Working with Events

This page describes how to manage and use events.

Overview

Events are flexible, secure groupings of related records, people, positions and audit history.

The Positions you are on duty with in an event will determine the functions available to you, including the menus, registers and workspaces.

Events can be used for:

  • an incident (disaster, emergency)

  • project, or block of work (such as permits, patrols, journals etc)

  • testing or training, ‘Test’ events can be used for practice, all email and text notifications will be marked as **TEST**

When an event is completed, all related information and records are retained.

Only administrators can create Events.

You can participate in multiple Events simultaneously if your position is added to them by going on duty to multiple events.

The system tries to intelligently determine which event you wish to work in.

  • If you are going on duty only to positions within one event, Crisisworks will switch you automatically to that event.

  • If you select multiple positions across multiple events, the system assumes you will be working across multiple events and places you into All Participating Events mode. You can then select an individual event by selecting one from the event menu

If you sign in but don't modifying your duty status, then the system will stay in your last selected event.

Events Menu

The Events menu (or Events selector) allows you to join and switch between Events. You can find it second from the top right in the menu bar.

Location of the Events menu

Primary Event

The primary event is the one you have selected, and determines where records will be added.

This event is displayed at all times along the main menu above the events menu and is highlighted in green on the events menu.

Primary Event indicated in the menu bar, and in green under 'Select an Event'

Accessing the Events list

The currently selected event is indicated in green. To open the Events menu use the down arrow

The opened Events menu

Working in 'All Events'

It is possible to not have an event selected (such as if your system has no active events or if you have not gone on duty). In this case 'All Events' may be selected or highlighted.

When working with all events, the dashboards and recent activity will aggregate information across all events in the system. Registers will also show items across all events.

When working with all events, you will need to manually select the event you wish to add items to.

Some actions require you to have an event selected.

Unless you're an experienced user, it may be confusing working in All Events mode so it is recommended, instead, to select an event.

Selecting a Primary Event

To select a primary event:

  1. Open the Events menu

  2. Select the Event from the list

  3. The Primary Event in the main menu bar will update to show the selected Event.

If there are no events in the system, it will default to 'All Events'.

Working in a Single event

The Event Menu displays the name of the currently selected event. Clicking the event's name will take you to the Events and Duties page where you can view the events you have joined; change the positions you are on duty for; and join or leave events.

To view all current events, select View All Events. This will take you to the Event datagrid showing all your Active events.

Use the down arrow to open the Event menu. This shows a list of all participating events and a selection of items under Manage Events, including:

  • Join Another Event — to join an event not listed

  • View Event — to view, and if permitted, edit details of the current selected event

  • View Currently On Duty — for a list of users on duty list by their Position

  • View all Events — (if available) to view all Events and edit settings

  • Create Event - (if available) to create a new event

Administrators and coordinators will get additional options (shown below) to manage the current event, manage all events, and even create a new event.

All Events mode is useful for viewing records across multiple events at once, but it is not possible to add records, nor assign records to users or positions, when in this mode. Users are recommended to select a specific event and work within it as much as possible.

Switching between Events

To switch events, you can select it from the events menu and it will change to a green tick.

Setting your Duties for Events

Your duties determine what you can see and do in the system. When you first sign in your duty status will be set to 'Not on duty'. To begin working, you will need to go on duty by joining an event.

Additionally, your duty status lets other know if you are available to perform your tasks.

To add positions to your account, you must have System Administration Access. If your access level updated, please contact your system administrator.

There are two ways to set your duties for events or go on duty:

  1. via Join an Event under the Events menu, OR

  2. via Go on or Off Duty under the User Profile menu (refer to the section on Your User Account for details on this method)

Changing Duties via the Events menu

To change your duties via the Events menu:

  1. Select Not on Duty or Join an Event from the events menu to access the Events and Duties screen

  2. To quickly go on duty for all available positions, click Join next to the event

  3. To choose specific positions:

    • Expand 'You're off duty' (in red) under the event

    • Use the search bar to filter for a specific event, if needed

    • Tick the checkbox next to the positions(s) that match your role

  4. To go on duty for multiple events at once:

    • Select your desired positions under each event

    • Click Update Duties

This will put you on duty to the event with your position(s).​

Viewing Event Details

You may need to view an event's details, such as what type of event it is (eg. the severity or, whether it is a test event) when it started and which Registers and Positions are involved.

Access to the Event screens may be restricted to administrators. You will only see the Events that are available to your position.

To view an event's details:

  1. Open the Events menu

  2. Under 'Manage Events', select 'View Event'

  3. Open the event from the Events register datagrid to view the details

View Event under Manage Events in the Events menu

General Information

The General Information section includes the main details for an Event.

Example event general details page showing the type of Event, when it started and other relevant information

Currently On Duty

Currently on Duty provides a useful report of all the Positions active for an Event and the individual team member's duty, on call status, contact phone, email and a link to their Contact profile. This helps coordinate team activities during an Event.

Sample Currently on Duty list

Viewing a List of Events

The Events register holds a listing of Events, including both open and closed.

Access to Event screens may be restricted to administrators. You will only see the Events that are available to your position.

To view the Event List:

  1. Open the Events menu

  2. Under 'Manage Events', select 'View All Events'

  3. The Events register will list all the events and let you view the details for any Events listed. See Registers and Datagrid for how to navigate this register.

Sample Events register datagrid

Joining Events

To join another event:

  1. Access the Events menu

  2. In the menu select 'Join Another Event'

  3. Update your duties for that event

When joined to more than one event, registers will show a mix of events simultaneously in the Event column.

Leaving Events

To leave Events you can Go On or Off Duty or in the Events menu:

To leave all events you are currently joined:

  1. Access the Events menu

  2. In the menu select ‘Join Another Event'

  3. At the bottom of the join Events screen use the red 'Leave Event' button

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