Purpose Statement
This article explains how to document and track fluid consumption for an apparatus using the First Due Apparatus module.
This workflow allows agencies to record fluids added to an apparatus for operational tracking, cost tracking, and maintenance visibility. Common fluids tracked include gasoline, diesel, DEF, engine fluids, oils, and in some cases firefighting foam solvent usage.
Background Information
The Add Fluid workflow allows departments to track the amount, cost, and usage history of fluids added to each apparatus. This helps agencies monitor fuel and fluid consumption, maintain accurate operational records, and support preventative maintenance planning.
Fluid tracking can also assist with:
Monitoring apparatus fuel usage
Tracking engine fluids and DEF consumption
Recording foam solvent usage by apparatus
Capturing costs associated with fluid purchases
Supporting preventative maintenance through odometer and engine hour tracking
Each fluid entry is stored in the Apparatus Fluid Log, where users can review historical entries, see who logged the fluid, and view total usage and cost totals by fluid type.
Tip:
Fluid entry field labels can be customized in Field Management to fit agency specific terminology or operational needs. This customization process can be found under the Admin module and selecting Field Management. Next, filter the list using the filter by Module searching for Asset Fluid Entry.
The ability customize fields within First Due is it's own separate permission located under Roles & Permissions > Admin > Field Management
Required Permissions
This workflow is permission-based.
Users must have the following permission enabled:
Add Fluids to Apparatus
If users do not see the option to add fluids, they should contact their agency’s Assets Module Manager or system administrator to have the appropriate permission assigned.
Users must also have access to the Assets module and Apparatus records.
Video
Step-by-Step Guide
1. Navigate to the Apparatus Fluids Section
Click Assets from the main navigation menu.
Select Apparatus Overview.
2. Add or Edit Fluid Entries
Locate and select the Apparatus you want to add fluid to.
You can select the apparatus from:The Fleet Overview
The Apparatus Groups
The Apparatus list on the left panel
Add fluid from one of two locations:
Option 1 – Overview Panel
In the Fluids section near the top of the overview page, click the blue Add button.
Option 2 – Fluids Log Section
Scroll down to the Fluids group.
Click the blue Add Fluid button.
Edit Fluid Entries
Use the following icons to perform different fluid entry management:
Eye icon - view previous fluid entry logs
Pencil icon - edit existing fluid entry logs
Delete icon - delete previous fluid entry logs
3. Complete the Fluid Entry Form
Complete all required fields in the fluid entry form, or follow the specific policies and guidelines as defined by each individual agency.
Important Note:
Required fields may vary depending on your agency configuration.
Date - when the fluid was added
Location or address - where the fluid was purchased or obtained, if using a commercial fuel station (simple text field that does NOT populate from Google)
User - adding the fluid entry (should default to logged in user)
Fluid type - determined by agency, can include fuels like diesel, gasoline, and DEF, or fluids/oils like oil, transmission fluid, etc.
Volume added - automatically fills depending on fluid type selected
Odometer reading - updates the apparatus record for thorough documentation
Engine hours - updates the apparatus record for thorough documentation
Cost - aids in accurate cost tracking for fuel consumption
Additional notes - optional
Work order reference - links fuel costs to a specific work order in the system
Attachments - such as receipts or photos
4. Save Entry and Verify Accuracy
Click Save.
The entry will now appear in the Fluid Log for the apparatus, where users can view usage history and total cost tracking.
Best Practices
Always verify you are logging fluids to the correct apparatus before saving.
Enter accurate odometer and engine hour readings when available to assist with preventative maintenance tracking.
Upload receipts or photos when purchasing fluids from commercial locations to maintain accurate cost records.
Log fluid entries as soon as possible after the fluid is added to ensure accurate reporting.
Use consistent fluid types and naming conventions for improved reporting and analytics.
Troubleshooting & FAQs
Why can’t I add a fluid entry?
You likely do not have the Add Fluids to Apparatus permission enabled. Contact your Assets Module Manager or system administrator.
What happens if I delete a fluid entry?
Deleting a fluid entry is permanent and cannot be undone. Only delete entries when absolutely necessary.
Why should I enter odometer or engine hours?
While optional, these values update the apparatus record and help your agency track mileage and engine hours for preventative maintenance planning.
Can I upload a receipt for fuel purchases?
Yes. You can upload attachments or photos, such as receipts from gas stations, hardware stores, or auto parts stores.
Can the Add Fluid form be customized?
Yes. Agency administrators can modify certain field labels through Admin → Field Management within the Assets module to better match agency terminology.