Add Members

This guide explains how to add members to your brigade in StationOne and the important distinction between members with platform access (users) and members without platform access (profile-only members).

Prerequisites

• Brigade admin or higher role
• Member’s basic information (name, email, contact details)
• Understanding of whether member needs platform access

Understanding Member Types

StationOne supports two types of members:

Platform Users (Members with Access)

Members who need to log in and use StationOne:

Characteristics:

• Have email and password for login
• Can access the platform
• Can view assigned content
• Can conduct inspections (if authorised)
• Can update their own profile
• Receive email notifications
• Have specific role permissions

Examples:

• Active operational members
• Officers and leadership
• Members who conduct inspections
• Members who manage equipment or vehicles
• Members involved in incident management

When to create as platform user:

• Member needs to log in and use features
• Member will conduct or review inspections
• Member needs operational access
• Member requires notification emails

Members Without Platform Access

Members tracked for administrative purposes only:

Characteristics:

• Profile exists in system
• No login credentials
• Cannot access the platform
• Can have qualifications and endorsements recorded
• Included in brigade member lists
• Can be assigned to roles in records
• Profile-only presence

Examples:

• Retired members (historical records)
• Auxiliary members with limited involvement
• Junior members not yet operational
• Administrative-only members
• Historical record keeping

When to create without platform access:

• Member doesn’t need system access
• Record-keeping purposes only
• Historical or archived members
• Members in transition (junior to operational)

Adding a Platform User (Member with Access)

1. Navigate to Add Member

1. Log in to StationOne
2. Select your organisation and unit
3. Click Members in navigation
4. Click New Member or Add Member button

2. Enter Basic Information

Fill in the member’s details:

First Name (required)

• Member’s given name
• Used for display throughout system

Last Name (required)

• Member’s surname
• Used for sorting and display

Email (required for platform users)

• Must be unique across the platform
• Used for login
• Receives system notifications
• Can be updated later if needed

Mobile Number (optional)

• Contact number
• Used for emergency contact
• May be used for SMS notifications

Date of Birth (optional)

• Member’s date of birth
• Used for age verification
• May be required for certain roles

Join Date (optional)

• Date member joined the brigade
• Defaults to today
• Used for tenure calculations
• Displays on member profile

Age Bracket (optional)

• Classification of member’s age category
• Options: Senior (default), Minor, or Junior
• Used to identify members who may have restrictions on certain activities
• Displayed as colored star icons throughout the system for easy identification:
  • Junior: Yellow star icon
  • Minor: Purple star icon
• Administrators can quickly see age bracket in member lists, event attendance, and training attendance

3. Set Member Role and Access

Role (required)

• Defines platform permissions
• Common roles:
  • Member: Basic access, can view assigned content
  • Brigade Admin: Can manage brigade members and content
  • Group Admin: Can manage group-level units
  • Organisation Admin: Full organisation access
  • Super Admin: System-wide access

Unit Assignment (required)

• Select member’s primary brigade/unit
• Member can only be in one unit
• Affects what content they can see

Active Status (checkbox)

• Check if member is currently active
• Uncheck for inactive members
• Inactive members cannot log in

4. Create Member

Click Create Member or Add Member to save.

The system will:

• Create the member profile
• Send welcome email with login instructions
• Generate temporary password (or password reset link)
• Grant access based on assigned role

5. Member First Login

The new member receives an email containing:

• Welcome message
• Login URL
• Username (their email address)
• Password reset link or temporary password

Member should:

1. Click the link in email
2. Set their password
3. Log in to StationOne
4. Complete their profile

Adding a Member Without Platform Access

1. Navigate to Add Member

Follow same steps as above:

1. Click Members in navigation
2. Click New Member button

2. Enter Basic Information

First Name and Last Name (required)

• Same as platform users

Email (optional or leave blank)

• If member doesn’t need platform access, email is optional
• Can add email later if needed
• Won’t receive login credentials

Other Details (optional)

• Mobile number
• Date of birth
• Join date
• Fill as needed for record-keeping

3. Set Access Level

Key Difference:

To create a member without platform access:

• Leave email blank OR
• Don’t send invitation OR
• Mark as inactive initially

The specific implementation depends on your system setup. Contact your organisation admin if you need to create profile-only members.

4. Save Member

Click Create Member to save the profile.

The member:

• Appears in member lists
• Can have qualifications and endorsements added
• Cannot log in to the platform
• Won’t receive email notifications

Converting Between Member Types

Granting Platform Access

To give an existing member without access platform access:

1. Navigate to member profile
2. Click Edit or Manage
3. Add email address
4. Set active status
5. Assign appropriate role
6. Save changes
7. Send invitation or password reset

Member now receives login credentials and can access the platform.

Removing Platform Access

To revoke a member’s platform access:

1. Navigate to member profile
2. Click Edit or Manage
3. Set status to Inactive
4. Save changes

Member:

• Profile remains in system
• Cannot log in
• Qualifications and endorsements preserved
• Can be reactivated later

Note: Don’t delete members unless absolutely necessary - inactive status preserves all historical data.

Managing New Members

After Adding a Member

Once a member is added:

1. Add Qualifications: Record their training and certifications

   • See Add Qualifications

2. Add Endorsements: Award operational endorsements

   • See Add Endorsements

3. Add Vehicle Endorsements: Authorise for specific vehicles

   • See Add Vehicle Endorsements

4. Update Profile: Add additional details

   • Emergency contact
   • Address information
   • Specialised skills
   • Notes

Welcome Email Not Received

If new member doesn’t receive welcome email:

1. Check spam/junk folder
2. Verify email address is correct
3. Resend invitation (if available)
4. Manually send password reset link
5. Contact system support if issues persist

Email Already in Use

If you see “email already exists” error:

Possible causes:

• Member already has account in different unit
• Member previously had account
• Email typo matches existing member

Solutions:

• Check if member exists elsewhere in organisation
• Contact organisation admin to transfer member
• Use different email address
• Verify correct email with member

Member Roles and Permissions

Member (Basic User)

Can:

• View own profile
• Update own contact details
• View assigned inspections
• Conduct inspections (if assigned)
• View brigade vehicles and equipment
• Access public content

Cannot:

• Add or edit other members
• Create templates or schedules
• Manage vehicles or equipment
• Access admin features
• Change own qualifications

Brigade Admin

Can do everything Members can, plus:

• Add and edit brigade members
• Award qualifications and endorsements
• Create and manage vehicles
• Create and assign inspections
• Manage brigade equipment
• View brigade reports

Cannot:

• Manage members from other brigades
• Access organisation-wide settings
• Create new brigades or units

Higher Admin Roles

Group Admin: Manages multiple brigades in a group Organisation Admin: Manages entire organisation Super Admin: System-wide access and configuration

See your organisation’s documentation for detailed role permissions.

Best Practices

Accurate Information

Ensure member details are accurate:

• Verify email address before sending
• Confirm spelling of names
• Record join date correctly
• Keep contact information current

Appropriate Access Levels

Grant minimum necessary access:

• Most operational members: Basic Member role
• Team leaders and officers: Brigade Admin
• Only assign higher roles when needed
• Review permissions regularly

Active Status Management

Keep active status current:

• Mark inactive when members leave
• Don’t delete members (preserves history)
• Inactive members can be reactivated
• Historical data remains accessible

Profile Completeness

Complete member profiles:

• Add qualifications promptly
• Record endorsements when awarded
• Update contact details regularly
• Maintain emergency contact information

Privacy and Data Protection

Respect member privacy:

• Only collect necessary information
• Keep contact details current
• Follow organisation privacy policies
• Limit access to sensitive information

Common Workflows

New Member Onboarding

1. Add member with platform access
2. Assign appropriate role (usually Member)
3. Member receives welcome email
4. Member sets password and logs in
5. Admin adds qualifications from training records
6. Admin awards relevant endorsements
7. Admin endorses on authorised vehicles
8. Member completes their profile

Junior to Operational Member

When a junior member becomes operational:

1. Update member profile
2. Add new qualifications (operational training)
3. Change role if needed
4. Grant platform access if not already provided
5. Award operational endorsements
6. Endorse on appropriate vehicles
7. Update Age Bracket to Senior (to remove the junior indicator)

Retired Member

When a member retires but you want to keep records:

1. Set member status to Inactive
2. Update notes with retirement date
3. Member cannot log in
4. Profile and history preserved
5. Can still view in historical reports
6. Can be referenced in past inspections/records

Transferring Members

If a member transfers to another brigade:

1. Contact organisation admin
2. Admin can transfer member between units
3. Qualifications and endorsements transfer
4. Member retains login access
5. Access updated to new brigade

Don’t create duplicate member profiles for transfers.

Common Issues

Can’t Add Member

If member creation fails:

• Verify you have brigade admin role
• Check required fields are filled
• Ensure email is unique (if provided)
• Verify unit context is correct
• Contact organisation admin

Member Can’t Log In

If new member cannot log in:

• Verify member is marked Active
• Check email address is correct
• Ensure member set their password
• Try password reset
• Check member’s role allows access

Email Notifications Not Working

If member not receiving emails:

• Verify email address is correct
• Check spam/junk folders
• Ensure member email settings allow notifications
• Test with different email address
• Contact system support

Wrong Unit Assignment

If member added to wrong unit:

• Contact organisation admin
• Admin can reassign to correct unit
• Don’t create duplicate profile
• Transfer preserves all data

Related Guides

• Add Qualifications - Record training and certifications
• Add Endorsements - Award operational endorsements
• Add Vehicle Endorsements - Authorise for vehicles
• Members Management - Member features overview

Tips

Bulk Member Addition

If adding multiple members:

• Have information prepared in advance
• Use consistent role assignments
• Consider using spreadsheet to organise data
• Add in batches if possible
• Contact organisation admin about bulk import options

Email Address Management

For email addresses:

• Personal emails often work best
• Work emails may change
• Verify spelling carefully
• Test email before sending multiple invitations
• Keep alternate contact methods

Historical Records

Maintain historical accuracy:

• Don’t delete retired members
• Use inactive status instead
• Preserve qualification and endorsement history
• Keep join dates and notes accurate
• Historical data valuable for reporting

Regular Maintenance

Maintain member list regularly:

• Review active status quarterly
• Update contact information
• Remove test accounts
• Verify role assignments
• Clean up duplicate profiles