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Civil Defence App — Workflow guide

Step-by-step instructions for incident logging, reporting, office duty, equipment, training, personnel, and admin tasks. Use this page as the operational checklist; use the navbar for daily navigation.

Incident log Log incident Inventory summary

Incidents — log & report

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.
Open log New incident

Equipment — inventory & maintenance

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.
Overdue All equipment

People — duty, training, records

Office duty is recorded per volunteer per calendar month (days in office) through a hub under Personnel: download template, upload CSV. 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 → Regular 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 or QRT duty in the template, indicate the type of duty in the "Duty Type" column (O/Q for office/QRT), then post the filled file from the same hub to record that month. Note: the system will automatically calculate the total days worked in office or QRT duty based on the "Duty Type" column. If a CDV was deployed in any Incident, it will not be counted separately, as it is assumed that only QRT personnel are used for Incident Response. However, all types of CDVs, including Office / QRT / Not deployed on regular basis, can be sent for Training. Training is also treated as "Duty performed" and wages are paid accordingly. If a CDV is deployed for Training, he cannot simultaneously be on Office/QRT duty. That number of days should be reduced in the Regular duty CSV.
  • 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.
  • Days served: when a volunteer is enrolled on a training batch, inclusive calendar days from the instance start date through end date count as Training days on their service log (alongside Office, QRT, and Bandobust). Training days are not entered in the monthly CSV — they come from the batch record. Reduce that month's Office/QRT CSV days so the volunteer is not paid twice for the same calendar days.

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).
Volunteers Training

9. Admin actions

These links are for superusers and admin role users. They cover Django’s admin interface and bulk management of users and units.

Django Admin

  • Admin home — all models (incidents, equipment, training, etc.).
  • Use changelists to search, filter, and edit in bulk when the web UI is faster than per-record forms.

Users & access

  • User management — accounts, roles, staff flags.
  • Align Django users with volunteers where your process requires it; reset passwords and verify email where applicable.

Organisation

  • Unit management — districts / units hierarchy.
  • After structural changes, spot-check inventory and training summaries so dashboards still match reality.
Open Django Admin

  • Volunteer: incident log (read), training programmes visible to you, own profile.
  • Unit In-Charge: log incidents, file incident reports, unit inventory/logs, monthly office-duty CSV for their unit, de-roster/reinstate volunteers in their unit, unit training summary.
  • Admin: everything above plus global training coverage, add equipment (web + list shortcut), office-duty status and email-to-UIC tools, all equipment views, Django Admin, users, units.

  1. Log the incident and dispatch resources (Log Incident).
  2. Monitor the entry in All Incidents; open detail as needed.
  3. After stand-down, complete the Incident Report on that incident’s page with narrative and attachments.
  4. Update equipment maintenance if anything was damaged, consumed, or requires service before next deployment.

Vehicles are assigned during incident dispatch. Day-to-day fleet records:

Daily / weekly checklist

Office duty started/ended correctly → glance at open incidents → scan overdue maintenance → confirm training instances on the calendar match ground reality.

Before you close an incident

Incident report filed → equipment status updated → volunteers’ duty records accurate → any follow-up training or admin notes captured in Admin if required.