Preparedness Toolkit

Organization Managers are able to configure several elements in the administrative portal of OneResponder to best reflect their offline organization's structure, personnel, and qualifications management information.

The sections below provide steps on how to:

• Select a home location and select a primary point of contact.
• Create subordinate organizations and initiate an organization partnership.
• Cancel a pending partnership request or end an active partnership.
• Invite personnel: direct, single invite, bulk, and auxiliary personnel.
• Manage relationship data sharing.
• Export organization data.

Select a Home Location/Select a Primary Point of Contact

Select a Home Location

1. Locate the 'General Information' grid. This grid contains basic information about your organization's identity, including a Home Location, if one has been added.
2. To update the Home Location, locate and select Manage. This will navigate you to the Edit Organization page, upon which you can perform several actions.
3. Locate the 'Home Location' dropdown. If a Home Location has previously been assigned, that location will be displayed in the dropdown.

4. Select the dropdown to display a list of all locations associated with your organization in the system.

   

   This dropdown identifies all those facilities that have been added for your organization.

5. Select the appropriate location.
6. Select Save in the top right corner of the page to confirm your changes.

Select a Primary Point of Contact (POC)

1. Locate the 'General Information' grid. This grid contains basic information about your organization's identity, including a Primary POC, if one has been selected.
2. To update the Primary POC, locate and select Manage. This will navigate you to the Edit Organization page, upon which you can perform several actions.
3. Locate the 'Primary POC' dropdown. If a Primary POC has previously been assigned, that individual's name will be displayed in the dropdown.

4. Select the dropdown to display a list of your personnel.

   

   This list will only display a list of your organization's Direct Personnel.

5. Select the appropriate individual.
6. Select Save in the top right corner of the page to confirm your changes.

Create Subordinate Organizations/Initiate an Organization Partnership

Establish Network Relationships

Locate the 'Network Relationships' menu bar and select '^' to expand the table and view the available types of relationships which can be established in OneResponder. All actions within this section are performed within this expanded table.

Create Subordinate Organizations

1. Locate the 'Subordinate Organizations' menu bar and select '^' to expand it and view a list of direct subordinate organizations. If any of your subordinate organizations have created subordinates of their own, you are able to view all levels of subordinate organizations by expanding the 'Subordinate Organizations (All)' table. All Counties have been prepopulated in the system, so if you are an Organization Manager for a State-level organization, you will not need to create subordinate organizations for your counties.
2. Locate and select Manage on the far-right side of the menu bar. This will navigate you to a Manage Subordinates page. On this page you're able to update the organization features by selecting to the left of the appropriate organization name.

3. Select Create. Found in the top right corner of the page, this will open a modal with several fields of information such as the organization name, type of organization, and functions of the organization.

   

   See the 'Organization Management User Guide' for more.

Initiate an Organization Partnership:

1. Locate the 'Partner Organizations' menu bar and select '^' to expand the grid and view all partnerships that your organization has established. This grid will display Partnerships of multiple Statuses.
2. Locate and select Manage on the far-right side of the menu bar. This will navigate you to a Manage Partner Organizations page. 

3. Select Invite in the top right corner.

   

   This will open a modal containing a list of all organizations in the system. You can narrow the results by expanding the filters, or by utilizing the quick search tool.

4. Locate the appropriate organization and select Select to the left of its name.
5. Select Submit in the bottom right of the modal.
6. You will be prompted with an optional comment modal wherein you can add a comment to contextualize your partnership request. To do so, enter a comment and select Save.

Cancel a Pending Partnership Request/End an Active Partnership

Note: The "Pending Invites" grid will not appear in Organization profiles for invites that have not been responded to yet.

Cancel a Pending Partnership Request:

1. Locate the appropriate pending request.

2. Select Cancel Request to the left of the organization name.

   

3. You will be prompted with a warning modal asking you to confirm your choice. If you select Cancel Request it will confirm your cancellation. If you select 'No', No action will be taken.

End an Active Partnership:

1. Locate the appropriate partnership.

2. Select End Partnership to the left of the organization name.

   

3. You will be prompted with a warning modal asking you to confirm your choice. It will confirm the partnership severance If you select End Partnership.
4. Once the partnership severance has been confirmed, the name of that organization will remain listed among your organization's partners, with a Partnership Status of Defunct: MM/DD/YYYY, wherein the date-stamp reflects the day upon which the partnership was ended.

Invite Personnel: Direct, Single Invite, Bulk, and Auxiliary Personnel

Direct Personnel:

1. Locate 'Direct Personnel' and select '^' to expand the grid and view all direct personnel within your organization. This will display personnel status of all Status Types.

2. Select Manage on the far-right of the menu bar to be navigated to a page allowing you to manage your personnel.

   

   The Administer button in the left-most column of the page allows you to view and manage basic information about your personnel, including their username and password, and the ability to deactivate their account and lock or unlock their account as appropriate.

3. In the top right corner of the page there are two buttons: Invite and Bulk Invite. Both methods can be used to invite personnel into your organization.

Note: The "Pending Invites" grid will not appear in Organization profiles for invites that have not been responded to yet.

Single Invite Personnel:

1. Locate and select Invite.

   

   This will open up a modal with several fields of input. First and Last name fields are required as well as email.

2. Select Invite to send the invitation.

Bulk Invite Personnel:

1. Locate and select Bulk Invite.

   

2. Locate and select "Download a sample import file with instructions" to download a formatted Excel template.
3. In the template, there are seven fields of information on the first sheet. The second sheet contains instructions to inform you which fields of information must be filled out for a successful import.
4. Add as many personnel to this sheet as appropriate.
5. Save the file on your computer and return to the Bulk Invite Personnel page.
6. Locate Select File. This will open a window allowing you to search your computer for the Bulk Invite file.
7. Once you select the file, the system will run a report of the email addresses included. All results will be displayed in a table labeled 'Import Results,' and each can be viewed in closer detail by selecting the magnifying glass search icon.
8. Once all warnings have been reviewed and all errors are resolved, select Commit Import.
9. You will be prompted with a modal asking you to confirm your choice to continue with the import. If you are importing a large file, the final import may take several minutes. Do not navigate away from the page.
10. Once the import has been successfully completed, you will be navigated back to the Bulk Import Personnel page.

Auxiliary Personnel

1. Locate 'Auxiliary Personnel' and select '^' to expand the grid and view all personnel who hold an auxiliary connection to your organization.
2. Select Manage to be navigated to the Manage Auxiliary Personnel page.

3. To invite an individual to be an Auxiliary member of your organization, locate and select Invite in the top right corner of the page.

   

4. This will open a modal listing all the personnel in the system.
5. Locate the appropriate individual and click Select to the left of their name. To select multiple people to invite at once, select as many times as needed.
6. Select Submit at the bottom of the modal.
7. This will close the modal and open a comment modal, allowing you to add a contextualizing comment to your invitation.
8. Enter any comment you would like and select This will close the comment modal and send your invitation(s).
9. Once your invitation has been sent successfully, you will see the name of the individual listed in the Auxiliary Personnel grid with a Membership Status of Pending.

Manage Relationship Data Sharing

1. Locate 'Organizations with Access to ORGANIZATION' and select '^' to expand it and view all organizations with which you have an active relationship, as well as permissions defining what administrators in those organizations are able to see.
2. To update those permissions, select Manage on the far-right of the menu bar. This will navigate you to the Manage Data Sharing page.

3. The table on the page will list all organizations to which you hold an active relationship, as well as checkboxes to enable permissions for certain functionalities.

   

4. Different organization relationships allow for different permissions. Please refer to our 'Organization Management' User Guide for more information.

Exporting Organization Data

1. On the Organization Profile page, locate Export in the top right corner of the page.

   

   This will open a modal with two columns of selectable checkboxes. The left-hand column reflects all those grids on the Organization Profile page, and are default selected for export. The right-hand column reflects all those elements of information contained within your organization's account in OneResponder and are default unselected for export.

2. Select, or deselect, as many fields as necessary using the check icon.
3. Once all desired fields have been selected for export, select Submit at the bottom right of the modal. This will initiate the export.

NOTE: Depending on the number of fields selected for inclusion in the export and the amount of data that exists in your organization, this export may take several minutes to perform. Do not navigate away from the page until the export is complete.