Partner Organization Guide

Partner organizations are vetted before they can claim needs. HRA reviews insurance, references, and operational readiness. Status moves Pending → Approved after review (typically 2 to 5 business days).

• Pending - registered, not yet approved. You can browse public material but not claim needs.
• Approved - full access.
• Rejected - application denied. You may re-apply with updated documentation.
• Suspended - temporarily blocked, usually for insurance lapse or operational concern. Reversible.

Check status at Account → Organization.

The pill at the top right of your dashboard tells HRA and coordinators where you sit on the response curve. Keep it current.

• Monitoring - watching but no committed resources.
• Mobilizing - decision made to engage; getting ready.
• Deployed - people or supplies actively moving.
• Demobilized - active operations wound down.
• Recovery - supporting longer-term recovery work.

Changing deployment status logs an entry in your activity record automatically.

4W is the OCHA-standard framing: Who is doing What, Where, by When. Every claim moves through four states.

1. Browse Open Needs. Filter by category, state, priority, or affected incident. Click View to see facility, location, quantity, reason, and access notes.
2. Click Claim. Enter the quantity you can provide and a brief delivery plan (ETA, point of contact, transport method). This creates the claim in state Planned.
3. When you actually begin movement of people or supplies, change the claim to In Progress. This maps to in_transit in the database and surfaces on coordinator views.
4. When delivered, mark Completed. HRA staff verify with the receiving facility and close the parent request.

Partial claims

If a request asks for 500 N95 masks and you can deliver 200, claim 200. The request stays open for the remaining 300. Multiple partners can claim portions; this is normal and encouraged.

Withdrawing a claim

If circumstances change before delivery, click Withdraw from the claim detail page and add a reason. The quantity returns to the open pool. Habitual withdrawals trigger admin review.

Use Our Resources to list pre-positioned supplies, mobile teams, transport assets, and contact rosters. HRA staff can match you to needs faster when this is current.

1. Click Add Resource. Pick a category and enter quantity, location, lead time, and access constraints (cold chain, hazardous materials, controlled substances, etc.).
2. Set the resource as Available or Reserved. Reserved means committed elsewhere; HRA can still see it for planning.
3. When a resource is consumed, mark it Depleted. The entry stays for audit but is hidden from active search.

Stale resource listings hurt matching. Set a review reminder for every two weeks during steady-state, daily during active response.

Your activity log captures every claim, status change, resource update, and document upload your organization makes. Use it to brief your own leadership and to produce after-action records.

• Open Partner → Activity Log.
• Filter by incident, date range, or user.
• Export as CSV from the toolbar. Useful for board reports and grant deliverables.

Activity entries are immutable. Errors are corrected by adding a new entry that supersedes the old one.

Partners see all public documents, all partners-level documents, plus anything users in your organization have uploaded.

You can upload at Own org, Partners, or Public level. Public requires HRA review before it is visible to facilities.

Allowed types: PDF, Word, Excel, PowerPoint, PNG, JPEG, plain text, CSV. Max 25 MB.

1. Open Partner → Team.
2. Click Invite User. The invitee gets an activation email; links expire in 7 days.
3. You can grant Standard or Manager access within your org. Managers can invite others; Standard users cannot.
4. Deactivate users who leave the organization. Their submissions remain in the audit trail.

I cannot claim - the button is greyed out.

Your organization status may be Pending or Suspended. Check Account → Organization. If approved, refresh the page (Ctrl+F5) - the permission flag is cached for up to 10 minutes after status changes.

I cannot find a need I saw yesterday.

It was probably fulfilled and closed. Switch the filter from Open to All or use the search box with the request ID. Closed needs remain visible for audit and after-action review.

Map will not load.

The map at /hub requires WebGL. Some VPNs or older browsers block it. Try Chrome or Edge with the VPN off. See map troubleshooting.

My CSV export is empty.

You may have a filter applied that returned no rows. Click Reset Filters and try again. If still empty, your account may not be associated with any claims yet.

More troubleshooting