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StationOne Documentation

Out of Service Items

This guide explains how to mark items as out of service when they fail inspections and how they’re automatically reinstated when repairs complete.

Prerequisites

Section titled “Prerequisites”
  • Access to your brigade’s StationOne instance
  • Active action from a failed inspection
  • Brigade admin or organisation admin role for marking out of service

What is Out of Service?

Section titled “What is Out of Service?”

When inspection items fail critically, equipment or vehicles can be marked as “out of service” to:

  • Flag Unavailability: Clearly indicate item cannot be used
  • Prevent Assignment: Stop item from being assigned to incidents
  • Track Duration: Monitor how long item is unavailable
  • Auto-Reinstate: Automatically return to service when action resolves
  • Maintain History: Record out of service periods for compliance

How Out of Service Works

Section titled “How Out of Service Works”

Lifecycle

Section titled “Lifecycle”
  1. Inspection Fails: Critical item fails during inspection
  2. Action Created: System auto-generates maintenance action
  3. Mark Out of Service: Admin marks specific item unavailable
  4. Work Performed: Repairs or maintenance conducted
  5. Action Resolved: Work completed and action marked resolved
  6. Auto-Reinstatement: System automatically reinstates item
  7. Back in Service: Item available for use again

Automatic Reinstatement

Section titled “Automatic Reinstatement”

When action is resolved or closed:

  • Out of service item automatically reinstated
  • Reinstated_at timestamp recorded
  • Reinstated_by user recorded
  • Item flagging removed from system
  • Item becomes available again

Mark Item Out of Service

Section titled “Mark Item Out of Service”

From Action Page

Section titled “From Action Page”
  1. Navigate to Actions
  2. Open action from failed inspection
  3. Click Mark Out of Service button
  4. Enter Reason in modal:
    • What failed
    • Why it’s unsafe
    • What needs repair
    • Any additional context
  5. Click Confirm

Requirements:

  • Action must be from an inspection (not stock)
  • Action must be Open or In Progress
  • Cannot mark resolved or closed actions
  • Item not already out of service

Example Reasons

Section titled “Example Reasons”

Vehicle Examples:

  • “Brakes failed pressure test - unsafe to operate”
  • “Pump not achieving required pressure”
  • “Electrical fault in lighting system”
  • “Structural damage to chassis”

Equipment Examples:

  • “BA cylinder failed hydrostatic test”
  • “Hydraulic tool leaking fluid”
  • “Radio not transmitting - communication failure”
  • “Thermal camera not powering on”

View Out of Service Items

Section titled “View Out of Service Items”

On Action Page

Section titled “On Action Page”
  1. Open action detail page
  2. Out of Service badge displays if item marked
  3. Shows:
    • Reason for out of service
    • Who marked it
    • When marked
    • Reinstatement status

On Item Page

Section titled “On Item Page”

For Vehicles:

  1. Navigate to Vehicles
  2. Out of service vehicles show warning badge
  3. Click vehicle to see details
  4. Out of service section shows active flags

For Equipment:

  1. Navigate to Equipment
  2. Out of service equipment shows warning badge
  3. Click equipment to see details
  4. Out of service section shows active flags

On Dashboard

Section titled “On Dashboard”

Dashboard displays:

  • Count of out of service items
  • List of unavailable equipment/vehicles
  • Quick links to associated actions
  • How long each item out of service

Reinstate Item

Section titled “Reinstate Item”

Automatic Reinstatement

Section titled “Automatic Reinstatement”

Preferred Method - Item automatically reinstates when:

  1. Work completed and repairs made
  2. Action marked as Resolved
  3. System automatically:
    • Reinstates out of service item
    • Records reinstatement timestamp
    • Records who resolved action
    • Removes out of service flagging
  4. Item available for use

Resolve action to trigger auto-reinstatement:

  • See Manage Actions for resolution workflow
  • Add resolution notes documenting repair
  • Optionally add photos of completed work

Manual Reinstatement

Section titled “Manual Reinstatement”

If needed before action resolution:

  1. Open action detail page
  2. Verify item should return to service
  3. Click Reinstate Item button
  4. Confirm reinstatement

When to Use Manual:

  • False alarm - item actually functional
  • Temporary issue resolved during inspection
  • Override needed before full action resolution
  • Emergency operational need

Caution: Manual reinstatement doesn’t resolve action - action remains open until properly resolved.

Multiple Out of Service Items

Section titled “Multiple Out of Service Items”

Per Action

Section titled “Per Action”
  • Each action can have one out of service item
  • Prevents duplicate flagging
  • Tied to specific failed inspection item

Multiple Actions, Multiple Flags

Section titled “Multiple Actions, Multiple Flags”

If same item fails multiple inspection items:

  • Multiple actions created
  • Can mark multiple specific items out of service
  • Each tracks different failure point
  • All must be resolved for full availability

Example: Vehicle fails both “Brakes” and “Lights”:

  • Two actions created
  • Can mark vehicle out of service for brake action
  • Separate tracking per issue
  • Resolve both before full service

Out of Service Restrictions

Section titled “Out of Service Restrictions”

What’s Prevented

Section titled “What’s Prevented”

When marked out of service:

Vehicles:

  • Cannot be assigned to incidents
  • Shows warning in vehicle lists
  • Flagged in dispatch views
  • Inspection schedules continue
  • Can still be edited

Equipment:

  • Cannot be assigned to vehicles or incidents
  • Shows warning in equipment lists
  • Flagged in inventory
  • Inspection schedules continue
  • Can still be edited

What’s Allowed

Section titled “What’s Allowed”

Out of service items can still:

  • Be inspected (to verify repairs)
  • Have details edited
  • Have schedules modified
  • Generate new actions
  • Be viewed and searched

Integration with Inspections

Section titled “Integration with Inspections”

Failed Inspection Flow

Section titled “Failed Inspection Flow”
  1. Inspection Conducted: Template items checked
  2. Critical Item Fails: Pass/fail item marked as fail
  3. Action Auto-Generated: System creates action
  4. Review Failure: Admin reviews what failed
  5. Mark Out of Service: If item unsafe, mark unavailable
  6. Repairs Made: Maintenance performed
  7. Re-Inspection: Conduct inspection to verify
  8. Passes: Item now functioning
  9. Resolve Action: Mark action resolved
  10. Auto-Reinstate: Item back in service

Re-Inspection

Section titled “Re-Inspection”

Before resolving action:

  • Conduct new inspection
  • Verify failed item now passes
  • Document in inspection notes
  • Link reinspection to action
  • Provides proof of repair

Tracking and Reporting

Section titled “Tracking and Reporting”

Out of Service Duration

Section titled “Out of Service Duration”

System tracks:

  • When marked out of service
  • How long unavailable
  • When reinstated
  • Who reinstated
  • Total downtime

Compliance Documentation

Section titled “Compliance Documentation”

Out of service records provide:

  • Proof item was unavailable
  • Documentation of repair period
  • Audit trail for safety compliance
  • Historical availability data

Reports

Section titled “Reports”

Generate reports showing:

  • Currently out of service items
  • Historical out of service periods
  • Average downtime by item
  • Most frequently flagged items
  • Repair time trends

Tips

Section titled “Tips”

When to Mark Out of Service

Section titled “When to Mark Out of Service”

Do Mark:

  • Safety-critical failures
  • Item cannot perform primary function
  • Risk of injury or damage
  • Regulatory compliance failures
  • Major mechanical issues

Don’t Mark:

  • Minor cosmetic issues
  • Non-critical failures
  • Issues not affecting functionality
  • Already fixed during inspection
  • Scheduled maintenance items

Effective Reasons

Section titled “Effective Reasons”

Be Specific:

  • State exact failure
  • Include technical details
  • Reference standards if applicable
  • Note any immediate danger

Good Examples:

  • “Brake fluid leak at master cylinder - pedal to floor”
  • “BA alarm not sounding at 25% pressure - regulation violation”
  • “Thermal camera display cracked - not reading temperatures”

Avoid Vague:

  • “Broken”
  • “Not working”
  • “Failed inspection”

Process Management

Section titled “Process Management”

Quick Turnaround:

  • Mark out of service immediately when discovered
  • Assign action to appropriate person
  • Set realistic due date
  • Track progress with notes
  • Reinspect before resolving
  • Document resolution thoroughly

Communication:

  • Notify team of unavailability
  • Update dispatch/planning
  • Track repair status
  • Announce when reinstated

Common Issues

Section titled “Common Issues”

Cannot Mark Out of Service

Section titled “Cannot Mark Out of Service”

If button disabled or action fails:

  1. Verify action is from inspection (not stock)
  2. Check action status is Open or In Progress
  3. Ensure item not already out of service
  4. Verify you have admin permissions
  5. Confirm action has associated inspectable item

Item Not Auto-Reinstating

Section titled “Item Not Auto-Reinstating”

If item still flagged after resolving action:

  1. Verify action status changed to Resolved or Closed
  2. Check out of service item record exists
  3. Try manual reinstatement
  4. Refresh page
  5. Check for errors in logs

Multiple Out of Service Flags

Section titled “Multiple Out of Service Flags”

If item shows multiple flags:

  1. Check for multiple failed actions
  2. Each action can create separate flag
  3. Resolve all associated actions
  4. Each reinstates separately
  5. Item fully available when all cleared

Marked Wrong Item

Section titled “Marked Wrong Item”

If incorrect item marked out of service:

  1. Manually reinstate immediately
  2. Find correct action for actual failed item
  3. Mark correct item out of service
  4. Document mistake in notes

Can’t Resolve Action

Section titled “Can’t Resolve Action”

If action won’t resolve with item out of service:

  1. Out of service doesn’t prevent resolution
  2. Check action status and permissions
  3. Verify not already resolved
  4. Try standard resolution workflow
  5. Item will auto-reinstate on resolution
Section titled “Related Guides”