Manage Training

This guide walks you through creating and managing brigade training sessions in StationOne.

Prerequisites

• Brigade admin or organisation admin role
• Access to your brigade’s StationOne instance
• Training details (date, time, location, type)

Steps

1. Navigate to Training

1. Log in to StationOne
2. Select your organisation and unit (if applicable)
3. Click Training in the main navigation
4. Click the Create Training Session button

2. Enter Training Details

Fill in the training session form:

Basic Information

Title (required)

• Clear, descriptive training name
• Example: “Structural Firefighting Drill”, “First Aid Refresher”, “Annual Fitness Assessment”

Description (optional)

• Detailed training information
• Agenda, requirements, what to bring
• Any special instructions or prerequisites

Training Type (optional)

• Select the category that best fits:
  • Drill — Practical exercises and rehearsals
  • Skills — Skills development and competency
  • Operational — Operational procedures
  • Fitness — Physical fitness and conditioning
  • Safety — Safety procedures and awareness
  • Other — Any other category

Mandatory (optional)

• Tick this box if attendance is required for all members
• Displays a mandatory badge on the training listing

Maximum Participants (optional)

• Set a capacity limit for the session
• Leave blank for unlimited attendance
• Members cannot register once capacity is reached

Schedule

Start Date & Time (required)

• When the training session begins

End Date & Time (required)

• When the training session ends
• Must be after start date and time

Recurring Training

For sessions that repeat on a schedule, tick Make this a recurring training to expand the recurrence options (repeat pattern, end date, and member notification timing).

See Recurring Training for the full walkthrough of these options, how occurrences are generated, how “this session only” vs “entire series” edits differ, and how to turn automatic invitations or reminders on and off for an existing series.

Resources

Location (optional)

• Training venue or meeting point
• Example: “Station 1 Training Ground”, “Community Hall”

Instructor (optional)

• Select the session instructor from unit members
• Instructors can edit the training session

Assistant Instructor (optional)

• Select a second member to assist with the session

Room (optional)

• Select an available room for the session
• Only active, bookable rooms appear in the list
• A room booking is automatically created and approved

Vehicles (optional)

• Select one or more unit vehicles to reserve for the session
• Vehicle bookings are created automatically
• Vehicles with scheduling conflicts are excluded automatically

Notifications

Email Notification (new training only)

Choose who receives an invitation email when the training is created:

• Don’t send — Training is created without any notifications
• All brigade members — All unit members with an email address receive an invitation with RSVP link
• Selected members only — Choose specific members from a searchable list
• Selected custom groups — Choose from your unit’s custom member groups

Settings

Hide from public training page

• Tick to prevent this training from appearing on the public brigade training page
• Useful for internal or invite-only sessions

Send reminder (optional)

• Choose how long before the session start time an automatic reminder email goes out: 30 minutes, 1 hour, 2 hours, 4 hours, 12 hours, or 24 hours before
• Select Off to disable automatic reminders entirely
• Only members with status Registered or Confirmed receive the reminder (not absent or attended)
• Respects each member’s notification preferences — members who have disabled training day-of reminders will not receive the email
• Reminders send once per session. If the reminder has already gone out, changing the session’s start time or this reminder setting resets it so it can send again
• For recurring training, this is set per occurrence — it’s inherited from the series when instances are generated, but each occurrence can be changed independently afterwards

3. Save Training

Click Create Training Session to save.

Managing an Existing Training

View Training Details and Attendance

1. Click on the training title from the training list
2. View attendance summary:
   • Registered count (and remaining capacity if set)
   • Attended count (for past training)
   • Absent count (for past training)
3. See member lists grouped by status
4. View training details including instructor, room, and vehicles

Register Yourself for Training

1. Open training details
2. In the Your Registration section, click Register
3. Your status is set to “Registered”
4. Click Cancel Registration to remove your registration

Note: If the training is full, a “Training Full” warning is displayed and the register button is disabled.

Manually Register Members

Add specific members to the training:

1. Open training details
2. Scroll to the Manage Training Attendance section
3. Select members from the list using checkboxes
4. Choose status from dropdown (Registered, Attended, or Absent)
5. Click Register Selected Members

This is useful for:

• Registering members who missed the email notification
• Pre-registering members for mandatory training
• Recording attendance for members who did not register themselves

Mark Attendance After Training

Record who actually attended after the session:

1. Open training details for a past training session
2. In the attendance list, find each member
3. Click Mark Attended or Mark Absent for each member
4. Status updates immediately

Bulk Update Status

Update multiple members at once:

1. Open training details
2. In the Manage Training Attendance section, select multiple members using checkboxes
3. Choose the new status (Registered, Attended, or Absent)
4. Click Update Selected

Note: If the training has a capacity limit, bulk registration checks available spots.

Remove a Member’s Attendance

1. Open training details
2. Find the member in the attendance list
3. Click the Remove button next to their name

Send a Reminder

Send a manual ad-hoc reminder to members at any time:

1. Open training details
2. Click Send Reminder
3. Optionally add a custom message
4. Choose recipients: all members, registered only, attended, absent, or those who haven’t responded
5. Click Send

This is separate from the automatic day-of reminder and can be used at any time before or after the session.

Edit Training Details

1. Open training details
2. Click the Edit button
3. Update any fields including title, description, schedule, location, instructor, room, vehicles, and settings
4. Click Update Training Session

Editing recurring training:

• Changes can be applied to this session only or this and all future sessions in the series
• Room assignments are kept in sync automatically
• See Recurring Training for what a series-wide edit does and doesn’t change

Cancel Training

1. Open training details
2. Click the Cancel Training button
3. For a recurring session, choose this occurrence only or the entire series
   • Cancelling the parent (first) session always cancels the entire series — see Recurring Training for why, and how skipped-date exceptions are handled
4. Optionally provide a cancellation reason
5. Confirm

When a training is cancelled:

• Registered attendees are notified by email, including the cancellation reason if provided
• Assigned vehicle and room bookings are released
• Cancelling a single occurrence of a series records it as an exception, so the date stays skipped
• The training is not deleted — it moves into a cancelled state and remains visible for record-keeping

Delete a Cancelled Training

Once a training has been cancelled, an admin can permanently delete it:

1. Open the cancelled training
2. Click Delete Training and confirm

Deletion is permanent and cannot be undone. No further notifications are sent — attendees were already notified when the training was cancelled. A training must be cancelled before it can be deleted.

Tips

Choosing When to Send Notifications

Send Immediately if:

• Training details are finalised
• You want members to register early
• The session has limited capacity

Don’t Send if:

• Details might still change
• You’re setting up training in advance and will notify separately
• The training is for a small group you’ll contact directly

Use Custom Groups if:

• The training is relevant to a specific subset of members
• You want to avoid notifying the whole brigade for specialist sessions

Using Recurring Training Effectively

Set up recurring training when you have regular weekly or monthly drills on a fixed schedule and want invitations sent automatically ahead of each session. See Recurring Training for how series generation, editing, and notifications work.

Using Training Types Effectively

Categorising training by type helps with:

• Filtering and finding specific sessions
• Tracking training variety across the brigade
• Identifying gaps in training programmes
• Reporting on training activities

Managing Capacity

Set Capacity when:

• The venue has limited space
• Equipment is limited (e.g. BA sets for drill)
• Instructor-to-student ratio matters
• Safety requirements limit group size

Leave Unlimited when:

• The venue can accommodate all members
• No equipment constraints exist
• You want maximum participation

Mandatory Training Best Practices

Mark as Mandatory for:

• Regulatory compliance training
• Annual safety refreshers
• Critical operational procedures
• Certification requirements

Use the mandatory flag alongside attendance tracking to identify members who have not completed required training.

Recording Attendance

Before the Session

• Review registered members
• Follow up with members who haven’t registered for mandatory training
• Check capacity and adjust if needed

After the Session

• Mark each registered member as attended or absent
• Use bulk status updates for efficiency

Reminder Timing

Set Send reminder when you want an automated nudge sent before the session starts. This is most useful for:

• Sessions that are easy to forget (regular recurring drills)
• Mandatory training where participation is critical
• Sessions where last-minute attendance confirmation is helpful

Shorter windows (30 minutes–2 hours) work well for a same-day nudge; longer windows (12–24 hours) give members more notice to rearrange their schedule. Members can opt out of these reminders in their notification preferences without affecting other training notifications.

Common Issues

Members Not Receiving Notifications

If members report not receiving training notifications:

1. Verify the member has an email address in their profile
2. Check spam/junk folders
3. Confirm the notification option was selected when creating the training
4. Check the member’s notification preferences — training notifications may be disabled
5. Manually register the member if needed

Members Not Receiving Reminders

If a member did not receive a reminder:

1. Confirm Send reminder is set to something other than Off on the training
2. Verify the member’s status is Registered or Confirmed (reminders don’t go to absent or attended members)
3. Check the member’s notification preferences — training day-of reminders can be disabled independently
4. Confirm the member has an email address in their profile
5. Check whether the reminder has already been sent — it only sends once, unless the start time or reminder setting was changed afterwards

Cannot Register — Training Full

If a member cannot register:

1. Check if the training has reached maximum capacity
2. Consider increasing the max participants limit
3. Administrators can force-register members beyond capacity
4. Create an additional session if demand is high

Room Not Available

If the desired room doesn’t appear in the dropdown:

1. Verify the room is marked as active
2. Check the room is set as bookable
3. Ensure the room is not already booked for the same time
4. Edit room settings if needed

Recurring Instances Not Appearing

Check the recurrence end date and confirm the parent training was saved with recurrence enabled — see how occurrences are generated for the generation limits.

RSVP Links Not Working

If members can’t register from the email link:

1. Check if the training has been deleted
2. Have the member log in and register manually from the training details page
3. Contact support if the issue persists

Related Guides

• Training — Feature overview
• Recurring Training — Repeating series, editing occurrences, and managing notifications
• Rooms — Room booking system
• Create and Manage Events — Similar guide for event management