Purpose Statement

This article explains how to create a new personnel record within the Personnel Module in First Due. Personnel records allow agencies to maintain employee information, manage user account access, identify personnel eligible for specific functions, and support operational activities such as scheduling, incident documentation, and training.

Background Information

The Personnel Module provides a centralized location for managing personnel information within First Due.

When creating a personnel record, administrators can configure account access, employment status, operational eligibility, and other personnel-specific settings.

Important considerations include:

• User Account Access: Determine whether the individual needs an active account to log in to First Due.

• Field Crew Service Provider: Identify personnel who should appear in Fire and EMS documentation.

• Personnel Status: Identify whether the individual is an active member of the agency.

• Unit and Shift Assignments: Record unit or shift information for reference without automatically assigning personnel to a scheduling rotation.

• Call Shift Eligibility: Identify personnel eligible for call shifts.

• Training Instructor: Identify personnel who can serve as instructors for agency training.

Important: Creating a personnel record does not automatically assign the individual to a scheduling rotation. Rotations must be configured separately within the Scheduling Module.

Required Permissions

Users must have the appropriate permissions to access the Personnel Module and create personnel records.

The specific First Due permission names and required access levels should be verified against the agency's current role and permission configuration.

Users who cannot access the Personnel Module or the Add button should contact their First Due administrator to review their assigned permissions.

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Step-by-Step Guide

Step 1: Navigate to the Personnel Module

1. Open the Module Stack in First Due.

2. Select Personnel.

3. Click Personnel List to view existing personnel records.


 

Step 2: Create a New Personnel Record

1. From the Personnel List, locate the Add button in the upper-right corner.

2. Click Add to open the personnel record information form.


 

3. The form contains two tabs that organize personnel information.

4. Navigate between sections by selecting the appropriate tab or scrolling through the form.

Step 3: Enter Required Personnel Information

1. Locate the personnel information fields.

2. Enter the individual's First Name.

3. Enter the individual's Email Address.

4. Complete any additional personnel information applicable to your agency.

Important: The First Name and Email Address fields are mandatory when creating a personnel record.

Step 4: Configure User Account Settings

1. Locate the Account Settings section.


 

2. Determine whether the individual will need to log in to First Due.

3. Select the appropriate account option:

• Active: Select this option if the individual requires an active First Due user account.

• Not a User: Select this option if the individual needs a personnel record but will not log in to First Due.

4. If Active is selected, an additional password field will appear.

5. Enter a password for the individual's account as required.

Note: Selecting Not a User removes the password field. This allows agencies to maintain personnel records for individuals who do not require system access.

Step 5: Configure Field Crew Service Provider

1. Locate the Field Crew Service Provider checkbox.


 

2. Check this box if the individual needs to appear as a service provider within Fire and EMS documentation.

3. Leave the box unchecked if this functionality is not required.

Important: Enabling Field Crew Service Provider allows the individual to appear in applicable Fire and EMS documentation workflows.

Step 6: Set Personnel Status

1. Locate the Status field.

2. Select the appropriate status for the individual.


 

3. If the individual is an active agency member, set their status to Active.

Note: Personnel status and user account status serve different purposes. Ensure both settings accurately reflect the individual's relationship with the agency and their need for system access.

Step 7: Configure Unit and Shift Information

1. Locate the applicable Unit and Shift fields.



 

2. Assign the individual's unit or shift information, if applicable.

3. Verify that the information accurately reflects the individual's agency assignment.

Step 8: Configure Call Shift Eligibility

1. Locate the Call Shift Eligible checkbox.


 

2. Check this box if the individual is eligible to participate in call shifts.

3. Leave the box unchecked if the individual should not be eligible for call shifts.

Step 9: Configure Training Instructor Eligibility

1. Locate the Training Instructor checkbox.


 

2. Check this box if the individual serves as a training instructor for your agency.

3. Leave the box unchecked if the individual does not require training instructor eligibility.

Note: This setting identifies the individual as eligible to serve as a training instructor within First Due.

Step 10: Save the Personnel Record

1. Review the information entered in the personnel record.

2. Confirm that all required fields and applicable settings have been completed.

3. Locate the Save button in the upper-right corner.



 

4. Click Save to save the new personnel record.

Best Practices

- Verify Required Information: Confirm that the First Name and Email Address fields are completed before saving.

- Configure Account Access Correctly: Select Active only for individuals who require access to First Due. Use Not a User for individuals who need a personnel record without system access.

- Maintain Accurate Personnel Status: Ensure active agency members have their personnel status configured as Active.

- Enable Field Crew Service Provider When Applicable: Check this setting for individuals who need to appear in Fire and EMS documentation.

- Understand Scheduling Limitations: Do not assume that assigning a unit or shift within the personnel record places an individual on a scheduling rotation. Use the Scheduling Module to manage rotations.

- Review Operational Eligibility: Confirm that Call Shift Eligible and Training Instructor settings reflect the individual's actual responsibilities.

- Review Records Before Saving: Double-check account settings, status, assignments, and eligibility options to reduce the need for corrections.

Troubleshooting & FAQs

Why can't I create a new personnel record?

Verify that you have access to the Personnel Module and the necessary permissions to create personnel records. Contact your First Due administrator if the Add button is unavailable.

What information is required to create a personnel record?

The First Name and Email Address fields are mandatory. Additional information can be entered based on agency requirements.

What is the difference between Active and Not a User in Account Settings?

Active indicates that the individual will have an active user account within First Due. Selecting this option displays a password field.

Not a User allows the agency to maintain the individual's personnel record without providing an active system login.

Why is the password field not appearing?

Verify that Active is selected under Account Settings. The password field appears when the account is configured as an active user.

Why isn't a personnel member appearing in Fire or EMS documentation?

Open the individual's personnel record and verify that the Field Crew Service Provider checkbox is enabled.

Does assigning a unit or shift automatically place personnel on a scheduling rotation?

No. Unit and shift assignments entered within the personnel record are for reference only.

Scheduling rotations must be configured separately within the Scheduling Module.

How do I make personnel eligible for call shifts?

Open the personnel record and enable the Call Shift Eligible checkbox.

How do I identify someone as a training instructor?

Enable the Training Instructor checkbox within the individual's personnel record.

Is personnel status the same as account status?

No. Personnel status identifies the individual's status within the agency, while account settings determine whether the individual has an active First Due user account.

Why isn't my new personnel record appearing in the Personnel List?

First, verify that you clicked Save after completing the record. If the record still does not appear, review any applicable list filters or contact your First Due administrator.