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Knowledge Center

Pre-Plans: Managing Contacts

Purpose Statement

The Contacts section within pre-plans allows administrators and authorized personnel to manage critical contact information for properties, including property ownership details and individual contacts. This information is essential for emergency responders who need to reach property owners, managers, or key personnel during incidents or for coordination purposes.

Background Information

Contact management in pre-plans provides responders with immediate access to property-related personnel during emergency situations. This feature stores property ownership information, business contacts, and individual contact details that can be crucial for incident command, evacuation coordination, or accessing secured areas. Proper contact management ensures that responders have the necessary communication channels to effectively manage incidents and coordinate with property stakeholders. Once published, contact information becomes available to all responding units through the dashboard interface.

Required Permissions

These permissions are located in the General Section of Pre-Planning Permissions:
 
  1. Pre-Pans Read--Allows User to access Pre-Plan Maps and Pre-Plan list as well as view Pre-Plans in a read only state. 
  2. Pre-Plans Edit--Allows User to edit Pre-plans within the First Due System.
     

Video

Step-by-Step Guide

 
1.  Access the desired Pre-plan to edit.
 

 
 
2. Once in edit mode for a Pre-Plan, select the Contacts tab.

 
3. Enter the Property Ownership type and business phone number if available.
 

 
4. Select Add New to add Contact.
 

 
5. Fill out Contact information.
 

 
6. Use the Notes box to type any additional relevant information. This info will also be available to responding unit within the Dashboard.
 

 
 
7. Click on Add to save the contact to the occupancy.
 

 
8.  When the Pre-Plan in published, the contact information will now be visible as an alert tile as well as the pre-incident planning tab of the dashboard.

Best Practices

Do's

  • Maintain current and accurate contact information at all times
  • Include multiple contact methods when available (phone, email, cell)
  • Designate primary contacts clearly for each property
  • Add detailed notes that help responders understand when and how to use each contact
  • Regularly verify contact information accuracy during pre-plan reviews
  • Publish pre-plan updates promptly to ensure dashboard information is current

Don'ts

  • Don't include outdated or unverified contact information
  • Don't forget to designate primary occupancy contacts when applicable
  • Don't omit important contextual information in the notes section
  • Don't skip publishing updates - unpublished changes won't appear in the dashboard
  • Don't include personal information unrelated to emergency response needs
  • Don't duplicate contact entries unnecessarily

Tips & Recommendations

  • Coordinate with property owners or managers to obtain accurate contact details
  • Include after-hours contact information when available
  • Note the best times to reach specific contacts
  • Consider including backup contacts for critical properties
  • Use clear, professional language in contact notes
  • Regularly audit contact information during routine pre-plan maintenance
  • Consider seasonal variations in contact availability (vacation schedules, etc.)

Troubleshooting & FAQs

Q: Why don't my newly added contacts appear in the dashboard? 
A: Contacts will only appear in the dashboard after the pre-plan has been published. Make sure to click "Publish" after making contact changes.

Q: Can I add multiple primary occupancy contacts? 
A: While the system may allow multiple primary contacts, it's best practice to designate only one primary contact and list others as secondary or backup contacts in the notes.

Q: What information should I include in the contact notes? 
A: Include any information that would help responders effectively communicate with the contact, such as best calling times, alternative contact methods, their role at the property, or special instructions.

Q: How often should contact information be updated? 
A: Contact information should be reviewed and updated during regular pre-plan maintenance cycles, typically annually or whenever personnel changes occur at the property.

Q: Can field personnel see all contact information? 
A: Yes, once published, all contact information becomes available to responding units through the dashboard interface.

Q: What happens if I delete a contact by mistake? 
A: Deleted contacts are removed from the pre-plan. You'll need to re-enter the information and republish the pre-plan. Consider keeping backup records of critical contact information.