no action appears:

1. Check action was created (may need admin login)
2. Verify category was selected correctly
3. Review error logs if available
4. Ensure unit configuration is correct

Can’t Assign Action

If assignment dropdown empty or won’t save:

1. Verify you have edit permissions
2. Check user list is loading
3. Ensure assigned user is in unit
4. Refresh page and try again

Email Not Sent on Assignment

If assigned user doesn’t receive email:

1. Verify user has email in profile
2. Check spam/junk folders
3. Ensure email not sent during auto-assignment (resolution)
4. Check email delivery logs

Cannot Resolve Action

If resolve button disabled or fails:

1. Verify you have resolve permissions
2. Check action is open or in progress
3. Ensure not already resolved
4. Try editing status manually

Out of Service Item Not Reinstating

If item still out of service after resolving:

1. Verify action status is Resolved or Closed
2. Check out of service item record
3. Try manual reinstatement
4. See Out of Service Items

Action Reopened Unexpectedly

If action keeps reopening:

1. Check if reinspection failed same item
2. Verify resolution actually fixed issue
3. Review inspection results
4. May need further work

Related Guides

• Action Notifications - Who receives notifications and how to configure them
• Stock Actions - Stock-specific action workflow
• Out of Service Items - Managing unavailable equipment
• Actions - Feature overview
• Conduct an Inspection - How actions are generated
• Manage Stock Items - Stock action generation