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:

• Manage pending invitations and bulk manage invitations.
• Create a new facility and manage individual facilities.
• Add organization training courses and view nationally available courses.
• Configure a published or local position.
• Manage/update admin role assignments and review admin settings.
• Add or remove an individual to or from administrative staff.

Manage Pending Invitations/Bulk Manage Invitations

Manage Pending Invitations:

If you have any pending invitations, be it for Direct Personnel or for Auxiliary Personnel, there will be a 'Pending Invites' grid. Select '^' to expand the grid and view all Pending Invitations.

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

To resend individual invitations

1. If an invitation has expired, select Resend in the far-left column of the grid.

   

To delete individual invitations

1. To delete an individual invitation, select Delete in the far-left column of the grid.

Bulk Manage Invitations:

1. Locate Manage on the far-right of the Pending Invites menu bar. This Manage button differs from most of the others in OneResponder, in the sense that it is a dropdown.
2. If you need to resend all pending invitations, select 'Resend all'.

3. If you need to delete all pending invitations, select 'Delete all' To confirm this, select Delete.

   

Create a New Facility/Manage Individual Facilities

Create a New Facility:

1. Locate 'Facilities' and select '^' to expand the grid and view all facilities previously added to your organization.
2. Select Manage on the far-right of the menu bar to be navigated to a page allowing you to manage your facilities. The Edit button opens a modal allowing you to edit the location information of the selected facility. The Remove button allows you to remove a facility from your organization.

3. Locate + Create in the top right corner of the page.

   

   This will open a modal with several fields of information

    

4. Select Create at the bottom right of the modal to close the modal and add the facility to your organization's list of facilities.

Manage Individual Facilities:

1. The General Information panel displays the location information of the facility. If you need to change any location information, select Edit to be taken to an 'Edit Facility' page allowing you to update the information as necessary.

   

Add Organization Training Courses/View Nationally Available Courses

Add Organization Training Courses to Catalog:

1. Locate the 'Training Courses' grid and select '^' to expand the grid and view any training courses that have previously been added to your organization's catalog. Trainings contained in this grid are those developed and presented by your organization.
2. To add a new training course, select Manage. This will navigate you to the 'Manage Training Courses' page. On this page, you're able to edit exist training courses by selecting Edit, to the left of the appropriate course. This will open a modal allowing you to update basic information about the course, including its Name, Code, Description, and Years Until Expiration.

3. Locate and select Create in the top right corner of the page. This will open a modal with several fields of input.

   

   'Is Active?' is selected by default; however, if you're creating a record of courses previously offered, you can deselect this if appropriate.

4. Once all information has been updated, select Create.

View Nationally Available Courses:

1. In the dark gray menu on the left-hand side of the page, locate the 'Network' option and select it to expand the option and view specific pages. From those sub-options, select 'All Training Courses'. This will navigate you to a page listing all training courses to which you have access.

   

2. Locate 'Filters' and select '^' to expand the filters. You're able to narrow the results to display specific training catalogs. If you would like to see only those training catalogs belonging to your parent organizations, your subordinate organization(s), or your partner(s), select the corresponding checkboxes. If you would like to view all training courses from a national training provider, activate the dropdown labelled 'Organization' to view the catalogs of all those national training providers in OneResponder.
3. Any of the courses displayed in this list are available to be added as a Position requirement, awarded to someone as having been completed, or scheduled as an upcoming training delivery. 

View Positions in Your Catalog:

1. On your Organization Profile, locate the grid titled 'Position & PTB Catalog' and select '^' to expand the grid. Within this grid, you are able to see all positions previously added to your organization's catalog.

   

   If you see a Position listed in this grid, you're able to select the magnifying glass search icon to view the corresponding Position Details. The Position Details page for any position in your organization's catalog will display 'Manage' buttons on the far right of the 'Tasks,' 'Training,' and 'Skillsets' grids, allowing administrators to update the requirements to include any jurisdictional requirements.

Configure a Published or Local Position

Configure a Published Position

1. Locate and select Manage on the far-right of the 'Position Catalog' grid. This will navigate you to the Manage Position Catalog page.

2. Locate and select Configure Published Position in the top right corner of the page.

   

   This will open a modal containing a list of all positions that have been published by national resource provider organizations in the system.

3. Click Select to the left of the appropriate position.
4. Select Submit at the bottom right of the modal to add this position to your organization's position catalog.

Configure a Local Position

1. Locate and select Manage on the far-right of the 'Position Catalog' grid. This will navigate you to the Manage Position Catalog page.

2. Locate and select Configure Local Position in the top right corner of the page.

   

   This will open a modal containing three fields of input.

3. Once all fields have been filled out, select Create at the bottom right of the modal. This will create the position and add it to your catalog.
4. Select the magnifying glass search icon to the left of the newly created position to be taken to its Position Details page, from which you're able to update the position with all jurisdictional requirements that comprise the position.

Manage/Update Admin Role Assignments/Review Admin Settings

Manage Admin Role Assignments:

1. Locate the 'Admin Role Assignments' grid and select '^' to expand it and view all personnel who currently hold administrative roles in your organization.
2. Select Manage to be taken to the Manage Admin Role Assignments page. On this page, you are able to add new personnel to your administrative staff, alter the roles assigned to current administrators, and remove an individual from your administrative staff.

Update Assigned Admin Roles:

1. Locate the appropriate individual listed in the 'Existing Admins' grid.

2. To assign a new admin role to an individual, follow the steps listed below:

   1. Locate the 'Roles' dropdown in the right column of the grid. Selecting this dropdown will activate a list of all administrative roles available for assignment.

       

      

   2. Select as many roles as are appropriate.
3. To remove an existing role from an individual, follow the steps listed:
   1. Each administrative role assigned to an individual is displayed as a badge with an X in its left margins. Select the 'X' to remove the role from the selected individual. If you remove an administrative role from an individual who only had a singular role assigned, this will activate the dropdown in order to allow you to select another role. You will be unable to save your changes until at least one admin role is assigned to each individual listed in the grid.
4. Once all changes have been made, be they additions or removals of administrative roles, locate and select Save  in the top right corner of the page to confirm your pages. If you attempt to leave the page prior to saving your changes, you will be prompted with a warning modal that your changes will be lost if you leave the page.

Review Admin Settings

1. Locate the 'Admin Settings' menu bar and select '^' to expand the grid and view the features enabled for your organization.

2. Select on the far-right of the menu bar to be navigated to the 'Manage Admin Settings' page.

   

3. On this page, you can view not only those features enabled for your organization but also your organization's function type.

Add or Remove an Individual to or from Administrative Staff

Add New Individual to Administrative Staff

1. Locate and select + Add Admin button in the top right corner.

   

   This will open a modal containing a list of all personnel in your organization. The list will default to show only your direct personnel; however, you are able to open the filters and expand the list to include auxiliary personnel, as well as personnel in your parent organization, and any subordinate organization(s) and partnership(s) your organization may have.

2. Locate the appropriate individual and select +Add to the left of their name. You are able to select multiple personnel during the same session. If necessary, select + Add to the left of as many names as are appropriate. If an individual is listed but does not have an + Add button to the left of their name, this indicates that they are already listed as one of your administrative personnel and cannot be re-added to the list.
3. Once all appropriate individuals have been selected, click Add Selected at the bottom right of the modal. This will close the modal and display the selected individuals in a grid titled 'New Admins'.
4. In the right column of the grid, locate the 'Roles' dropdown. Selecting this dropdown will activate a list of all administrative roles available for assignment. For assistance determining which role is appropriate, selecting Help will open a modal listing all admin roles, as well as the actions they can perform. This information is also visible in our Job Aid: Manager Roles.
5. Select the appropriate administrative role(s) from the dropdown. Individuals are able to hold multiple administrative roles within one organization, if appropriate. If you have selected multiple personnel to add to your organization's administrative staff, repeat step 5 as many times as necessary.
6. Once all changes have been made, select Save in the top right corner of the page to confirm your updates.

Remove an Individual from Administrative Staff

1. Locate the appropriate individual listed in the 'Existing Admins' grid.

2. Locate and select × Remove to the left of their name.

   

   Once you click the button, it will turn into an Undo button, allowing you to preserve the individual's administrative roles.

3. Once all changes have been made, locate and select save in the top right corner of the page to confirm your pages.