Civil Defence App — Workflow guide

Incident Response Log is the running record of all incidents. Incident Report is filed after the event, from a specific incident’s page.

1. Incident Response Log

• Open All Incidents to browse, filter, and search the log.
• Unit In-Charge: use Log Incident to create a new entry and record dispatch (people, equipment, vehicles).
• Click any row (or open the incident URL) to see full detail — start from the list and choose an incident.
• Keep the log accurate: time, location, resources, and status updates belong here before formal reporting.

2. Incident Report

• After the response, open the incident’s detail page from All Incidents.
• Use the report action on that incident (URL pattern: /incident/<id>/report/) to submit narrative and upload media.
• Complete reports while facts are fresh; attach photos or documents the organisation requires for records.

Inventory Management tracks what each unit holds. Maintenance records service and faults. Overdue maintenance is the escalation queue.

3. Inventory management

• Admin overview: Inventory by Unit.
• Detailed list: All Items — filter by unit or status as needed; admins see + Add equipment on that list.
• Unit In-Charge: open your unit from Personnel, then use “My Unit Inventory” from the Equipment menu.

4. Maintenance

• Non-functional items: filter non-functional — prioritise repairs.
• Open an equipment item’s detail page, then add a maintenance log entry (service date, notes, restore to functional when appropriate).
• Maintenance history for a unit: use My Unit Logs from the Equipment menu when you have an assigned unit .

5. Acting on overdue maintenance

• Open Overdue Maintenance — items past their next service date.
• Assign responsibility, schedule service, or mark exceptions in the maintenance log after each item is handled.
• Re-check the overdue list until it is clear or every row has a documented plan.

Office duty is recorded per volunteer per calendar month (days in office) through a hub under Personnel: download template, upload CSV, and (for admins) track submissions and nudge UICs. Training tracks programmes and attendance coverage. Personnel detail management includes roster changes (de-roster / reinstate) from a volunteer’s page, plus unit and profile upkeep.

6. Office duty (monthly CSV)

• Start at the hub: Personnel → Office duty (CSV) (/personnel/office-duty/) — Admin or Unit In-Charge with an assigned unit (also linked from the Personnel menu).
• Download template: pick unit (admins), year, and month; the blank CSV lists active volunteers for that unit/month.
• Upload: enter days worked in office in the template, then post the filled file from the same hub to record that month.
• Admin — submission status: Office duty status shows which units have submitted for the selected month.
• Admin — email UICs: from the status flow, use Email blank template to UICs (/personnel/office-duty/email-uic/) when you want the system to mail the template; if a unit has no UIC email on file, nothing is sent — download the template from the hub and contact them manually.
• Office duty is not started or ended from individual volunteer profile pages anymore; use this CSV workflow only.

7. Training

• Programmes — define or review training types.
• Batches / Instances — scheduled runs and attendance.

8. Personnel detail management

• Units / Districts — structure of the organisation.
• Volunteers — search, filter, open a volunteer’s detail page.
• Roster (Admin or UIC of that volunteer’s unit): on the volunteer detail page, use the modal to de-roster (effective date + reason required; marks them inactive) or reinstate (returns them to the active roster and clears the de-roster audit fields).
• Keep contact details, unit assignment, and role information current so dispatch and training views stay reliable.
• Your own profile: use My Profile in the user menu (account settings live under Users).