Train the Trainer: Exercise Setup Instructions

This document outlines the steps to set up a Crisis Track training course.

Training Agenda and Requirements

Here is the typical agenda and logistics requirements for conducting a Crisis Track training class:

Goal: The goal of the training is to get your team to a point where they can conduct the training to the localities

10:00 am - 12:00pm Crisis Track Training for Admins.  This training will go over the Crisis Track Web Application and Administration functions.  Only those who will assign, track, and report on damage assessment operations need to attend this session. Participants will need a laptop for this training.

1:00pm - 3:00pm Crisis Track Training for Building Assessments.  This training will cover how to perform a building damage assessment in the field.  It is a mix between classroom training and a short field exercise.  Participants will need a mobile device for this training.

Venue.  You will need a facility large enough to hold the attendees and one that has a TV or projector that you can plug into.

Logins.  As you get closer to the training date, you should set up an account for each attendee to allow them to log into the system as well as info on what to expect for the training.  To set up the account, you will need a list of names and emails for the attendees.

Devices.  Ask each participant for the field sessions to have a mobile device with Crisis Track pre-loaded.  Crisis Track is available on the iTunes, Google Play, and Microsoft Stores. Search "Crisis Track".

Sample Training Invitation Email:

Here’s a sample email template that a local emergency manager can send to their damage assessment team members for the Building Damage Assessment training:

We have recently purchased a disaster management system that will improve how we collect damage assessment information.  This software will be made available to you to coordinate emergency management activities and gather disaster costs needed to apply for recovery dollars.  My hope is that after a disaster this software will allow all of us to more quickly identify damage structures and more efficiently provide data to FEMA to get more disaster assistance into your locality.

To participate in the program we are asking two things from you:

1) Attend a 2-hour training session on how to use Crisis Track in the field

2) Bring a mobile device for this training (iOS, Android, or Windows 10)

We look forward to your involvement,

Crisis Track Training Exercise Setup

  1. Log into the Crisis Track Console (crisistrack.com/ctc2/console.jsp?) using your admin username and password.  
  1. Setup User accounts
    1. Go to Admin->User to set up each attendee as a User in their account.  Include first name, last name, and email if you have it. Default to User role unless they are taking the Admin training. Click "Send Email with 
    2. You should add the credential information to a spreadsheet. You will not be able to retrieve the password if you forget it.
    3. Send the list of new user emails to support@crisistrack.com. We will launch an online tutorial for each user.
  2. Set up an incident for the Training.
    1. Go to Admin->Incident
    2. Close all Active Incidents in the account. (do not delete.)
    3. Click on New Incident
    4. Name the Incident “Crisis Track Training <year>”  i.e. “Crisis Track Training 2019”.
    5. Make it a Severe Storm.
    6. Ensure that the Incident is Active.
    7. Keep everything else as defaults.
  3. Set up Building Damage Assessment exercises
    1. Click home and click on the incident you just created. Then Click on Tasks
    2. Setup X number of new Building Damage Assessment tasks where X=# of Attendees/2 + 1.
      • Name the team “Damage Assessment Zone <integer>” i.e. "Damage Assessment Zone 3”.  
      • Change the date to the date of the training.
      • Select “B” as the Time Charge Category.
      • Click on Save and a map should pop up.
    3. Assign 2 Structures for each Task.  Click on the Assign Structures button above the legend and use Tools->Address Search to enter the address of the training venue to find the area to set up the tasks.  Click on the Structures layer in the legend to see where individual structures are located. You may want to change the map background to imagery (Map->Satellite) and click on the yellow clusters to see the location of individual structures. Clicking on the individual structure will show the address and the category.  Use the selection tools to highlight the structures. When you have the structures you want, click “Assign”. Here are some guidelines for selecting structures:
      • Keep the two structures close to each other
      • Select structures that are close (a few blocks away) from the training venue
      • Avoid apartments or townhouses where possible
      • Spread each team out radially from the training venue
      • Try to mix a residential and a commercial structure for each team
    4. Copy Addresses to Building Assessment Exercise Handout template.  Copy each address from each task to the corresponding team in the Exercise Handout document.
    5. Fill the Category.  Based on these the following codes for the Category:
      • Residential - IA
      • Commercial - IAC
      • Publicly Owned - E
    6. Complete the Scenario based on the category as follows: 
      • IAC/E 1:  Facility is in use.  Flood damage. 2 feet of water in first floor. Business is closed.
      • IAC/E 2:  Facility is in use. Slight roof damage. Business is closed.
      • IA 1: Facility is in use.  Flood damage. 2 feet of water in first floor. Primary residence insured.
      • IA 2: Facility is in use. Slight roof damage. Primary residence. Insured
    1. Fill out the addresses for the initial damage report on the 2nd page.  The category and scenario in the template are already filled out.  (Use 1st of 2 address structures as this address)

    4. Change the date on the Exercise Handout.  Find and replace the date in the Exercise Handout with the training date.       

        5. Email the user credentials to each participant.  Use this email template:

In preparation for the <training date> training, we set you up with a Crisis Track user account.  Here's your login information:

Username:  XXXX

Password:  XXXX

Please download the Crisis Track mobile application onto your device by visiting the iTunes App Store, Google Play Store or Windows Store and searching for “Crisis Track”.

You can also use your credentials to login to the web console app atwww.crisistrack.com/console/.

Should you have any login issues, please contact me at ???

Best regards,

6.              Powerpoint presentations. Here’s how to set up the Administrative Console and Building Damage Assessment training powerpoint presentations:

  1. Change the Name of the jurisdiction on the fist slide
  2. Change the State and Countywide Impact Threshold for the County where you’re training

7.              List of Handouts.  Here’s a list of typical handouts for each session:

Crisis Track for Admins:

-        Incident Administration Quick Start

Crisis Track for Building Assessments:

-        Damage Assessment Field Quick Start

-        Damage Category Handout

8. Sign-in Sheet. Please prepare a sign-in sheet for each training session and give a copy of the sheets to the Emergency Management Coordinator.

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