Quick Reference
One-page cheat sheets per role. Print-friendly. Pin to a desk for quick lookups during a response.
Facility user cheat sheet
Daily during an incident
| Action | How |
|---|---|
| Report status | Dashboard → Report Status. Re-report at each operational period. |
| Submit a need | Dashboard → Submit Request. Specify quantity, packaging, delivery window. |
| Track a request | My Requests. Status pill = open / partly matched / fully matched / fulfilled / closed. |
| Upload a document | Documents → Upload. Max 25 MB. PDF, Office, image, CSV. |
| Invite a teammate | Facility → Team → Invite. Activation link expires in 7 days. |
Status report fields
- Fully Open - normal operations.
- Open with Limitations - operating, but at least one capacity issue.
- Closed - not seeing patients.
- Unknown / Awaiting Assessment - cannot reach the site.
Request priorities
- Life Safety - delay risks immediate harm. Use sparingly.
- Urgent - within 24 hours.
- Standard - within 72 hours.
- Planning - for the next operational period or recovery phase.
Three rules of good requests
- Be specific. Quantity, units, packaging.
- Say if substitutes are acceptable.
- State delivery window and access constraints.
When stuck
Email [email protected]. Phone bridge details are in the incident banner during a declared response.
Responding organization cheat sheet
Daily during an incident
| Action | How |
|---|---|
| Set deployment status | Dashboard pill (top right). Monitoring / Mobilizing / Deployed / Demobilizing / Recovery. |
| Browse needs | Open Needs. Filter by category, state, priority. |
| Claim a need | View need → Claim. Enter quantity + delivery plan. State = Planned. |
| Mark in transit | Claim detail → In Progress. Maps to in_transit. |
| Mark delivered | Claim detail → Completed. HRA verifies with the facility. |
| Post a resource | Our Resources → Add. Quantity, location, lead time, constraints. |
| Log activity | Auto-logged on every claim and status change. Review at Activity Log. |
Claim states (the 4W flow)
- Planned - claimed, not yet moving.
- In Progress - actively moving.
- Completed - delivered. Awaiting HRA verification.
- Verified - HRA confirmed delivery; parent request closes.
- Withdrawn - claim cancelled before delivery; quantity returned to pool.
Partial claims
If a request asks for 500 and you can deliver 200, claim 200. Multiple partners can split a request. Request stays open for the balance.
Resource hygiene
Set a 2-week review reminder during steady state. Daily during active response. Stale listings hurt matching.
Facilitating body cheat sheet
Access tiers
| Tier | What you see | Who it is for |
|---|---|---|
| Public | Map at /hub, situational summaries, aggregate counts | Anyone |
| Observer | Regional rollups, partner deployment counts, partners-level documents | ESF-8 desks, HCC duty officers |
| Operational | Named facility status, named partner claims | State DOH, FEMA ESF-8 lead, NACHC during federal declaration |
Where to look first
- Landing page - timestamped situational summary (10am/10pm ET).
- Public map - approved situational reports.
- Observer dashboard (tier 2+) - facility status counts, need volume, partner curve, incident timeline.
Sharing externally
- Situational summary: shareable.
- Public map markers: shareable.
- Observer rollups: internal use.
- Named facility / partner detail: never redistribute without HRA review.
Citation format
"Health Response Alliance, Health Response Hub, accessed [date]." Quote summary timestamp directly.
Status code reference
Facility operational status
- Fully Open - normal operations.
- Open with Limitations - operating with at least one constraint.
- Closed - not seeing patients.
- Unknown - status not yet reported or cannot reach facility.
Request states
- Open - submitted, available to claim.
- Partly Matched - some quantity claimed, balance still open.
- Fully Matched - all quantity claimed, awaiting delivery.
- Fulfilled - delivered and HRA-verified.
- Closed - withdrawn or no longer needed.
Partner deployment
- Monitoring
- Mobilizing
- Deployed
- Demobilizing
- Recovery
Organization vetting
- Pending - registered, not yet reviewed.
- Approved - vetted, full access.
- Rejected - application denied; may re-apply.
- Suspended - was approved, currently blocked. Reversible.
Still stuck?
Email [email protected].
HRA staff respond within four hours during business hours, faster during a declared incident.
Page last updated Jul 14, 2026