The paperwork the mission leaves behind.
Hours somebody has to total. A state form somebody has to type. A chainsaw that came back broken and a claim nobody knows how to file. A donated-resources figure your county asks for months later. All of it is downstream of attendance you already took — so it shouldn't cost anyone another evening.
Already counted, because you checked people in.
Marking a member present at an event logs their hours against it. The log is the same record the grant reviewer wants and the same record the state form is built from — one number, not three that disagree.
| Member | Activity | Date | Hours | Miles |
|---|---|---|---|---|
| Dana Whitfield | Windstorm activation | Sep 14 | 8.0 | 62 |
| Marcus Reyes | Windstorm activation | Sep 14 | 8.0 | 41 |
| Priya Anand | Comms drill | Sep 9 | 3.0 | — |
| Dana Whitfield | Ground team refresher | Sep 26 | 6.0 | 18 |
| Rosa Delgado | Ground team refresher | Sep 26 | 6.0 | — |
| Total — 26 members | 14 activities | September | 418.5 | 2,140 |
The hours log, totalled and ready to hand over.
Two details that matter more than they sound
- Mileage entered by hand is never overwritten. A member who logs 62 miles keeps them, even if a later kiosk tap re-touches the same record. Losing a volunteer's mileage once is enough to lose their trust in the whole log.
- The log pages properly. A year of activations for a large roster is tens of thousands of rows; it is paged at the database with a stable sort, so page seven is genuinely page seven and nothing is silently skipped.
- Outside responders are in the totals. Mutual-aid hours count toward the mission whether or not that person is one of your members — because the county is asking about the mission, not your roster.
Your state's own form, filled in.
Nobody at a county EM office wants a lookalike. So where we support a state's form, the export takes that state's own blank PDF and writes your data onto it at measured coordinates — the same sheet they already know how to read, filled in. Washington's EMD-078 is the form that ships today.
Washington Military Department · Emergency Management Division
(Rev. 12/2017)
| Name | EW card | Assignment | In | Out | Hrs | Miles |
|---|---|---|---|---|---|---|
| Whitfield, Dana | WA-40912 | Team Leader | 0600 | 1400 | 8.0 | 62 |
| Reyes, Marcus | WA-41077 | Ground Team | 0600 | 1400 | 8.0 | 41 |
| Anand, Priya | WA-41190 | Shelter Ops | 0800 | 1600 | 8.0 | — |
| Navarro, Luis | WA-38804 | Mutual aid | 0900 | 1430 | 5.5 | — |
| Total personnel: 24 | Totals | 186.5 | 1,204 | |||
- Overlay, not redraw. The state's PDF is the page; we write over it at coordinates measured from the blank's own geometry. If Washington reissues the form, we replace the blank and re-measure rather than approximating the new one.
- Paper limits are respected. EMD-078 has room for exactly two dates and 24 workers. A longer mission splits across sheets, and each sheet says which one it is, so a coordinator knows whether they were handed the whole set.
- No form for your state? The log still exports. Filtered hours come out as CSV for whatever your county or grant office actually asks for. The state overlay is an addition to that, never the only way to get your numbers out.
Which state forms exist today
State forms are a custom offering, built by request — not a feature that covers all fifty states. Washington is what ships today: the EMD-078 activity report above, and the EMD-086 property loss claim below. Everything else on this page works regardless of where you are.
Adding a state means obtaining that state's blank, measuring every field on it, and checking the result against what the receiving agency will actually accept. That is real work, scoped per form, and we take it on based on demand. If a particular form matters to your decision, raise it before you buy and we'll tell you plainly whether and when we can do it.
Members respond with their own trucks, radios, and saws.
That equipment is a real contribution and, occasionally, a real loss. Members register it once; checking in to an event attaches it automatically, so nobody is reconstructing from memory which chainsaw was on which mission.
A member's own response gear.
- Claimant and mission, filled inThe emergency worker, the unit, the county EM agency, and the mission number the loss happened on — all already on the event.
- What we can't know stays blankEmergency worker card and statewide vendor number print as ruled lines to complete by hand. A guessed field is a returned claim.
- It refuses to produce the wrong formNo county EM agency on file, no mission number, or an org outside Washington, and generation is blocked with the gaps named — rather than quietly emitting a generic packet.
- Over $2,000, you're told why it waitsState law wants a compensation board convened before a claim above that threshold is sent in. The packet says so instead of letting you find out from the rejection.
The claim packet, assembled from the event. Washington's EMD-086 is the claim form that ships today; other states' are custom work, as above.
And the gear that came home fine still counts
Equipment a volunteer brings to a mission is a donated resource, and donated resources are the match many federal and state programs are actually asking you to document. Because check-in already recorded whose truck and whose saw were there and for how long, that report is a filter and an export rather than a month of reconstruction — and it's the half of the story most organizations never manage to tell.
All of it starts at check-in — see scheduling & attendance for how the roster gets built in the first place.
Bring us the report you dread most.
Grant match, state activity form, donated resources — show us the one that costs you a weekend and we'll show you where it already lives.