Deployment Tracking
Once Rapid Response caregivers are deployed, real-time tracking ensures your team has full visibility into deployment status, caregiver location, and assignment progress. The tracking system provides a centralized dashboard, detailed deployment records, a historical archive, and a pool-wide availability calendar.
Deployment Dashboard
The deployment dashboard is the primary monitoring screen for all active Rapid Response deployments. Access it at Rapid Response > Tracking.
Dashboard Layout
The dashboard is divided into four sections:
| Section | Description |
|---|---|
| Summary Bar | High-level counts: total active deployments, in transit, on site, returning, and completed this month. |
| Active Deployments Table | A detailed list of every currently active deployment with sortable columns. |
| Map View | A geographic view showing caregiver locations relative to event sites (toggle on/off). |
| Alerts Panel | Notifications for deployments requiring attention: travel delays, check-in overdue, credential expiration. |
Active Deployments Table Columns
| Column | Description |
|---|---|
| Caregiver Name | The deployed caregiver's full name. Click to open their deployment detail record. |
| Event | The event the caregiver is deployed to. Click to open the event detail page. |
| Facility / Unit | The specific facility and unit assignment. |
| Specialty | The clinical specialty for this deployment. |
| Deployment Status | Current status in the deployment lifecycle (see statuses below). |
| Travel Status | Current travel booking and transit status. |
| Start Date | The deployment start date. |
| End Date | The expected deployment end date. |
| Days Remaining | Countdown of days until the deployment end date. |
Deployment Statuses
A deployment moves through the following lifecycle statuses:
| Status | Description |
|---|---|
| Assigned | The caregiver has been selected and assigned to an event. Onboarding is pending. |
| Onboarding | Fast-track onboarding tasks are in progress. |
| Travel Booked | Travel arrangements are confirmed. Awaiting departure. |
| In Transit | The caregiver is traveling to the event location. |
| On Site | The caregiver has arrived and checked in at the event facility. |
| Active | The caregiver is actively working their assigned shifts. |
| Returning | The deployment has ended and the caregiver is traveling home. |
| Completed | The caregiver has returned and the deployment is closed. |
| Cancelled | The deployment was cancelled before completion. |
Assigned --> Onboarding --> Travel Booked --> In Transit --> On Site --> Active --> Returning --> Completed
Set up browser notifications for the Tracking dashboard to receive real-time alerts when deployment statuses change. This is especially useful during the critical In Transit and On Site transition periods when you need confirmation that caregivers have arrived.
Real-Time Status Updates
Automatic Status Transitions
The system automatically updates certain statuses based on integrated data:
| Trigger | Status Change |
|---|---|
| Travel booking confirmed | Assigned --> Travel Booked |
| Flight departure detected (airline integration) | Travel Booked --> In Transit |
| Caregiver checks in via the mobile app or on-site kiosk | In Transit --> On Site |
| First shift recorded in work tracking | On Site --> Active |
| Deployment end date reached | Active --> Returning |
| Return travel completed | Returning --> Completed |
Manual Status Updates
Administrators and Schedulers can manually update deployment status when automatic transitions are not available:
- Open the deployment record from the Active Deployments Table.
- Click Update Status.
- Select the new status from the dropdown.
- Add a note explaining the manual update (required for audit purposes).
- Click Save.
Manual status updates are logged in the deployment audit trail. The system records who made the change, when, and the reason provided.
Location Tracking
Map View
The map view on the deployment dashboard plots the locations of all active deployments:
- Event site pins show the facility locations for active events.
- Caregiver pins show the last known location of deployed caregivers (based on check-in data or travel status).
- Color coding reflects deployment status: blue for in transit, green for on site, yellow for returning.
Location Data Sources
| Source | Data Provided | Update Frequency |
|---|---|---|
| Travel itinerary | Departure city, destination city, flight times. | At booking and when changes occur. |
| Check-in records | Facility check-in timestamp and location. | At each check-in event. |
| Mobile app (optional) | GPS-based location when the caregiver opts in. | Periodic (configurable). |
Location tracking through the mobile app is opt-in only. Caregivers must explicitly enable location sharing in their app settings. The system functions fully without mobile location data by relying on travel and check-in records.
Deployment Detail Record
Clicking on any deployment in the Active Deployments Table opens the full detail record. This view consolidates all information about a single deployment.
Detail Record Sections
| Section | Contents |
|---|---|
| Assignment Summary | Event, facility, unit, specialty, shift type, start and end dates. |
| Caregiver Profile | Name, contact information, specialties, vetting status, and pool membership details. |
| Travel Itinerary | Full travel details: flights, hotel, ground transportation, booking confirmations. |
| Onboarding Checklist | Status of each fast-track onboarding task. |
| Status Timeline | A chronological log of every status change with timestamps and notes. |
| Shift Records | Work tracking data for shifts completed during this deployment (links to event work tracking). |
| Notes | Free-text notes added by administrators, schedulers, or coordinators during the deployment. |
| Audit Trail | Complete log of all actions taken on this deployment record. |
Deployment History
The deployment history provides a searchable archive of all past Rapid Response deployments.
Accessing Deployment History
- Navigate to Rapid Response > Tracking > History.
- Use filters to narrow results:
| Filter | Description |
|---|---|
| Date Range | Show deployments within a specific time period. |
| Caregiver | Search by caregiver name or ID. |
| Event | Filter by event name. |
| Status | Filter by final status (Completed, Cancelled). |
| Specialty | Filter by clinical specialty. |
History Record Details
Each historical deployment record contains the same detail sections as an active deployment, plus:
| Field | Description |
|---|---|
| Total Deployment Duration | The number of days from assignment to completion. |
| Response Time | The time elapsed from the initial deployment request to the caregiver's arrival on site. |
| Shifts Worked | Total number of shifts the caregiver completed during this deployment. |
| Feedback | Any post-deployment notes or performance feedback recorded. |
Availability Calendar
The availability calendar provides a pool-wide view of caregiver availability over time. It is accessible at Rapid Response > Tracking > Calendar.
Calendar Views
| View | Description |
|---|---|
| Month View | Shows the full month with color-coded availability for each pool member. Each row represents a caregiver, and each cell represents a day. |
| Week View | A more detailed view of a single week, showing shift-level availability for each caregiver. |
| Specialty View | Groups the calendar by clinical specialty, making it easy to assess available capacity for a specific need. |
Calendar Color Coding
| Color | Status |
|---|---|
| Green | Available for deployment |
| Blue | Currently deployed |
| Red | Unavailable (personal time, blocked) |
| Yellow | Tentative availability |
| Gray | No availability data provided |
Using the Calendar for Deployment Planning
The availability calendar is a key planning tool for Rapid Response coordinators:
- When a deployment request comes in, open the calendar and filter by the required specialty.
- Identify caregivers who are available (green) for the full duration of the event.
- Click on a caregiver's availability block to initiate the deployment workflow directly from the calendar.
Use the Specialty View during weekly pool readiness reviews to identify upcoming availability gaps. If a critical specialty has fewer than three caregivers available for any given week, consider recruiting additional pool members or adjusting availability commitments.
Alerts and Notifications
The tracking system generates automated alerts for conditions that require attention:
| Alert Type | Trigger | Recipients |
|---|---|---|
| Check-In Overdue | A caregiver has not checked in within 4 hours of their expected arrival time. | Scheduler, Admin |
| Travel Disruption | A flight cancellation or significant delay is detected. | Scheduler, Admin, Caregiver |
| Credential Expiring During Deployment | A caregiver's credential or license will expire before their deployment end date. | Admin |
| Deployment Extension Needed | The event end date has been extended beyond the caregiver's current deployment end date. | Scheduler, Admin |
| Return Travel Pending | A deployment is ending within 48 hours and return travel has not been booked. | Scheduler, Travel Team |
Next Steps
- Reporting -- Generate reports on deployment metrics, response times, and pool utilization.
- Pool Management -- Manage pool membership, vetting, and specialty coverage.