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Setting Up Mobile App Unit Times to Auto-Populate Fire Incident Unit Times

Purpose Statement

This article explains how to configure First Due's Mobile app integration to automatically populate Fire Incident unit response times from mobile app status changes. This integration eliminates manual data entry when completing incident reports, improving efficiency and accuracy for incident documentation.

Background Information

First Due's Responder module can be integrated with the Mobile app to streamline incident time documentation. When responders use the Mobile app status buttons to update their unit's status during response, these status changes can automatically populate corresponding unit times in Fire incident reports within the Incident Documentation module.

Key Points:

  • This feature only applies to incident reports in "Not Started" status in the Incident Documentation module
  • CAD-sourced unit times take priority over Mobile app unit times (CAD must send the Unit Code)
  • This integration reduces manual data entry and improves incident report accuracy
  • Requires initial configuration by your Client Success Manager or Support team

Common Use Cases:

  • Departments using First Due Mobile app for unit status tracking
  • Agencies wanting to reduce manual data entry in NFIRS reporting
  • Organizations integrating multiple First Due modules for comprehensive incident management

Prerequisites:

  • Active First Due Mobile app deployment
  • Responder module configured with appropriate Responder Status buttons
  • Assets module with apparatus records created
  • User accounts created for each apparatus (not personnel users)
  • Feature must be enabled by Client Success Manager or Support team

Required Permissions

Administrator Level Permissions Required:

  • Responder Module: Full administrative access to modify Responder Status settings in Responder Setup
  • Assets Module: Edit permissions for apparatus records to assign user associations
  • User Management: Ability to create and manage apparatus-based user accounts
  • System Configuration: Permission to request feature activation from Client Success Manager
NotesNote: This is an administrator-only configuration. Field users will only need Mobile app access to trigger the integration once configured.

 

Video


 

 

Step-by-Step Guide

Step 1: Contact Support to Enable the Feature

Before beginning configuration, you must request feature activation from your Client Success Manager or First Due Support team. This feature is not enabled by default. 

InfoAction: Contact your Client Success Manager or submit a support ticket requesting "Unit Status Times populating into NFIRS" be enabled for your agency.

 

Step 2: Navigate to Responder Status Configuration

Once the feature is enabled, begin mapping mobile app status buttons to Fire incident times.

  1. Log into First Due with administrator credentials
  2. Navigate to Responder Setup Responder Status
  3. The Responder Status configuration page will display


 

Click on 3 items


 

Step 3: Select Mobile App Statuses to Map

Choose which mobile app status buttons should populate Fire incident times.

  1. Locate the Responder Status dropdown on the configuration page
  2. Select each mobile app status you wish to map to NFIRS times (e.g., En Route, On Scene, Available)
  3. Review your agency's current mobile app status buttons to ensure proper selection


 


 

Step 4: Customize Status Button Labels (Optional)

Align mobile app button labels with your agency's terminology for consistency.

  1. In the status button configuration section, locate the label field for each status
  2. Enter your agency's preferred terminology (e.g., change "En Route" to "Responding")
  3. Ensure labels are clear and match your standard operating procedures 
  4. Best Practice: Use terminology that matches your agency's radio communications and existing protocols to reduce confusion.
     
Click on To Scene

Step 5: Map Mobile Statuses to Fire Response Times

Connect each mobile app status to its corresponding Fire incident time field.

  1. For each mobile app status selected, locate the Fire response time dropdown
  2. Select the appropriate Fire response time that corresponds to that status (e.g., map "En Route" mobile status to "En Route Time" in Fire)
  3. Repeat for all mobile app statuses you wish to map
  4. Review all mappings for accuracy Common Mappings:
  • "Dispatched" → Notified Time
  • "En Route" → En Route Time
  • "Arrived" → Arrived Time
  • "In Service" → Cleared Time


 

Click on Back in Service


 

Step 6: Save Responder Status Configuration

Finalize your status mapping configuration.

  1. Review all status mappings to ensure accuracy
  2. Click the Save button at the bottom of the configuration page
  3. Confirm the success message appears
Click on Save

Step 7: Create Apparatus-Based User Accounts


 

AlertCRITICAL REQUIREMENT: Each apparatus must be associated with a dedicated user account (not a personnel user account). The mobile device used on the apparatus should be logged in as that apparatus user.

 

  1. Navigate to Administration Users (or your agency's user management section)
  2. Create a new user account for each apparatus
  3. Use a naming convention such as "Engine-1" or "Medic-5" for the username
  4. Set appropriate login credentials
  5. Assign only the permissions necessary for mobile app status updates Important: These are apparatus users, not personnel users. Each apparatus needs its own dedicated user account for this integration to function properly.Reference: For detailed instructions on creating apparatus-based users, see the related Knowledge Base article on apparatus user setup (Step 5).


 

Click on Add Personnel

 


 

Step 8: Navigate to Apparatus Records

Associate each apparatus with its corresponding user account.

  1. Navigate to Assets Apparatus List
  2. The Apparatus List page will display all apparatus records in your system
  3. Identify the apparatus you need to configure

 

Click on Apparatus List


 

Step 9: Edit Apparatus Information

Open the apparatus record for editing.

  1. Locate the apparatus in the Apparatus List
  2. Click the Edit button or apparatus name to open the apparatus record
  3. The Apparatus Information page will display
Click on row

 

Step 10: Associate User with Apparatus

Link the apparatus-based user account to the apparatus record.

  1. In the Apparatus Information section, scroll down to locate the User field
  2. Click the User field dropdown
  3. Select the apparatus-based user you created in Step 7 (e.g., "Engine-1")
  4. Verify you selected the apparatus user, not a personnel user


 


 

Step 11: Save Apparatus Configuration

Finalize the apparatus-user association.

  1. Review the user association to confirm accuracy
  2. Click the Save button at the bottom of the page
  3. Confirm the success message appears
  4. Repeat Steps 8-11 for each apparatus that will use this integration

Step 12: Verify Integration Functionality

Test the integration to ensure proper configuration.

  1. Log into the First Due Mobile app using an apparatus-based user account
  2. Respond to a test incident and update unit status using the mobile app buttons
  3. Navigate to Incident Documentation in the web application
  4. Open the corresponding incident report (must be in "Not Started" status)
  5. Verify that unit times have auto-populated based on mobile app status changes
  6. Confirm mapped times appear in the correct Fire incident time fields 
     
  7. Expected Result: When the apparatus user changes status in the mobile app, the corresponding time should automatically populate in the Fire incident report for that unit.
     

Best Practices

Configuration Best Practices:

  • Create a mapping reference document showing which mobile statuses map to which Fire times for training and troubleshooting purposes
  • Use consistent naming conventions for apparatus users (e.g., "Engine-1", "Ladder-2") to simplify management
  • Test the integration thoroughly with each apparatus before deploying agency-wide
  • Document your agency's status button customizations to maintain consistency across shifts and personnel
  • Review and update mappings when operational procedures change or new status buttons are added

Operational Best Practices:

  • Train apparatus personnel on proper mobile app login procedures using apparatus-based accounts (not personal accounts)
  • Ensure mobile devices remain logged in as the apparatus user for the duration of the shift
  • Establish protocols for when CAD data should take priority over mobile app times
  • Create a backup process for manual time entry if mobile devices malfunction
  • Monitor data quality by periodically reviewing incident reports to ensure times are populating correctly

Common Mistakes to Avoid:

  • DO NOT associate personnel users with apparatus records - this will break the integration
  • DO NOT log into mobile devices with personal user accounts when responding on apparatus
  • DO NOT assume the integration works without testing - always verify configuration
  • DO NOT forget to enable the feature through your Client Success Manager before configuration
  • DO NOT map multiple mobile statuses to the same Fire incident time field

Integration Priority Note: Remember that CAD-sourced times will override Mobile app times if both are present. Ensure your CAD system is configured to send Unit Codes if you want CAD data to take priority.

Troubleshooting & FAQs

Q: Times are not auto-populating in my incident reports. What should I check?

A: Verify the following configuration points:

  1. Confirm the feature has been enabled by your Client Success Manager or Support
  2. Verify the mobile device is logged in as an apparatus user, not a personnel user
  3. Check that the apparatus record has a user associated in the User field
  4. Ensure the incident report is in "Not Started" status (integration only works for this status)
  5. Confirm status mappings are configured correctly in Responder Setup Responder Status
  6. Verify the mobile app status change was successfully submitted (check for connectivity issues)

Q: Can I use this integration if I also receive CAD data?

A: Yes, but CAD data takes priority. If your CAD system sends unit times with Unit Codes, those times will override any Mobile app times. This integration is most valuable for filling gaps when CAD data is unavailable or for supplementing CAD data for specific time stamps your CAD doesn't provide.

Q: What happens if I edit times manually after they auto-populate?

A: Manual edits will be preserved. The auto-population only occurs when the incident report is in "Not Started" status. Once you begin editing the incident report, manual changes take precedence over automated population.

Q: Do I need to create a separate user for every apparatus?

A: Yes. Each apparatus requires its own dedicated user account for the integration to properly attribute times to the correct unit. This one-to-one relationship is critical for accurate incident documentation.

Q: Can personnel users trigger the integration from their personal mobile devices?

A: No. The integration only works when the mobile device is logged in as an apparatus-based user account and that apparatus user is associated with an apparatus record in the Assets module. Personal personnel accounts cannot trigger unit time population.

Q: What if I rename or customize my mobile app status buttons?

A: Customizing status button labels (Step 4) does not affect the integration functionality. The underlying status mapping to Fire times remains intact regardless of label changes. However, always verify mappings after making label changes to ensure clarity.

Q: Will this integration work for incidents that have already been started?

A: No. The auto-population feature only applies to incident reports in "Not Started" status. Once an incident report has been opened and work has begun, the integration will not retroactively populate or update times.

Q: Can I change status mappings after initial configuration?

A: Yes. You can modify status mappings at any time by returning to Responder Setup Responder Status. Changes will apply to future status updates but will not retroactively change times already populated in existing incident reports.

Q: What happens if multiple apparatus respond to the same incident?

A: Each apparatus with proper configuration will have its unit times auto-populated independently. As long as each apparatus has its own user account and is properly associated in the Assets module, all participating units' times will populate in the incident report.

Q: How do I know which times came from the Mobile app versus CAD?

A: First Due prioritizes data sources with CAD taking precedence when Unit Codes are sent. To track data sources, you may want to establish internal documentation practices or coordinate with your First Due administrator to review time stamp sources during quality assurance checks.