Purpose Statement

The Personnel Records feature allows administrators to create comprehensive personnel profiles within First Due, establishing the foundational data needed for scheduling, reporting, training, and system access management. This process creates both personnel records for operational tracking and optional user accounts for system login, streamlining the onboarding process for new department members.

Background Information

Personnel records serve as the central repository for all staff information within First Due, supporting multiple system functions including shift scheduling, incident reporting, training management, and compliance documentation. These records are essential for departments using First Due's scheduling module, ePCR documentation, training tracking, or any reporting features. The system allows for flexible data entry while maintaining required fields for core functionality, and can simultaneously create user login credentials to reduce administrative overhead during staff onboarding.

Required Permissions

Personnel Records

• Edit personnel
• Create personnel
• Delete personnel
• Read Own Personnel

Video

Step-by-Step Guide

1. Access Personnel Management

1. Click the First Due logo in the upper left, then select Personnel > Personnel List.
    

2. Initiate New Personnel Creation

1. Select Add Personnel to begin creating a new personnel record.
    

3. Complete Required Fields

1. You will be redirected to the new personnel form. Complete these three required fields (marked with "(required)"):

• First Name
   
  • Email
     
  • Password
     

4. Configure Key Settings

Field Crew/Service Provider Toggle

• Enable this toggle for personnel who need to appear in Fire and ePCR reports
   

Note: This setting does not affect scheduling assignment capabilities

System User Creation

• Toggle Create System User if the individual needs First Due login access
• When enabled, additional fields appear: Password, Send Credentials to User toggle, and Role selection
   

Assignment Information

Complete the organizational assignment fields based on your department structure:

• Unit
• Division
• Shift
• Station
• Position

Note: These fields establish organizational association but do not automatically place personnel on the Shift Board - manual assignment is still required.

Additional Classifications

• Qualifiers and Groups: Use dropdown menus to assign personnel to relevant qualifiers and groups during creation
   

• Status: Select the current employment/operational status
   

• Is Training Instructor: Enable if the individual should appear as an available instructor in the Training Module
   

5. Complete Optional Information

While only three fields are required, input comprehensive information during initial creation to avoid future updates. For departments using ePCR documentation, verify state Office of EMS requirements for personnel data, including full legal name, date of birth, gender, and race.

6. Finalize Personnel Creation

Click Create in the upper right corner to save the new personnel record.
 

Best Practices

Complete Initial Data Entry: Input as much information as possible during initial creation rather than updating records later, saving time and ensuring comprehensive personnel data.

Verify State Requirements: For departments documenting ePCRs, confirm required personnel data elements with your state's Office of EMS before creating records to ensure compliance.

Use Consistent Naming Conventions: Maintain standardized formats for names, positions, and organizational assignments to support accurate reporting and scheduling.

Enable System Access Appropriately: Only create system user accounts for personnel who require First Due login access to maintain security and license efficiency.

Troubleshooting & FAQs

Q: Why can't I see the Add Personnel option? 

A: You may lack Personnel Management permissions. Contact your system administrator to verify your user role includes personnel creation rights.

Q: What happens if I don't enable Field Crew/Service Provider? 

A: The individual will not appear in Fire and ePCR reports, though they can still be scheduled and managed within the system.

Q: Can I add someone to the Shift Board during personnel creation? 

A: No, personnel must be manually assigned to shifts on the Shift Board after their personnel record is created, even if Unit/Division/Shift fields are completed.

Q: How do I know what qualifiers and groups to assign? 

A: Review your department's established qualifiers and groups in the system settings, or consult with your training officer or administrator for appropriate assignments.