Purpose Statement

Concurrent data entry allows multiple users to work on the same fire incident documentation at the same time without blocking the entire report.

This feature is useful when one user is completing the main incident report while another user updates apparatus-specific details, including unit times, response information, personnel, actions taken, narratives, and consumables.

Background Information

Within First Due Incident Documentation, apparatus details are part of the fire incident report workflow. First Due’s Incident Documentation supports capturing operational details, apparatus and personnel actions, and wrap-up narratives for incident reporting workflows.

Concurrent apparatus entry helps departments reduce delays when completing incident documentation. Instead of waiting for one user to exit the full report, authorized users can open and update apparatus details directly from the Fire Incident List.

Common use cases include:

• A company officer completing the main fire report while another crew member updates apparatus details.
• A supervisor reviewing the report while unit-level personnel update their assigned apparatus information.
• Multiple apparatus crews completing their own unit information after a multi-unit response.
• Personnel updates, unit narratives, and consumables being entered before the full report is finalized.

Required Permissions

Users must have permissions that allow them to access Incident Documentation and edit fire incident apparatus details.

Because exact permission names may vary by agency configuration, confirm that the user’s role includes access to:

• Incident Documentation
• Fire Incident List
• Fire incident report editing
• Apparatus detail editing
• Personnel updates within apparatus details, if applicable
• Consumables entry, if used by the agency
• Health & Wellness exposure entry, if exposures are tracked from the apparatus personnel section

If a user can view the Fire Incident List but cannot select Edit Apparatus, review their role permissions with an agency administrator.

Video

Step-by-Step Guide

1. Navigate to the Fire Incident List

1. Open the Incident Documentation module.
2. Navigate to the Fire Incident List.
3. Locate the incident report that needs apparatus information updated.

2. Open the Apparatus Details Modal

1. In the Actions column, select Edit Apparatus.

   

1. The Apparatus Detail modal opens.

2. Select the apparatus you want to update.

   

3. Update Apparatus Response Information

1. Review and update the apparatus Use.
2. Update the Response Mode as needed.
3. Use the option to Copy Unit Times if applicable.
4. If the apparatus was not at its assigned station when dispatched, toggle off the assigned station option.

5. Enter the location where the apparatus was located at the time of dispatch.

   

4. Update Unit Cancellation Information

1. Use the Unit Cancelled toggle when applicable.
2. Select the appropriate cancellation timing:
   1. Prior to Dispatch Acknowledgement
   2. Prior to En Route
   3. While En Route
   4. On Scene

3. Review/Update the time fields.

The selected cancellation option will determine which time fields are available or grayed out.

5. Update Apparatus Actions Taken

1. Locate the Actions Taken section.
2. Add or update the actions performed by the apparatus.
3. Confirm that the selected actions accurately reflect the unit’s work on the incident.

6. Update Personnel Information

1. Select the Personnel tab.
2. Enter the total number of people assigned to the apparatus, if your department tracks personnel by count only.

3. If your department tracks personnel by name, select ADD to pick personnel from the list.

   

4. Filter the personnel list by:
   1. Shift
   2. Station
   3. Search/type-ahead
5. Select the applicable personnel.
6. Select Save to add them to the apparatus personnel list.

7. Edit Individual Personnel Details

1. After personnel are added, select the individual personnel record as needed.
2. Update the person’s Riding Position.
3. Update individual Actions Taken.
4. If your agency uses the Health & Wellness module, document exposure information when applicable.

8. Enter the Unit Narrative and Consumables

1. Enter or update the Unit Narrative for the apparatus.

   

2. Add any Consumables used by the apparatus during the incident.

   

3. Review the information for accuracy.

9. Save the Apparatus Details

1. Select Save when the apparatus details are complete.

2. Return to the Fire Incident List.

   

10. Review Apparatus Locking from Inside the Report

1. Open an incident report from the Fire Incident List.
2. Navigate to Apparatus Details.
3. If another user is editing an apparatus record, that apparatus will appear locked.
4. The system will indicate that the apparatus is currently being updated by another user.

This prevents conflicting edits while still allowing other parts of the incident report to be completed.

Best Practices

• Use Edit Apparatus when only apparatus-level information needs to be updated.
• Have each apparatus crew update their own apparatus details when possible.
• Confirm unit times before saving, especially when using copied times.
• Use the cancellation toggle only when the apparatus was actually cancelled.
• Verify that grayed-out time fields match the selected cancellation status.
• Add personnel by name when accurate individual tracking is required.
• Use shift, station, and search filters to quickly locate personnel.
• Complete unit narratives while incident details are still fresh.
• Document consumables at the apparatus level to support accurate inventory and reporting.
• Avoid having multiple users attempt to edit the same apparatus at the same time.

Troubleshooting & FAQs

Why is the main incident report grayed out or locked?

The report may be open by another user. You may still be able to select Edit Apparatus from the Actions column to update apparatus-specific details.

Why is an apparatus locked inside the report?

Another user is currently editing that apparatus detail record. Wait until the user saves and exits before making changes to that apparatus.

Can multiple users edit different apparatus records at the same time?

Yes. Concurrent apparatus entry is designed to allow multiple users to work on different apparatus details while the incident report is being completed.

Can I update personnel from the apparatus detail modal?

Yes. Open the Personnel tab, then add personnel by count or by name depending on your agency’s tracking process.

Why are some unit time fields grayed out?

Time fields may be disabled based on the selected Unit Cancelled status. For example, selecting a cancellation point may prevent later response times from being entered.

Can exposures be documented from the apparatus personnel section?

Yes, if your agency uses the Health & Wellness module and the workflow is enabled for your role.

What should I do if I do not see the Edit Apparatus option?

Confirm that you are in the Fire Incident List and check with an administrator to verify that your role has the required Incident Documentation and apparatus editing permissions.