Purpose Statement

This article provides detailed definitions, use cases, and best practices for all permissions available in the Assets module. Understanding these permissions is essential for administrators to configure appropriate access levels for different user roles, ensuring operational efficiency while maintaining data integrity and accountability. Proper permission configuration enables field personnel to complete daily tasks independently while protecting critical system settings and historical records.

Background Information

The Assets module permissions control access to apparatus, equipment, kits, inventory, checklists, work orders, and related functionality within First Due. Permissions are organized into functional categories including Apparatus management, General asset oversight, Checks, Equipment, Inventory, Kits, Locations, Work Orders, Setup, and Purchase Orders. Most permissions follow a Read-Update-Create-Delete hierarchy, where Read access must be enabled before users can Update, Create, or Delete records. Strategic permission assignment ensures users have the tools they need to perform their duties while preventing unauthorized changes to critical data and system configurations.

Required Permissions

To manage Assets module permissions, users need:

• Administrator-level access to the First Due platform
• User Management permissions to modify role-based permissions
• Assets module access to understand functional requirements

Assets Module Permissions by Category

General Permission for the Admin module: Assets Specific

Apparatus Update Status

Definition: Provides the ability for users to update the operational status of an apparatus either from the Fleet Overview page or an individual Apparatus Overview. 

What it enables:

• Changing an apparatus status from the Fleet Overview 
• Changing an apparatus status within it's individual Overview page
• Updating the operational status of an apparatus from within a work order

Common use cases:

• Taking an apparatus out of service during work order creation
• Managing apparatus operational status during routine operations

Best Practices: 

• Grant broadly to all users who interact with apparatus
• Foundational permission for accessing most apparatus-related functions

Recommended for: All Users (Field Personnel, Company Officers, Chiefs, Administrative Staff)

Field Management (Read & Update)

Definition:
Provides access to the Field Management section within the Admin module, allowing users to view, edit, and save field label customizations across supported modules.

What it enables:

• Accessing the Field Management section in Admin

• Viewing all available field entries

• Filtering by module (Apparatus, Asset Work Order, Asset Inventory, Equipment, Asset Fluid Entry)

• Searching for specific system fields

• Editing field labels (e.g., renaming “Asset Type” to “Vehicle Type”)

• Saving updated field terminology

• Reverting fields back to default system labels

• Applying changes that immediately reflect within the Assets module

Common use cases:

• Aligning system terminology with department SOPs

• Standardizing naming conventions across assets workflows

• Improving clarity for field personnel entering work orders or asset data

• Reviewing and auditing existing field configurations

• Updating terminology after organizational changes

Best practices:

• Limit to trusted administrators or designated system managers

• Document all label changes for internal continuity

• Always verify updates in:

  • Record view

  • List view

  • Filters

  • Setup screens

• Communicate terminology changes to affected users

• Avoid frequent label changes, which can create confusion across departments

Recommended for:
System Administrators, Data Managers, Designated Assets Module Owners

General Permissions for the Assets module

Apparatus Overview

Definition: Provides access to the main apparatus overview page, displaying comprehensive apparatus information including status, location, assignment, and quick access to related functions.

What it enables:

• Viewing the fleet overview and status information
• Accessing apparatus details
• Navigating to apparatus-specific functions
• Monitoring apparatus operational readiness

Common use cases:

• Checking apparatus status before shift operations
• Reviewing apparatus assignments and locations
• Accessing apparatus information for incident response
• Monitoring fleet status across multiple stations

Best practices:

• Grant broadly to all users who interact with apparatus
• Foundational permission for accessing most apparatus-related functions
• Essential for field personnel conducting daily apparatus checks
• Required for accessing apparatus-specific checklists and inventory

Recommended for: All Users (Field Personnel, Company Officers, Chiefs, Administrative Staff)

Equipment Overview

Definition: Provides access to the main equipment overview page, displaying comprehensive information about individual equipment items including status, location, assignment, and maintenance history.

What it enables:

• Viewing equipment overview and status information
• Accessing equipment details and specifications
• Navigating to equipment-specific functions
• Monitoring equipment operational readiness and location

Common use cases:

• Locating specific equipment items across the department
• Checking equipment status and maintenance history
• Reviewing equipment assignments to apparatus or locations
• Accessing equipment checklists and inspection records

Best practices:

• Grant broadly to all users who work with equipment
• Foundational permission for accessing equipment-related functions
• Essential for personnel conducting equipment inspections
• Required for viewing equipment details during inventory processes

Recommended for: All Users (Field Personnel, Company Officers, Chiefs, Administrative Staff)

Kit Overview

Definition: Provides access to the kit overview menu, displaying comprehensive information about medical kits, specialized equipment kits, and other packaged asset collections including contents, status, and location.

What it enables:

• Viewing kit overview and status information
• Accessing kit contents and inventory levels
• Navigating to kit-specific functions
• Monitoring kit readiness and expiration dates

Common use cases:

• Reviewing medical kit contents before EMS calls
• Checking kit inventory levels during shift checks
• Locating kits assigned to specific apparatus or stations
• Verifying kit expiration dates and compliance

Best practices:

• Grant broadly to EMS personnel and field users who manage kits
• Essential for personnel conducting kit inventory checks
• Required for accessing kit-specific checklists and restock functions
• Important for maintaining EMS readiness and compliance

Recommended for: All Users (especially EMS Personnel, Field Personnel, Company Officers)

Log Entries (Read, Update, Create, Delete)

Definition: Controls access to asset log entries, which document significant events, changes, and activities related to apparatus, equipment, and other assets throughout their lifecycle.

What it enables:

• Read: View historical log entries for assets
• Update: Modify existing log entry details
• Create: Add new log entries documenting asset events
• Delete: Remove log entries (use with extreme caution)

Common use cases:

• Documenting apparatus damage or unusual incidents
• Recording equipment modifications or repairs
• Creating audit trails for asset changes
• Reviewing asset history during investigations or reports

Best practices:

• Read permission: Grant broadly for transparency and accountability
• Create permission: Enable for field personnel and company officers to document events
• Update permission: Limit to company officers who may need to correct entry details
• Delete permission: Restrict heavily as this removes historical records and affects audit trails
• Log entries support accountability and should be preserved whenever possible

Recommended for:

• Read: All Users
• Create: Field Personnel, Company Officers, Chiefs, Administrative Staff
• Update: Company Officers, Chiefs, Administrative Staff
• Delete: Chiefs, Administrative Staff only (use sparingly)

Out of Service Log Manage

Definition: Provides full management access to the out of service log, allowing users to add entries, edit time spent out of service, and update out of service status for assets.

What it enables:

• Adding new out of service log entries
• Editing existing out of service time periods
• Updating out of service reasons and details
• Managing asset availability status
• Closing out of service periods

Common use cases:

• Documenting apparatus taken out of service for repairs
• Recording equipment out of service for maintenance
• Updating out of service status when repairs are completed
• Adjusting out of service time periods for accurate reporting

Best practices:

• Grant to company officers who manage asset availability
• Essential for personnel coordinating with maintenance shops
• Allows correction of out of service times for accurate compliance reporting
• Typically paired with "Out of Service Log Read" for visibility

Recommended for: Company Officers, Chiefs, Administrative Staff, Maintenance Personnel

Out of Service Log Read

Definition: Provides read-only access to the out of service log, allowing users to view all out of service asset information without the ability to make changes.

What it enables:

• Viewing current out of service assets
• Reviewing out of service history
• Checking out of service reasons and timeframes
• Monitoring asset availability status

Common use cases:

• Checking which apparatus are currently unavailable
• Reviewing equipment out of service for operational planning
• Generating reports on asset downtime
• Investigating asset availability during specific incidents

Best practices:

• Grant broadly to users who need visibility into asset availability
• Useful for dispatch and battalion chiefs making deployment decisions
• Helps field personnel understand equipment unavailability
• Does not allow users to modify out of service status

Recommended for: All Users (especially Dispatch, Battalion Chiefs, Field Personnel)

Remove Join Check Users

Definition: Allows users to remove other personnel from active checklists that have multiple users working in them simultaneously. Only one user can submit a checklist, and this permission enables removing join users to allow submission.

What it enables:

• Removing other users from incomplete checklists
• Clearing join check users to allow checklist submission
• Managing checklist access when users leave incomplete checks
• Resolving checklist submission blockages

Common use cases:

• Removing users who started a checklist but left it incomplete
• Clearing join users when shift changes occur mid-checklist
• Allowing checklist submission when multiple users are logged in
• Resolving situations where users cannot submit checks due to join access

Best practices:

• Without this permission, company officers must submit checklists for field users when join access occurs
• Essential for operational independence and checklist completion efficiency
• Prevents bottlenecks where incomplete checks block daily operations
• Should be granted to anyone who has permission to complete checklists

Recommended for: ALL Field Personnel, Company Officers, Chiefs, Administrative Staff

Restock Lists (Read, Update, Create, Delete)

Definition: Controls access to restock lists, which track inventory items that have fallen below required levels and need replenishment. Restocks are performed directly by end users when they identify low inventory during checks.

What it enables:

• Read: View current restock needs and pending restocks
• Update: Modify restock quantities or details
• Create: Add items to restock lists (typically done during checklists)
• Delete: Remove items from restock lists

Common use cases:

• Marking inventory items as needing restock during apparatus checks
• Viewing which items need replenishment on assigned apparatus
• Performing restocks directly from inventory overview
• Managing restock priorities across multiple apparatus

Best practices:

• Create permission: Grant to field personnel who complete checklists and identify low inventory
• Read permission: Enable for all personnel who manage inventory
• Restocks are self-service - users mark items during checks then perform the restock themselves
• Different from Inventory Requests, which are used when items aren't stocked locally or require administrative ordering
• Users navigate to inventory under apparatus overview to complete restocks after marking items

Recommended for:

• Read/Create: Field Personnel, Company Officers, Chiefs, Administrative Staff
• Update/Delete: Company Officers, Chiefs, Administrative Staff

Location Overview

Definition: Provides access to the main location overview, displaying comprehensive location information including assigned checklists and operational status.

What it enables:

• Viewing location overview and status
• Accessing location-assigned checklists
• Reviewing location inventory levels
• Monitoring location operational readiness

Common use cases:

• Checking location asset assignments at shift start
• Reviewing overall location inventory status
• Accessing location-level checklists and reports
• Monitoring multiple locations for battalion chiefs

Best practices:

• Grant broadly to all users who work from or oversee locations
• Essential for company officers managing location operations
• Useful for administrative staff conducting location audits
• Provides consolidated view of location assets and readiness

Recommended for: All Users (Field Personnel, Company Officers, Chiefs, Administrative Staff)

System Logs Read

Definition: Provides read-only access to system-level logs that track automated actions, system-generated events, and technical activities within the Assets module.

What it enables:

• Viewing automated system actions and events
• Reviewing system-generated log entries
• Monitoring technical activities and integrations
• Accessing audit trails for system operations

Common use cases:

• Investigating automated inventory adjustments
• Reviewing system integration activities
• Troubleshooting technical issues with support
• Auditing system-level changes for compliance

Best practices:

• Typically restrict to administrative staff and technical personnel
• Useful for troubleshooting and investigating system behavior
• Different from user-generated log entries
• May contain technical information requiring context to interpret

Recommended for: Chiefs, Administrative Staff, Technical Support Personnel

Update Assigned To

Definition: Allows users to change asset assignments, moving apparatus, equipment, or kits between stations, personnel, or storage locations.

What it enables:

• Reassigning apparatus to different stations
• Changing equipment assignments between apparatus
• Moving kits between locations or apparatus
• Updating asset assignment records

Common use cases:

• Assigning equipment to newly acquired apparatus
• Moving equipment between apparatus during reorganization
• Reassigning kits to different stations or units
• Updating assignments after apparatus swaps or modifications

Best practices:

• Typically restrict to administrative staff and company officers
• Changes affect asset location and availability across the system
• Consider operational impact before reassigning critical equipment
• May trigger notifications or affect reporting

Recommended for: Company Officers, Chiefs, Administrative Staff

View Dashboard

Definition: Provides access to the Assets module Dashboard, displaying checklists both due today and broken down by asset type, end user assigned equipment and kits, and end user submitted work orders. The Assets Dashboard is a vital tool for all users to complete and manage checklists and assigned assets.
 

What it enables:

• Viewing and starting asset checklists
• Accessing quick-action functions for assigned Equipment and Kits
• Monitoring submitted work order statuses
• Reviewing operational readiness indicators

Common use cases:

• Getting high-level overview of asset checklists due at the start of a shift
• Completing department-wide asset checklists
• Accessing quick navigation to common functions 
• Reviewing alerts for maintenance or compliance needs

Best practices:

• Grant broadly to users who need to complete checklists
• Provides consolidated view for decision-making
• Useful for chiefs and battalion chiefs monitoring multiple stations
• Dashboard content may vary based on other permissions held

Recommended for: All Users (especially Company Officers, Chiefs, Battalion Chiefs, Administrative Staff)

Work Order Boards (Read, Update, Create, Delete)

Definition: Controls access to work order boards, which organize and display work orders in a column view for tracking maintenance tasks and projects across different status categories.

What it enables:

• Read: View work order boards and individual work orders associated
• Update: Modify work orders and card positions
• Create: Add new work orders
• Delete: Remove work orders from the system

Common use cases:

• Viewing maintenance tasks organized by status or priority
• Tracking work order progress across completion stages
• Inputting specific data related to parts, cost, and labor

Best practices:

• Read permission: Grant to all personnel who need visibility into maintenance status
• Update permission: Limit to administrative staff and maintenance personnel who manage work orders and associated information
• Create permission: Grant to all personnel who complete checklists and may need to submit work orders
• Delete permissions: Restrict to administrative staff who configure system layouts
• Work Order Boards provide visual workflow management for maintenance operations

Recommended for:

• Read/Create: Field Personnel, Company Officers, Chiefs, Administrative Staff, Maintenance Personnel
• Update/Delete: Chiefs, Administrative Staff, Maintenance Personnel

Work Order Boards History

Definition: Provides access to historical work order data, showing past work orders, archived preventive maintenance, and changes to work orders over time.

What it enables:

• Viewing historical work orders
• Accessing archived work order details (cost, labor, parts, etc.)
• Reviewing past work order organization methods

Common use cases:

• Researching past maintenance workflow configurations
• Reviewing archived work order data
• Investigating historical task management approaches
• Auditing work order evolution

Best practices:

• Typically grant to administrative staff and maintenance supervisors
• Useful for understanding how workflow organization has evolved
• Helps document continuous improvement efforts
• May inform future work order configuration decisions

Recommended for: Chiefs, Administrative Staff, Maintenance Personnel

1. Completing the unit update workflow
2. Recording the final assignment of the apparatus
3. Marking update transactions as complete

1. Company officers closing updates when apparatus return from shops
2. Administrative staff finalizing temporary unit assignments
3. Battalion chiefs managing fleet movements across multiple stations

1. Grant to company officers and above who manage apparatus assignments
2. Typically paired with "Perform an unit update" and "Reverse an active unit update" permissions
3. Consider operational needs for closing updates outside normal business hours

1. Reversing incorrect unit updates
2. Correcting unit assignments before finalization

1. Undoing a unit designation change entered in error
2. Reverting a temporary assignment when department needs change or return to normal operations

1. Grant to supervisors and company officers who oversee unit assignment accuracy
2. Typically paired with "Perform a unit update" and "Close an active unit update"

Assets - Delete Incomplete Checks

Definition: Allows users to permanently delete checklist records that have been started but not completed (saved as drafts). This removes the data entirely from the system and affects record keeping.

What it enables:

• Deleting draft checklists that were started but not finished
• Removing incomplete check records from the system
• Cleaning up false or accidental checklist starts
• Managing incomplete check clutter

Common use cases:

• Removing duplicate incomplete checks created by mistake
• Cleaning up draft checks when user gets distracted mid-check
• Deleting incomplete checks when a new check is started instead
• Managing situations where same user or different user starts new on-demand check for same record

Best practices:

• NOT considered best practice to delete incomplete checks as it removes data and affects record keeping
• Only grant to users who specifically need to clean up false records
• Better approach: Users complete or submit checks rather than delete them
• Use when someone starts on-demand check, saves as draft, then someone else (or same person) starts new check because they can't find/access incomplete checks or forgot about them
• Consider whether incomplete checks indicate training needs or workflow issues

Recommended for: Company Officers, Chiefs, Administrative Staff (use sparingly)

Cancel checks

Definition: Allows users to cancel scheduled checklists without completing or submitting them, marking the check as cancelled rather than incomplete.

What it enables:

• Cancelling scheduled checklists that cannot be performed
• Marking checks as cancelled with documentation
• Managing checklist schedule exceptions
• Recording reasons for check cancellations

Common use cases:

• Cancelling apparatus checks when unit is out of service
• Marking checks as cancelled during apparatus swaps
• Documenting why scheduled checks cannot be completed
• Managing checklist schedules during maintenance periods

Best practices:

• Grant to chiefs and administrative staff who oversee operations
• Cancellation documents why check wasn't completed (different from deletion)
• Maintains record keeping and accountability for missed checks
• Preferable to deleting incomplete checks

Recommended for: Chiefs, Administrative Staff

Delete Completed Checks

Definition: Allows users to permanently delete checklist records that have been completed and submitted. This removes historical data and should be used with extreme caution as it affects audit trails and compliance records.

What it enables:

• Deleting completed checklist records
• Removing submitted check data from the system
• Eliminating historical check records

Common use cases:

• Removing checks completed in error (rare circumstance)
• Deleting duplicate check submissions
• Cleaning up test checks during system setup (implementation only)

Best practices:

• Admin-level permission only - Grant with extreme caution
• Deleting completed checks removes audit trails and historical data
• May affect compliance reporting and maintenance schedules
• Better approach: Work with support to address data issues
• Should typically only be used during implementation or by administrative staff for data cleanup
• Consider whether deletion is truly necessary or if cancellation would suffice

Recommended for: Administrative Staff only (very limited use)

See available checks

Definition: Allows users to view all checklists that are available for completion, including scheduled checks, on-demand checks, and incomplete checks awaiting submission.

What it enables:

• Viewing all available checklists across assigned assets
• Accessing list of scheduled daily/weekly/monthly checks
• Seeing incomplete checks awaiting completion
• Identifying which checks need to be performed

Common use cases:

• Reviewing checks due at shift start
• Identifying incomplete checks from previous shifts
• Accessing on-demand checklists for specific tasks
• Planning check completion throughout the shift

Best practices:

• Grant broadly to all field personnel who complete checks
• Essential permission for daily operations and check management
• Helps prevent missed checks and maintains compliance
• Allows visibility into incomplete checks for follow-up

Recommended for: Field Personnel, Company Officers, Chiefs, Administrative Staff

Start Checks

Definition: Allows users to initiate and complete checklists for apparatus, equipment, kits, and locations, including both scheduled checks and on-demand checklists.

What it enables:

• Starting scheduled daily, weekly, monthly checks
• Initiating on-demand checklists
• Completing checklist items and questions
• Submitting finished checklists for record

Common use cases:

• Performing daily apparatus checks at shift start
• Completing equipment checklists
• Conducting kit inventory checklists
   
• Completing location inventory and maintenance checklists
• Running on-demand checks for specific maintenance tasks

Best practices:

• Should be paired with "See available checks" and "Remove Join Check Users"
• Core operational permission for daily activities
• Required for maintaining apparatus readiness and compliance
• Users cannot submit checks if join users are present and they lack "Remove Join Check Users" permission

Recommended for: Field Personnel, Company Officers, Chiefs, Administrative Staff

Equipment Permissions

Archive Equipment

Definition: Allows users to archive equipment records, removing items from active equipment lists while preserving historical data. Archived equipment is no longer available for active use but remains in the system for reporting.

What it enables:

• Archiving decommissioned equipment
• Removing disposed equipment from active lists
• Preserving historical equipment records
• Maintaining data integrity for past incidents and reports

Common use cases:

• Archiving equipment that has been decommissioned
• Removing damaged equipment from active inventory
• Documenting equipment disposal or retirement
• Cleaning up equipment lists while maintaining history

Best practices:

• Typically restrict to administrative staff who manage equipment lifecycle
• Archive rather than delete to preserve historical data
• Archived equipment still appears in historical reports and records
• Use when equipment is permanently removed from service

Recommended for: Chiefs, Administrative Staff

Equipment (Read, Update, Create, Delete)

Definition: Controls access to equipment records including individual tools, devices, and items tracked within the Assets module.

What it enables:

• Read: View equipment details, specifications, and status
• Update: Modify equipment information and settings
• Create: Add new equipment records to the system
• Delete: Remove equipment records (use with caution)

Common use cases:

• Viewing equipment specifications and location
• Updating equipment assignments and status
• Adding newly purchased equipment to inventory
• Recording equipment details for maintenance tracking

Best practices:

• Read permission: Grant broadly to all users who work with equipment
• Update permission: Enable for company officers who manage equipment assignments
• Create permission: Grant to administrative staff who process new equipment
• Delete permission: Restrict heavily - use Archive Equipment instead when possible
• Remember: Read must be enabled before Update, Create, or Delete will function

Recommended for:

• Read: All Users
• Update: Company Officers, Chiefs, Administrative Staff
• Create: Chiefs, Administrative Staff
• Delete: Administrative Staff only

Equipment List Saved Views (Read, Update, Create, Delete)

Definition: Controls access to saved equipment list views, which are customized filters and display configurations for equipment lists that help users quickly access relevant equipment subsets.

What it enables:

• Read: View and use existing saved equipment list views
• Update: Modify existing saved view configurations
• Create: Build new custom equipment list views
• Delete: Remove saved equipment list views

Common use cases:

• Creating filtered views for specific equipment types (radios, SCBA, PPE)
• Saving commonly used equipment searches
• Building station-specific equipment views
• Organizing equipment lists by maintenance status or location

Best practices:

• Read permission: Grant broadly so users can benefit from shared views
• Create permission: Enable for users who need custom equipment organization
• Update/Delete permissions: Limit to prevent accidental changes to shared views
• Saved views improve efficiency by providing quick access to relevant equipment subsets

Recommended for:

• Read: All Users
• Create: Field Personnel, Company Officers, Chiefs, Administrative Staff
• Update/Delete: Company Officers, Chiefs, Administrative Staff

Import Equipment

Definition: Allows users to bulk import equipment records into the system using formatted data files, streamlining initial equipment setup or large-scale equipment additions.

What it enables:

• Importing multiple equipment records simultaneously
• Bulk adding equipment from spreadsheets or data files
• Streamlining initial system setup
• Transferring equipment data from other systems

Common use cases:

• Initial system implementation equipment import
• Adding large equipment purchases to inventory
• Migrating equipment data from legacy systems
• Bulk updating equipment information

Best practices:

• Admin-level permission only - Typically only used during implementation
• Errors in bulk imports can create significant data cleanup work
• Restrict to administrative staff trained on import formats
• Often handled by implementation team or designated data managers
• Validate import files thoroughly before processing

Recommended for: Administrative Staff, Implementation Team (limited use)

Update status of equipment

Definition: Allows users to change equipment operational status including in-service, out-of-service, primary or reserve status.

What it enables:

• Changing equipment operational status
• Marking equipment as out of service for repairs
• Updating equipment availability for deployment
• Recording equipment condition changes

Common use cases:

• Marking equipment out of service when damage is discovered
• Updating equipment status during repairs
• Recording equipment as reserve when not deployed on a specific apparatus
• Changing status based on checklist results

Best practices:

• Grant to field personnel and company officers who identify equipment issues
• Essential for maintaining accurate equipment availability
• Affects operational readiness and deployment decisions
• Should be used in conjunction with log entries to document reasons

Recommended for: Field Personnel, Company Officers, Chiefs, Administrative Staff

Assets - Equipment Hours Override

Definition: Allows users to manually update equipment hour meter readings, correcting values when automatic tracking fails. Similar to "Override apparatus records" but specifically for equipment.

What it enables:

• Manually adjusting equipment hours 
• Correcting equipment hour tracking after repairs
• Updating equipment metrics outside automated capture

Common use cases:

• Adjusting values when automated tracking fails

Best practices:

• Grant to company officers and maintenance personnel who manage equipment
• Use sparingly as this overrides system-tracked data
• Affects equipment maintenance schedules and lifecycle tracking
• Document reasons for overrides to maintain audit integrity

Recommended for: Company Officers, Chiefs, Administrative Staff, Maintenance Personnel

Inventory Permissions

Assets - Inventory Management Logs Read

Definition: Provides read-only access to the comprehensive inventory management log, which tracks all inventory movements, adjustments, restocks, and transactions across the entire system.

What it enables:

• Viewing complete history of all inventory movements
• Accessing inventory transaction records
• Reviewing system-wide inventory adjustments
• Auditing inventory changes and patterns

Common use cases:

• Investigating inventory discrepancies
• Auditing inventory usage patterns
• Generating compliance reports on controlled substances
• Reviewing department-wide inventory trends

Best practices:

• Typically an administrator permission - Provides system-wide inventory visibility
• Useful for EMS administrators managing inventory compliance
• Essential for auditing and investigating inventory issues
• Different from station or apparatus-specific inventory views
• Contains all inventory transactions from all users and locations

Recommended for: Chiefs, Administrative Staff, EMS Administrators

Import Inventory

Definition: Allows users to bulk import inventory records into the system using formatted data files, streamlining initial inventory setup or large-scale inventory additions across multiple locations.

What it enables:

• Importing multiple inventory items simultaneously
• Bulk adding inventory from spreadsheets or data files
• Streamlining initial system setup for inventory
• Transferring inventory data from other systems

Common use cases:

• Initial system implementation inventory import
• Adding large inventory purchases across multiple apparatus
• Migrating inventory data from legacy systems
• Bulk updating inventory locations or quantities

Best practices:

• Admin-level permission only - Typically only used during implementation
• Errors in bulk imports can create significant inventory discrepancies
• Restrict to administrative staff trained on import formats
• Often handled by implementation team or designated inventory managers
• Validate import files thoroughly before processing

Recommended for: Administrative Staff, Implementation Team (limited use)

Inventory List Saved Views (Read, Update, Create, Delete)

Definition: Controls access to saved inventory list views, which are customized filters and display configurations for inventory lists that help users quickly access relevant inventory subsets.

What it enables:

• Read: View and use existing saved inventory list views
• Update: Modify existing saved view configurations
• Create: Build new custom inventory list views
• Delete: Remove saved inventory list views

Common use cases:

• Creating filtered views for medication types or controlled substances
• Saving commonly used inventory searches by apparatus or station
• Building expiration date monitoring views
• Organizing inventory lists by category or usage frequency

Best practices:

• Read permission: Grant broadly so users can benefit from shared views
• Create permission: Enable for users who need custom inventory organization
• Update/Delete permissions: Limit to prevent accidental changes to shared views
• Saved views improve efficiency for inventory management and compliance checks

Recommended for:

• Read: All Users
• Create: Field Personnel, Company Officers, Chiefs, Administrative Staff
• Update/Delete: Company Officers, Chiefs, Administrative Staff

Inventory Management (Read, Update, Create, Delete)

Definition: Controls access to inventory management functions for tracking consumable supplies, medications, and equipment items across apparatus, kits, and locations.

What it enables:

• Read: View inventory levels, locations, and details
• Update: Modify inventory quantities and information
• Create: Add new inventory items to the system
• Delete: Remove inventory items from tracking

Common use cases:

• Viewing inventory levels during apparatus checks
• Updating inventory after usage on calls
• Adding new inventory items to stock
• Managing inventory expiration dates and lot numbers

Best practices:

• Read permission: Grant broadly to field personnel who need inventory visibility
• Update permission: Enable for company officers who manage inventory levels
• Create permission: Restrict to administrative staff who configure inventory items
• Delete permission: Use cautiously as it affects inventory tracking and compliance
• Remember: Read must be enabled before Update, Create, or Delete will function

Recommended for:

• Read: All Users
• Update: Company Officers, Chiefs, Administrative Staff
• Create/Delete: Chiefs, Administrative Staff

Inventory Request List (Read, Update, Create, Delete)

Definition: Controls access to inventory request lists, which track requests for items that are not stocked locally, need administrative ordering, or are rarely used specialty items requiring approval.

What it enables:

• Read: View pending and historical inventory requests
• Update: Modify request details or status
• Create: Submit new inventory requests
• Delete: Remove inventory requests

Common use cases:

• Requesting items not stocked at the station
• Notifying EMS administrators when supply room inventory is insufficient
• Requesting rare-use specialty items requiring administrative approval
• Tracking requests from field personnel to supply managers

Best practices:

• Create permission: Grant to field personnel who identify inventory needs
• Read permission: Enable for administrative staff who fulfill requests
• Different from Restock Lists - requests require administrative action vs. self-service restocks
• Use when items aren't normally stocked or require purchasing approval
• Helps administrative staff track and manage special inventory needs

Recommended for:

• Read/Create: Field Personnel, Company Officers, Chiefs, Administrative Staff
• Update/Delete: Company Officers, Chiefs, Administrative Staff

Inventory Request List - Archive

Definition: Allows users to archive completed inventory requests, removing them from active request lists while preserving historical data for reporting and auditing.

What it enables:

• Archiving fulfilled inventory requests
• Removing completed requests from active views
• Preserving historical request records
• Cleaning up request lists while maintaining audit trails

Common use cases:

• Archiving requests after items are received and stocked
• Cleaning up old request lists for better organization
• Maintaining historical records of specialty item requests
• Managing request list visibility for active vs. completed items

Best practices:

• Grant to administrative staff who manage inventory requests
• Archive after requests are fulfilled rather than deleting
• Archived requests remain available for historical reporting
• Helps maintain organized active request lists

Recommended for: Company Officers, Chiefs, Administrative Staff

Inventory Request List - Fulfill

Definition: Allows users to mark inventory requests as fulfilled, update fulfillment details, and close request transactions after items have been ordered, received, and stocked.

What it enables:

• Marking inventory requests as completed
• Recording fulfillment details and quantities
• Updating request status throughout procurement process
• Closing request workflows

Common use cases:

• Marking requests fulfilled after items arrive
• Recording partial fulfillments for back-ordered items
• Updating requesters on order status
• Completing request lifecycle from submission to fulfillment

Best practices:

• Grant to administrative staff and supply managers who process requests
• Essential for closing the loop on inventory requests
• Helps field personnel know when requested items are available
• Maintains accountability for request processing

Recommended for: Chiefs, Administrative Staff, Supply Managers

Modify Inventory Expiration Date

Definition: Allows users to change expiration dates on inventory items, correcting data entry errors or updating dates after verification of manufacturer information.

What it enables:

• Updating inventory item expiration dates
• Correcting expiration dates entered incorrectly
• Modifying dates during a checklist
• Managing expiration tracking for compliance

Common use cases:

• Correcting expiration dates entered incorrectly during restocks
• Updating dates after verification during a checklist
• Adjusting expiration dates for lot-tracked items
• Managing medication expiration compliance

Best practices:

• Use when expiration dates need correction for accuracy
• Important for medication compliance and tracking
• Document reasons for expiration date changes

Recommended for: All users who complete checklists and may need to verify inventory information. 

Receive Inventory

Definition: Allows users to process incoming inventory deliveries, recording receipt of new inventory items, updating quantities, and adding items to active stock.

What it enables:

• Recording receipt of inventory deliveries
• Updating inventory quantities after receiving shipments
• Adding lot numbers and expiration dates for new stock
• Processing inventory purchase order receipts

Common use cases:

• Receiving EMS supply deliveries at stations
• Processing bulk inventory orders to supply rooms
• Recording new inventory lot numbers and expiration dates
• Updating inventory after equipment purchases

Best practices:

• Grant to personnel who manage incoming deliveries and stock
• Essential for maintaining accurate inventory counts
• Often used in conjunction with purchase order management
• Important for controlled substance tracking and compliance

Recommended for: Company Officers, Chiefs, Administrative Staff, Supply Managers

Setup Inventory Processes

Definition: Allows users to configure inventory workflows within Inventory Management for both Global Restocks, managing requests and usages, and receiving inventory from vendors.

What it enables:

• Configuring inventory automation settings
• Setting up inventory categories and organization
• Establishing reorder points and thresholds
• Configuring inventory tracking methods

Common use cases:

• Initial system setup for inventory management
• Establishing department inventory standards
• Configuring automatic restock thresholds
• Setting up inventory integration with purchasing systems

Best practices:

• Admin-level permission only - Restrict to administrative staff only
• Changes affect system-wide inventory behavior
• Typically configured during implementation
• Should only be modified by personnel trained on inventory management
• Often handled during initial system setup

Recommended for: Administrative Staff only

Kits Permissions

Kits (Read, Update, Create, Delete)

Definition: Controls access to kit records including medical kits, specialized equipment kits, and other packaged asset collections tracked in the Assets module.

What it enables:

• Read: View kit contents, status, and location
• Update: Modify kit information and contents
• Create: Add new kit records to the system
• Delete: Remove kit records

Common use cases:

• Viewing medical kit contents before EMS responses
• Updating kit assignments between apparatus
• Adding new kits to inventory tracking
• Managing kit configurations and contents

Best practices:

• Read permission: Grant broadly to EMS personnel and field users
• Update permission: Enable for company officers who manage kit assignments
• Create permission: Restrict to administrative staff who configure new kits
• Delete permission: Use cautiously as kits contain tracked inventory
• Remember: Read must be enabled before Update, Create, or Delete will function

Recommended for:

• Read: All Users (especially EMS Personnel)
• Update: Company Officers, Chiefs, Administrative Staff
• Create/Delete: Chiefs, Administrative Staff

Pouches (Read, Update, Create, Delete)

Definition: Controls access to pouch configurations within kits. Pouches are the storage compartments inside kits where inventory items are organized, similar to how compartments work for apparatus.

What it enables:

• Read: View pouch organization and contents within kits
• Update: Modify pouch configurations and inventory assignments
• Create: Add new pouches to kit structures
• Delete: Remove pouches from kits

Common use cases:

• Viewing how inventory is organized within medical kits
• Reorganizing pouch layouts for improved efficiency
• Adding pouches when kit configurations change
• Standardizing pouch organization across similar kits

Best practices:

• Read permission: Grant to personnel who work with kits
• Update permission: Limit to those who manage kit organization
• Create/Delete permissions: Restrict to administrative staff configuring kit structures
• Pouch organization affects how quickly personnel can locate items during emergencies

Recommended for:

• Read: All Users (especially EMS Personnel)
• Update: Company Officers, Chiefs, Administrative Staff
• Create/Delete: Chiefs, Administrative Staff

Rearrange Pouches

Definition: Allows users to change the order and display of pouches within kits, customizing how storage areas are organized and viewed in the system.

What it enables:

• Reordering pouch displays within kits
• Reorganizing pouch hierarchy
• Adjusting pouch layouts for improved usability
• Customizing pouch views for operational efficiency

Common use cases:

• Reorganizing pouches to match physical kit layout
• Standardizing pouch order across similar kit types
• Improving pouch display for faster item location during emergencies
• Adjusting organization after kit modifications

Best practices:

• Limit to administrative staff who manage kit configurations
• Changes affect how all users view and interact with kit contents
• Consider standardizing pouch layouts before granting broad access
• Coordinate changes with training and operational needs

Recommended for: Chiefs, Administrative Staff

Update Status of Kits

Definition: Allows users to change kit operational status including in-service or out-of-service and it's current operational assignment.

What it enables:

• Changing kit operational status
• Marking kits as out of service for restocking
• Updating kit location for proper deployment

Common use cases:

• Marking kits out of service after medication expirations
• Updating kit status after use on EMS calls
• Recording kits as unavailable during inventory restocking
• Changing status based on inspection results

Best practices:

• Grant to field personnel and company officers who manage kits
• Essential for maintaining EMS readiness and compliance
• Affects operational readiness and response capabilities
• Should be used with inventory management to maintain kit readiness

Recommended for: Field Personnel, Company Officers, Chiefs, Administrative Staff

Assets - Archive Kit

Definition: Allows users to archive kit records, removing kits from active lists while preserving historical data. Archived kits are no longer available for use but remain in the system for reporting.

What it enables:

• Archiving decommissioned kits
• Removing outdated kit configurations from active lists
• Preserving historical kit records
• Maintaining data integrity for past incidents

Common use cases:

• Archiving old kit types when departments update standards
• Removing damaged kits from active inventory
• Documenting kit retirement or replacement
• Cleaning up kit lists while maintaining history

Best practices:

• Restrict to administrative staff who manage kit lifecycle
• Archive rather than delete to preserve historical data
• Archived kits still appear in historical reports and incident records
• Use when kits are permanently removed from service

Recommended for: Chiefs, Administrative Staff

Locations Permissions

Rearrange storages

Definition: Allows users to change the order and display of storage areas within locations, customizing how storage locations are organized and viewed in the system.

What it enables:

• Reordering how storage areas display within locations
• Reorganizing storage hierarchy
• Adjusting storage layouts for improved usability
• Customizing storage views for operational efficiency

Common use cases:

• Reorganizing storages to match physical location layout
• Standardizing storage order across similar locations
• Improving storage display for faster item location
• Adjusting organization after facility modifications

Best practices:

• Limit to administrative staff who manage location configurations
• Changes affect how all users view and interact with location storage
• Consider operational needs when reorganizing storage displays
• Coordinate changes with location personnel

Recommended for: Chiefs, Administrative Staff

View storages (Read, Update, Create, Delete)

Definition: Controls access to storage area configurations at locations. Storages are the inventory storage areas for locations, similar to compartments on apparatus and pouches in kits.

What it enables:

• Read: View storage area titles and their contents at their location
• Update: Modify storage configurations and inventory assignments
• Create: Add new storage areas to a location
• Delete: Remove storage areas from a location

Common use cases:

• Viewing station supply room organization
• Updating storage configurations after facility changes
• Adding new storage areas during station renovations
• Managing inventory locations within stations

Best practices:

• Read permission: Grant broadly to personnel who access location supplies
• Update permission: Limit to administrative staff who manage facilities
• Create/Delete permissions: Restrict to those who configure location layouts
• Storage organization affects inventory management and supply accessibility

Recommended for:

• Read: All Users
• Update/Create/Delete: Chiefs, Administrative Staff

Work Orders Permissions

Apparatus Preventative Maintenance Saved Views (Read, Update, Create, Delete)

Definition: Controls access to saved views for preventative maintenance work orders specific to apparatus, providing customized filters and displays for PM scheduling and tracking.

What it enables:

• Read: View and use existing PM saved views
• Update: Modify existing PM view configurations
• Create: Build new custom PM list views
• Delete: Remove PM saved views

Common use cases:

• Creating filtered views for apparatus PM schedules by station
• Saving commonly used PM tracking searches
• Building views for overdue or upcoming PM tasks
• Organizing PM lists by apparatus type or priority

Best practices:

• Read permission: Grant to maintenance personnel and administrative staff
• Create permission: Enable for those who need custom PM organization
• Saved views improve PM compliance and scheduling efficiency
• Helps ensure preventative maintenance stays on schedule

Recommended for:

• Read: Maintenance Personnel, Company Officers, Chiefs, Administrative Staff
• Create: Maintenance Personnel, Chiefs, Administrative Staff
• Update/Delete: Chiefs, Administrative Staff

Preventative Maintenance (Read, Update, Create, Delete)

Definition: Controls access to preventative maintenance work order records, which track scheduled maintenance tasks designed to prevent equipment failures and extend asset lifecycles.

What it enables:

• Read: View PM schedules and work orders
• Update: Modify PM work order details and status
• Create: Generate new PM work orders
• Delete: Remove PM work orders (use with caution)

Common use cases:

• Viewing upcoming PM schedules for apparatus
• Updating PM work orders after maintenance completion
• Creating PM work orders for new equipment
• Managing PM compliance and scheduling

Best practices:

• Read permission: Grant to maintenance personnel and supervisors
• Update permission: Enable for those who perform and track PM work
• Create permission: Typically used by maintenance coordinators
• Delete permission: Restrict heavily as PM records support compliance
• Preventative maintenance reduces costly repairs and extends asset life

Recommended for:

• Read: Maintenance Personnel, Company Officers, Chiefs, Administrative Staff
• Update/Create: Maintenance Personnel, Chiefs, Administrative Staff
• Delete: Administrative Staff only

Preventative Maintenance Saved Views (Read, Update, Create, Delete)

Definition: Controls access to saved views for all preventative maintenance work orders, providing customized filters and displays for PM scheduling and tracking across all asset types.

What it enables:

• Read: View and use existing PM saved views
• Update: Modify existing PM view configurations
• Create: Build new custom PM list views
• Delete: Remove PM saved views

Common use cases:

• Creating filtered views for department-wide PM schedules
• Saving searches for overdue maintenance across all assets
• Building views organized by maintenance priority or type
• Tracking PM compliance across apparatus, equipment, and facilities

Best practices:

• Similar to Apparatus PM Saved Views but covers all asset types
• Read permission: Grant to all maintenance personnel
• Create permission: Enable for maintenance coordinators
• Supports comprehensive PM program management

Recommended for:

• Read: Maintenance Personnel, Company Officers, Chiefs, Administrative Staff
• Create: Maintenance Personnel, Chiefs, Administrative Staff
• Update/Delete: Chiefs, Administrative Staff

Update Archived/Closed Work Orders

Definition: Allows users to modify work order records that have already been closed or archived, enabling corrections to completed work order data.

What it enables:

• Editing closed work order details
• Correcting information on archived work orders
• Updating completion data on historical work orders
• Modifying work order records after finalization

Common use cases:

• Correcting work order details discovered after closure
• Updating cost information after invoice receipt
• Adding missing documentation to closed work orders
• Adjusting completion dates for accurate reporting

Best practices:

• Restrict to administrative staff and maintenance supervisors
• Changes to closed records affect historical reporting
• Document reasons for modifications to archived records
• Consider whether reopening work order is more appropriate than editing

Recommended for: Chiefs, Administrative Staff, Maintenance Supervisors

Setup Permissions

Add usage for inventory consumption/restock purposes

Definition: Allows users to configure and manage usage codes that track how inventory is consumed, enabling detailed reporting on inventory usage patterns and purposes.

What it enables:

• Creating usage categories for inventory consumption tracking
• Configuring restock purpose codes
• Setting up usage reporting classifications
• Managing inventory usage taxonomy

Common use cases:

• Setting up usage codes during system implementation
• Creating categories for different types of inventory consumption
• Configuring usage tracking for compliance reporting
• Establishing restock purpose classifications

Best practices:

• Admin-level permission only - Restrict to system administrators
• Typically configured during initial setup
• Changes affect department-wide inventory reporting
• Should align with department reporting and compliance needs

Recommended for: Administrative Staff only

FEMA Cost Code - Archived

Definition: Allows users to access and manage archived FEMA cost codes, which are used for federal reimbursement tracking during declared emergencies and disasters.

What it enables:

• Viewing archived FEMA cost code configurations
• Accessing historical cost code assignments
• Managing legacy cost code records
• Maintaining historical compliance data

Common use cases:

• Reviewing cost codes from past emergency declarations
• Auditing historical FEMA reimbursement tracking
• Accessing archived cost code configurations

Best practices:

• Please contact your Implementation Manager or Client Success Manager for help with FEMA cost codes
• Restrict to administrative staff with FEMA reporting responsibilities
• Historical cost codes may be needed for audit purposes

Recommended for: Administrative Staff only

FEMA Cost Code - Edit

Definition: Allows users to modify active FEMA cost code configurations used for tracking expenses eligible for federal reimbursement during declared emergencies.

What it enables:

• Editing active FEMA cost code settings
• Updating cost code assignments
• Modifying reimbursement tracking configurations
• Adjusting cost code parameters

Common use cases:

• Updating cost codes when FEMA guidelines change
• Modifying cost code assignments during active emergencies
• Adjusting reimbursement tracking parameters

Best practices:

• Please contact your Implementation Manager or Client Success Manager for help with FEMA cost codes
• Restrict to administrative staff trained on FEMA requirements
• Changes affect reimbursement tracking and compliance
• Coordinate with finance department when making modifications

Recommended for: Administrative Staff only

FEMA Cost Code - Read

Definition: Provides read-only access to FEMA cost code configurations, allowing users to view cost code settings without making changes.

What it enables:

• Viewing active FEMA cost code settings
• Reviewing cost code assignments
• Understanding reimbursement tracking configurations
• Accessing cost code reference information

Common use cases:

• Reviewing cost code options during emergency operations
• Understanding FEMA tracking requirements
• Referencing cost codes for incident documentation

Best practices:

• Please contact your Implementation Manager or Client Success Manager for help with FEMA cost codes
• Grant to personnel who may need to understand FEMA tracking
• Read-only access prevents accidental configuration changes
• Useful for training on emergency cost tracking

Recommended for: Administrative Staff, Finance Personnel

Fluids Manage Types

Definition: Allows users to configure and manage the types of fluids tracked in the system, including fuel types and other liquid resources monitored for apparatus and equipment.

What it enables:

• Creating new fluid type categories
• Configuring fluid tracking parameters
• Managing fluid type settings system-wide
• Setting up fuel type classifications

Common use cases:

• Adding new fuel types during system setup
• Configuring fluid types for specialized equipment
• Managing department fluid tracking taxonomy

Best practices:

• Admin-level permission only - Restrict to system administrators
• Typically configured during implementation
• Changes affect all apparatus and equipment fluid tracking
• Coordinate with fleet management needs

Recommended for: Administrative Staff only

Manage External Sharing

Definition: Allows users to configure external sharing links for fleet overview, controlling how asset data is shared with external systems, agencies, or stakeholders.

What it enables:

• Configuring external sharing links
• Managing asset information visibility to external parties
• Controlling external access to asset data

Common use cases:

• Establishing a connection on a First Arriving Dashboard within a location
• Managing external reporting requirements

Best practices:

• Admin-level permission only - Administrative staff only
• Changes affect data sharing and privacy
• Should align with department policies and agreements
• Coordinate with IT and legal departments

Recommended for: Administrative Staff only

Set Default Inventory Location

Definition: Allows users to configure default inventory storage locations for automatic inventory assignment when new items are received or restocked.

What it enables:

• Setting default inventory locations for stations
• Configuring automatic inventory placement rules
• Managing default storage assignments
• Establishing inventory location hierarchies

Common use cases:

• Configuring default inventory locations during setup
• Setting automatic placement for frequently restocked items
• Managing inventory flow patterns
• Establishing station supply room defaults

Best practices:

• Admin-level permission only - Restrict to inventory managers
• Affects how inventory is automatically assigned
• Should align with physical inventory storage practices
• Typically configured during implementation

Recommended for: Administrative Staff only

Setup Apparatus Group

Definition: Allows users to create and configure apparatus groups, which organize similar apparatus types together for reporting, scheduling, and management purposes.

What it enables:

• Creating apparatus grouping structures
• Configuring group-based settings
• Managing apparatus organizational hierarchies
• Setting up group-specific configurations

Common use cases:

• Grouping engines, trucks, rescues, ambulances separately
• Creating groups for reporting and analysis
• Setting up group-based checklist schedules
• Organizing apparatus for work order assignment

Best practices:

• Admin-level permission only - Restrict to system administrators
• Typically configured during initial setup
• Changes affect reporting and organizational structure
• Should align with department organizational needs

Recommended for: Administrative Staff only

Setup Check List (Read, Update, Create, Delete)

Definition: Controls access to checklist template configuration, allowing creation and modification of the checklist structures used for apparatus, equipment, location, and kit inspections.
 

What it enables:

• Read: View checklist template configurations
• Update: Modify existing checklist templates
• Create: Build new checklist templates
• Delete: Remove checklist templates

Common use cases:

• Creating daily apparatus check templates during setup
• Modifying checklist questions when procedures change
• Building specialized checklists
• Updating checklist templates for compliance requirements

Best practices:

• Read permission: Grant to those who need to understand checklist structure
• Create/Update permissions: Restrict to administrative staff and training officers
• Changes to templates affect all future checklist completions
• Test template changes thoroughly before deployment
• Consider user feedback when modifying checklist structures

Recommended for:

• Read: Company Officers, Chiefs, Administrative Staff
• Update/Create/Delete: Chiefs, Administrative Staff, Training Officers

Setup Check List Import

Definition: Allows users to bulk import checklist templates using formatted data files, streamlining initial checklist setup or large-scale template deployment.

What it enables:

• Importing multiple checklist templates simultaneously
• Bulk adding checklist questions and structures
• Transferring checklist configurations from other systems
• Streamlining initial system setup

Common use cases:

• Initial implementation checklist template import
• Standardizing checklists across multiple stations
• Migrating checklist templates from legacy systems
• Deploying updated checklist standards department-wide

Best practices:

• Admin-level permission only - Implementation or administrative staff only
• Errors in bulk imports can affect operational checklists
• Validate import files thoroughly before processing
• Often handled during initial system setup

Recommended for: Administrative Staff, Implementation Team (limited use)

Setup Check List Rotation Read (Read, Update, Create, Delete)

Definition: Controls access to checklist rotation schedule configurations, which determine when different checklist types are scheduled and assigned.

What it enables:

• Read: View checklist rotation schedules
• Update: Modify checklist scheduling patterns
• Create: Build new rotation schedules
• Delete: Remove rotation schedules

Common use cases:

• Configuring daily, weekly, monthly check rotations
• Setting up seasonal inspection schedules
• Managing compliance inspection frequencies
• Establishing apparatus-specific check schedules

Best practices:

• Read permission: Grant to those who need to understand check scheduling
• Update/Create permissions: Restrict to administrative staff
• Rotation changes affect when checks appear for field users
• Align rotations with compliance and operational requirements

Recommended for:

• Read: Company Officers, Chiefs, Administrative Staff
• Update/Create/Delete: Chiefs, Administrative Staff

Setup Equipment Group

Definition: Allows users to create and configure equipment groups, organizing similar equipment types together for reporting, maintenance scheduling, and management purposes.

What it enables:

• Creating equipment grouping structures
• Configuring group-based settings
• Managing equipment organizational hierarchies
• Setting up group-specific maintenance schedules

Common use cases:

• Grouping radios, SCBA, thermal cameras, etc. separately
• Creating groups for specialized maintenance schedules
• Setting up group-based reporting categories
• Organizing equipment for inventory management

Best practices:

• Admin-level permission only - Restrict to system administrators
• Typically configured during initial setup
• Changes affect reporting and maintenance scheduling
• Should align with equipment lifecycle management needs

Recommended for: Administrative Staff only

Setup Location Group

Definition: Allows users to create and configure location groups, organizing locations together for reporting, scheduling, and regional management purposes.

What it enables:

• Creating location grouping structures
• Managing location organizational hierarchies
• Setting up regional or battalion groupings

Common use cases:

• Grouping locations by battalion or region
• Creating groups for shift scheduling
• Setting up group-based reporting
• Organizing locations for administrative purposes

Best practices:

• Admin-level permission only - Restrict to system administrators
• Typically configured during initial setup
• Changes affect reporting and organizational structure
• Should align with department command structure

Recommended for: Administrative Staff only

Setup Inventory Group

Definition: Allows users to create and configure inventory groups, organizing similar inventory items together for management, reporting, and tracking purposes.

What it enables:

• Creating inventory grouping structures
• Configuring group-based inventory settings
• Managing inventory organizational categories
• Setting up group-specific tracking parameters

Common use cases:

• Grouping medications, disposables, durable goods separately
• Creating groups for controlled substance tracking
• Setting up group-based reporting categories
• Organizing inventory by usage type or vendor

Best practices:

• Admin-level permission only - Restrict to system administrators
• Typically configured during initial setup
• Changes affect inventory organization and reporting
• Should align with inventory management and compliance needs

Recommended for: Administrative Staff only

Setup Inventory Packaging

Definition: Allows users to configure inventory packaging units and conversions, defining how inventory is measured, ordered, and dispensed.

What it enables:

• Configuring inventory unit of measure
• Setting up packaging conversions
• Managing inventory dispensing units
• Establishing ordering quantities

Common use cases:

• Setting up medication packaging (tablets, vials, boxes)
• Configuring supply packaging conversions
• Managing bulk ordering vs. dispensing units
• Establishing inventory measurement standards

Best practices:

• Admin-level permission only - Restrict to inventory managers
• Typically configured during initial setup
• Accurate packaging configuration essential for inventory tracking
• Should align with vendor packaging and ordering practices

Recommended for: Administrative Staff only

Setup Kit Group

Definition: Allows users to create and configure kit groups, organizing similar kit types together for management, reporting, and standardization purposes.

What it enables:

• Creating kit grouping structures
• Configuring group-based kit settings
• Managing kit organizational categories
• Setting up group-specific configurations

Common use cases:

• Grouping ALS kits, BLS kits, specialty kits separately
• Creating groups for standardized kit configurations
• Setting up group-based reporting categories
• Organizing kits by service level or protocol

Best practices:

• Admin-level permission only - Restrict to system administrators
• Typically configured during initial setup
• Changes affect kit organization and standardization
• Should align with EMS protocols and service levels

Recommended for: Administrative Staff only

Setup Notification

Definition: Allows users to configure automated notifications and alerts within the Assets module, controlling when and how users are notified about asset-related events.

What it enables:

• Configuring automated notification triggers
• Setting up alert recipients and methods
• Managing notification preferences
• Establishing notification rules and thresholds

Common use cases:

• Setting up alerts for inventory expiration
• Configuring notifications for overdue maintenance
• Establishing alerts for out-of-service apparatus
• Managing notification preferences for different user roles

Best practices:

• Admin-level permission only - Restrict to system administrators
• Balance notification frequency with user needs
• Avoid notification fatigue with too many alerts
• Test notifications before deployment
• Coordinate with users on notification preferences

Recommended for: Administrative Staff only

Setup Purchase Orders (Read, Update, Create, Delete)

Definition: Controls access to purchase order template configuration, allowing creation and modification of purchase order structures used for inventory and equipment procurement.

What it enables:

• Read: View purchase order template configurations
• Update: Modify existing purchase order templates
• Create: Build new purchase order templates
• Delete: Remove purchase order templates

Common use cases:

• Configuring purchase order workflows during setup
• Creating vendor-specific purchase order templates
• Setting up approval workflows for procurement
• Establishing purchase order numbering and tracking

Best practices:

• Read permission: Grant to those involved in procurement processes
• Create/Update permissions: Restrict to administrative staff
• Changes affect procurement workflows and approval processes
• Should align with department purchasing policies
• Coordinate with finance department on configuration

Recommended for:

• Read: Administrative Staff, Supply Managers
• Update/Create/Delete: Administrative Staff only

Setup Settings

Definition: Allows users to access and modify core Assets module configuration settings that control overall system behavior and functionality.

What it enables:

• Configuring module-wide settings
• Managing system behavior parameters
• Setting up integration configurations
• Establishing module defaults and preferences

Common use cases:

• Initial system configuration during implementation
• Modifying system-wide settings for operational changes
• Configuring module integration parameters
• Adjusting system behavior to match department needs

Best practices:

• Admin-level permission only - Administrative staff only
• Changes affect entire Assets module functionality
• Typically configured during implementation
• Document all setting changes for reference
• Test setting changes in non-production environments when possible

Recommended for: Administrative Staff only

Setup Work Order Board Read (Read, Update, Create, Delete)

Definition: Controls access to work order board template configuration, allowing creation and modification of work order board structures used for maintenance workflow management.

What it enables:

• Read: View work order board configurations
• Update: Modify existing board templates
• Create: Build new work order board layouts
• Delete: Remove board templates

Common use cases:

• Configuring work order workflows during setup
• Creating specialized boards for different maintenance types
• Setting up board columns and status categories
• Establishing work order organizational structures

Best practices:

• Read permission: Grant to maintenance personnel who use boards
• Create/Update permissions: Restrict to administrative staff
• Changes affect how all users organize and view work orders
• Should align with maintenance workflow processes
• Test board configurations before deployment

Recommended for:

• Read: Maintenance Personnel, Chiefs, Administrative Staff
• Update/Create/Delete: Chiefs, Administrative Staff

Work Order Boards Drag and Drop

Definition: Allows users to move work order cards between different columns on work order boards, updating work order status through drag-and-drop interface interactions.

What it enables:

• Moving work orders between status columns
• Updating work order progress through drag-and-drop
• Managing work order workflows visually
• Reordering work order priorities within columns

Common use cases:

• Moving work orders from "To Do" to "In Progress"
• Updating work order status during maintenance activities
• Prioritizing work orders within status categories
• Managing visual workflow boards for maintenance teams

Best practices:

• Grant to maintenance personnel and supervisors who manage workflows
• Essential for using kanban-style work order management
• Changes to work order status are tracked in system logs
• Coordinate with team on board usage standards

Recommended for: Maintenance Personnel, Company Officers, Chiefs, Administrative Staff

Enable Samsara Integration

Definition: Allows users to enable and configure integration with Samsara fleet management systems, connecting apparatus telematics data with First Due.

What it enables:

• Enabling Samsara integration connectivity
• Configuring Samsara data synchronization
• Managing integration settings
• Establishing telematics data flow

Common use cases:

• Initial Samsara integration setup
• Configuring apparatus telematics tracking
• Managing fleet data synchronization
• Enabling automated hour/odometer capture

Best practices:

• Admin-level permission only - Administrative staff only
• Typically configured during implementation with vendor support
• Integration affects apparatus data accuracy
• Coordinate with IT department for integration setup
• Test integration thoroughly before going live

Recommended for: Administrative Staff only

Purchase Orders Permissions

Approval

Definition: Allows users to review and approve purchase orders, providing authorization for procurement transactions to proceed through the approval workflow.

What it enables:

• Reviewing pending purchase orders
• Approving purchase orders for procurement
• Rejecting purchase orders requiring modification
• Managing approval workflow

Common use cases:

• Chiefs approving equipment purchases
• Administrative staff authorizing inventory orders
• Budget managers reviewing procurement requests
• Department heads providing final purchase authorization

Best practices:

• Grant to personnel with budgetary authority
• Should align with department purchasing policies
• May require multiple approval levels for large purchases
• Coordinate with finance department on approval thresholds

Recommended for: Chiefs, Administrative Staff, Budget Managers

Archive

Definition: Allows users to archive completed purchase orders, removing them from active lists while preserving historical procurement records.

What it enables:

• Archiving fulfilled purchase orders
• Removing completed orders from active views
• Preserving historical procurement records
• Cleaning up purchase order lists

Common use cases:

• Archiving orders after items are received
• Cleaning up old purchase order lists
• Maintaining historical procurement records
• Managing purchase order visibility

Best practices:

• Grant to administrative staff who manage procurement
• Archive after orders are fulfilled and reconciled
• Archived orders remain available for audit and reporting
• Helps maintain organized active purchase order lists

Recommended for: Chiefs, Administrative Staff

Purchase Orders (Read, Update, Create, Delete)

Definition: Controls access to purchase order records used for tracking inventory and equipment procurement from vendors.

What it enables:

• Read: View purchase order details and status
• Update: Modify purchase order information
• Create: Generate new purchase orders
• Delete: Remove purchase order records

Common use cases:

• Creating purchase orders for inventory replenishment
• Updating purchase orders with vendor information
• Viewing pending and completed procurement
• Managing equipment purchase tracking

Best practices:

• Read permission: Grant to personnel involved in procurement
• Create permission: Enable for those who initiate purchases
• Update permission: Limit to procurement managers
• Delete permission: Restrict heavily for audit trail preservation
• Purchase orders support budget tracking and compliance

Recommended for:

• Read: Administrative Staff, Supply Managers
• Create: Company Officers, Chiefs, Administrative Staff, Supply Managers
• Update/Delete: Administrative Staff only

Permission Assignment Best Practices

By User Role

Field Personnel (Firefighters, Paramedics, Apparatus Operators)

Essential permissions for daily operations:

• Start Checks
• See available checks
• Remove Join Check Users (COMMONLY MISSED)
• Perform an apparatus swap
• View all apparatus swaps
• Apparatus Overview
• Equipment Overview
   
• Location Overview
• Kit Overview
• Log Entries (Read, Create)
• Restock Lists (Read, Create)
   
• Work Order Boards (Read, Create)
• Inventory Request List (Read, Create)
• Update status of equipment
• Update Status of Kits
• Compartments (Read)
• Fluids (Read)
• Inventory Management (Read)
• Kits (Read)
• Pouches (Read)

Company Officers (Lieutenants, Captains)

All Field Personnel permissions PLUS:

• Reverse an active swap
• Close an active swap
• Fluids (Update)
• Out of Service Log Manage
• Override apparatus records
• Update Assigned To
• Log Entries (Update)
• Restock Lists (Update, Delete)
• Inventory Request List (Update, Delete)
• Inventory Management (Update)
• Inventory Request List - Archive
• Modify Inventory Expiration Date
• Receive Inventory
• Work Order Boards (Update)
• Work Order Boards Drag and Drop
• Preventative Maintenance (Read, Update)
• Assets - Delete Incomplete Checks (use sparingly)

Chiefs, Battalion Chiefs, Administrative Staff

All permissions in the system for full oversight and management capabilities

Maintenance Personnel

All work order related permissions:

• Preventative Maintenance (Read, Update, Create)
• Work Order Boards (Read, Update, Create)
• Work Order Boards Drag and Drop
• Apparatus Preventative Maintenance Saved Views (Read, Create)
• Preventative Maintenance Saved Views (Read, Create)
• Update Archived/Closed Work Orders
• Out of Service Log Manage
• Override apparatus records
• Assets - Equipment Hours Override
• Log Entries (Read, Create, Update)

Permission Dependencies

Critical Rule: Read permission must be enabled before Update, Create, or Delete will function for any permission with those options.

Common Permission Pairs:

• "Perform an apparatus swap" + "View all apparatus swaps"
• "Start Checks" + "See available checks" + "Remove Join Check Users"
• "Create Inventory Requests" + "Read Inventory Request List"
• "Start Checks" + "Remove Join Check Users"

Security and Compliance Considerations

Admin-Level Permissions (Grant with extreme caution):

• Delete Completed Checks - Removes audit trails
• Delete permissions on Logs - Affects accountability
• Setup permissions - Change system-wide behavior
• Import permissions - Bulk data changes
• FEMA Cost Code permissions - Compliance implications
• Override apparatus/equipment records - Affects maintenance tracking
• Manage External Sharing - Data privacy implications

Essential for Operations:

• Remove Join Check Users - COMMONLY MISSED but critical for field operations
• Start Checks - Core daily function
• Apparatus Overview & Dashboard- Foundational for apparatus access

Common Permission Configuration Mistakes

1. Forgetting "Remove Join Check Users" - Results in officers having to submit checks for field personnel
2. Not granting "Read" before "Update/Create/Delete" - Prevents permissions from functioning
3. Over-restricting "View all apparatus swaps" - Prevents users from seeing swap history they need
4. Not pairing "Perform swap" with "View all swaps" - Creates incomplete workflow
5. Granting "Delete Completed Checks" too broadly - Compromises audit trails
6. Restricting "Cancel checks" to only Chiefs/Admins - Ensure field users understand to complete or submit checks rather than leaving them incomplete

Optimization Tips

Start Restrictive, Expand as Needed:

• Begin with minimum required permissions for each role
• Monitor operational challenges and adjust accordingly
• Document permission change requests and reasons

Regular Permission Audits:

• Review permissions quarterly or after major personnel changes
• Remove unnecessary permissions to reduce risk
• Ensure departing personnel have access revoked promptly

Training Alignment:

• Coordinate permission grants with user training completion
• Ensure users understand implications of their permissions
• Document standard permission sets for different roles

Testing Before Deployment:

• Test permission changes with select users before broad rollout
• Verify permission dependencies function correctly
• Confirm workflows operate as expected with new permission sets

Troubleshooting & FAQs

Q: A user can't submit a checklist and sees a message about multiple users. What's wrong? A: The user likely lacks "Remove Join Check Users" permission. This is a commonly missed permission. Grant this permission to allow the user to remove join check users and submit the checklist independently.

Q: I granted Update permission but the user still can't modify records. Why? A: Read permission must be enabled first. All permissions with Update, Create, or Delete options require Read permission as a foundation.

Q: Should field personnel have permission to delete incomplete checks? A: Not typically. Deleting incomplete checks removes data and affects record keeping. It's better to train users to complete or cancel checks rather than delete them. Only grant this to officers who need to clean up false records.

Q: What's the difference between Restock Lists and Inventory Request Lists? A: Restock Lists are for items already stocked locally - users mark them during checks and perform restocks themselves from inventory overview. Inventory Request Lists are for items not stocked locally, insufficient supply room inventory, or rare-use items requiring administrative ordering.

Q: Who should have access to override apparatus records? A: Limit this to company officers, maintenance personnel, and administrative staff. Overrides affect maintenance schedules and should be used sparingly with documentation.

Q: Our FEMA Cost Code permissions aren't working. What should we do? A: Please contact your Implementation Manager or Client Success Manager for help with FEMA cost codes.

Q: Can I grant Create permission without granting Update? A: Yes, but Read permission must be granted first for any permission with Update, Create, or Delete to function. However, consider whether users who can create records might also need to update them.

Q: What happens if I archive a kit that's still in use? A: Archived kits are removed from active lists and cannot be assigned or used for new activities. Only archive kits that are permanently removed from service. Historical records referencing the kit are preserved.

Q: How do I know which permissions affect audit trails and compliance? A: Delete permissions, override permissions, and the ability to update archived/closed records all affect audit trails. Grant these restrictively. Log entry delete permissions and completed check deletion particularly impact accountability.

Q: What's the difference between "Close an active swap" and "Reverse an active swap"? A: These use the same workflow. Close finalizes a swap when apparatus return to normal assignments. Reverse undoes a swap that was initiated in error or when plans change. Both return apparatus to their original or intended assignments.

Q: Users are creating duplicate on-demand checks. What's happening? A: Users may not have "See available checks" permission, preventing them from seeing incomplete checks others have started. Grant this permission so users can view and complete existing incomplete checks rather than starting duplicates.