Purpose

This article explains how to add, edit, and manage occupancy contacts within the Pre-Plans module in First Due. Maintaining accurate occupancy contact information allows fire and EMS personnel to quickly identify property owners, business representatives, and other important contacts associated with an occupancy.

Background Information

The Contacts tab within an occupancy's pre-plan allows users to document property ownership information and maintain a list of associated contacts.

Users can create new contacts, search for existing contacts within the First Due Contact Directory, and update or remove contacts as needed.

Maintaining current occupancy contact information helps improve communication, supports pre-incident planning, and provides responding personnel with access to important contact details.

Required Permissions

Users must have the appropriate permissions to access and manage occupancy information within the Pre-Plans module.

The specific permission names required to create, edit, or delete occupancy contacts were not identified in the provided training material.

Contact your First Due administrator to verify that your assigned role allows you to access pre-plans and manage occupancy contacts.

Video

Step-by-Step Guide

Step 1: Navigate to the Pre-Plans Map

1. Click the First Due logo in the upper-left corner of the screen.
2. Select Pre-Planning from the navigation menu.
3. Click Pre-Plans Map to open the map interface.
   
   
   
    

Step 2: Access an Occupancy Pre-Plan

There are two ways to access an occupancy for contact management:

1. Create a New Occupancy: Create a new occupancy from the Pre-Plans Map.
2. Select an Existing Occupancy:
   • Locate and click an existing occupancy on the map.
   • Select Access Pre-Plan to open the occupancy's pre-plan.
     
     
      

Step 3: Open the Contacts Tab

1. Once inside the occupancy's pre-plan, locate the tabs in the upper-left corner.
2. Click the Contacts tab.
3. The Contacts section allows you to view and manage property ownership information and associated occupancy contacts.
   
   
   
    

Step 4: Document Property Ownership Information

1. Locate the property ownership section within the Contacts tab.
2. Click the Property Ownership dropdown.
3. Select the appropriate option from the available list.
4. Enter a Business Phone number, if applicable.
   
   
   
    

Step 5: Review Existing Occupancy Contacts

1. Locate the existing contacts list within the Contacts tab.
2. Review any contacts currently associated with the occupancy.
3. To modify an existing contact, select the appropriate Edit option.
4. To remove a contact, select the appropriate Delete option.
   
   
   
    

Step 6: Search the Existing Contact Directory

Before creating a new occupancy contact, you can search the First Due Contact Directory to determine whether the contact already exists in the system.

1. Within the Contacts tab, click Add to open the contact entry form.
2. Type the Name in the search bar and Select if available.
3. Locate the option to search the existing Contact Directory.
4. Click the Contact Directory button.
5. The First Due Contact Directory will open in a separate browser tab.
6. Add new Contact to the directory (Separate KBA)
   
   
   
    

Step 7: Add a New Occupancy Contact

If the contact needs to be created, you can manually enter their information within the occupancy's Contacts tab.

1. Within the Contacts tab, click Add.
2. Enter or select the applicable contact information:
   • Contact Type: Identify the type of contact being added.
   • Primary Occupancy Contact: Indicate whether the individual is the primary contact for the occupancy.
   • Name: Enter the contact's name.
   • Company Name: Enter the associated business or organization.
   • Location: Enter the contact's location.
   • Phone Numbers: Provide applicable phone numbers.
   • Mobile: Enter the contact's mobile phone number.
   • Primary Contact: Complete the applicable primary contact field.
   • Phone Type: Specify the phone number type.
   • Email: Enter the contact's email address.
   • Notes: Document any additional relevant information.
3. Review the information for accuracy.
4. Click Add to add the contact to the occupancy's contact list.
5. Verify that the new contact appears in the existing contacts list.
   
   
   
    

Best Practices

• Maintain Accurate Contact Information: Regularly review occupancy contacts to ensure phone numbers, email addresses, and other details remain current.
• Identify Primary Contacts: Designate the appropriate primary occupancy contact so personnel can quickly determine whom to contact.
• Use Appropriate Contact Types: Select the contact type that accurately describes the individual's relationship to the occupancy.
• Check for Existing Contacts First: Search the Contact Directory before manually creating a new contact to help minimize duplicate records.
• Document Relevant Notes: Include information that may assist personnel with pre-incident planning or communication.
• Review Contacts During Pre-Plan Updates: Verify contact information whenever an occupancy's pre-plan is reviewed or updated.
• Remove Outdated Information: Edit or remove contacts that are no longer associated with the occupancy.

Troubleshooting & FAQs

How do I access occupancy contacts?

Navigate to First Due Logo > Pre-Planning > Pre-Plans Map, select an occupancy, click Access Pre-Plan, and open the Contacts tab.

Can I add multiple contacts to an occupancy?

The Contacts tab provides an Add option for creating contacts and displays existing contacts in a list.

How do I identify the primary occupancy contact?

When adding a contact, use the Primary Occupancy Contact option to indicate whether the individual is the primary contact.

Can I edit or delete an existing occupancy contact?

Yes. The Contacts tab provides options to edit or delete contacts already associated with the occupancy.

Should I search the Contact Directory before creating a new contact?

Yes. Searching the Contact Directory first can help identify existing contact records and reduce duplicate entries.

Can I search for contacts that already exist in First Due?

Yes. While adding a contact, you can access the Contact Directory to search for existing contact records. The directory opens in a separate browser tab.

What information can I include when creating a contact?

You can document the contact's name, company, location, phone numbers, mobile number, phone type, email address, contact type, primary contact designation, and notes.

Where can I document property ownership information?

Property ownership information is available within the Contacts tab. Use the provided dropdown to select the appropriate ownership option.

Why can't I add or edit occupancy contacts?

Your assigned user role may not have the necessary permissions. Contact your First Due administrator to verify your access to the Pre-Plans module and occupancy contact management.