Purpose Statement
The Fleet Overview and Apparatus Overview screens within the Assets module provide centralized access to your agency's apparatus.
The Fleet Overview provides a high-level view of the fleet, while the Apparatus Overview provides detailed information and management tools for an individual apparatus. Together, these screens allow users to locate apparatus, monitor operational status, access checklists and work orders, and review other information associated with each vehicle.
Background Information
Selecting Apparatus Overview from the Assets module initially opens the Fleet Overview, where users can view and search the agency's apparatus.
From the Fleet Overview, users can:
- Search for specific apparatus
- Review primary and service statuses
- View assigned locations
- Review checklist status
- Access work orders
- Open individual apparatus records
- Access My Apparatus, Swap, and Unit Update
Selecting an apparatus opens its Apparatus Overview, which contains more detailed information such as apparatus specifications, locations, checklists, work orders, inventory, compartments, fluids, and logbook activity.
The information and actions available on these screens may vary based on your agency's Assets configuration and your assigned permissions.
Required Permissions
Permissions for actions within the Fleet Overview and Apparatus Overview may vary by agency configuration.
Common permissions that may apply include:
- Assets Module Access
- View Apparatus Records
- Edit Apparatus Records
- Update Apparatus Status
- Create or Edit Work Orders
- Manage Checklists
- Add Fluids
- Add Log Entries
Actions such as updating an apparatus status, editing apparatus information, adding fluids, or adding log entries may only appear when the appropriate permissions are enabled for the user.
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Step-by-Step Guide
Navigate the Fleet Overview
The Fleet Overview provides detailed information and management tools for entire fleet management.
1. Access the Fleet Overview
- Click the First Due logo in the upper-left corner of the platform.
- Select Assets.
- Click Apparatus Overview.
The Fleet Overview will display your agency's apparatus.
2. Use Fleet Overview Quick Actions
The Fleet Overview provides several quick actions at the top of the page.
- My Apparatus: If your agency uses the Scheduling module and you are assigned to an apparatus on the Shift Board, select My Apparatus to open the Apparatus Overview for your assigned vehicle
- Swap: Starts the Apparatus Swap workflow
- Unit Update: Starts the Unit Update workflow
The Swap and Unit Update options are separate workflows and are not covered in this article.
3. Search for an Apparatus
Use the search bar at the top of the Fleet Overview to locate a specific apparatus.
You can search using identifying information such as:
- Apparatus Name
- Fleet Vehicle Number
This can help quickly locate a vehicle within larger fleets.
4. Review Fleet Overview Information
The Fleet Overview displays information about each apparatus. The available columns may vary depending on your agency's Assets configuration.
Information may include:
- Apparatus Name and Secondary Apparatus ID – Displays the apparatus name and, when configured, an additional identifier such as a fleet number or dispatch ID
- Primary Status – Indicates whether the apparatus is designated as primary, reserve, or another configured status
- Service Status – Displays the current operational or service status
- Assigned Location – Displays the apparatus's current location
- Checklist Status – Displays checklist status and provides access to available checklists
- Work Orders – Displays work order information associated with the apparatus
Some values may appear as underlined links, indicating that additional actions are available. Access to these actions may depend on permissions.
5. Update Apparatus Service Status
If the Service Status is underlined, you have permission to select it and begin the status update workflow.
To update the Service Status:
- Click the underlined Service Status.
- Select the appropriate option:
- Relocate Apparatus to update the apparatus location and status
- Update Status Only to change the service status without relocating the apparatus
- Choose whether equipment and kits assigned to the apparatus should also be taken out of service.
- Click Save.
If the Service Status option is not underlined, the required permission may not be enabled for your user role.
Important Note:
Checklists may no longer be due OR appear as due today or overdue based on checklist service status behavior configured in Assets > Setup > Checklists.
6. Update Apparatus Primary/Reserve Status
To update the Primary/Reserve Status:
- Click the underlined Primary Status.
If Primary Status option is not underlined, the required permission may not be enabled for your user role.
Important Note:
Checklists may no longer be due OR appear as due today or overdue based on checklist service status behavior configured in Assets > Setup > Checklists.
7. Start an Apparatus Checklist
Available checklists can be accessed directly from the Fleet Overview.
On the Fleet Overview, checklist colors indicate:
- Yellow: Due today
- Red: Overdue
- Blue: Upcoming
Click the applicable checklist indicator to begin the checklist process.
Warning:
Checklist colors can behave differently within an individual Apparatus Overview. See the section Manage Apparatus Checklists in this article for additional information.
8. View Apparatus Work Orders
Locate the Work Orders column and click the applicable work order indicator.
You will be taken to the Work Orders section of that apparatus's Apparatus Overview.
9. Open an Apparatus Overview
Click the underlined apparatus name in the Fleet Overview.
The Apparatus Overview for the selected vehicle will open.
Navigate Between Apparatus
The navigation panel on the left side of the Apparatus Overview allows users to move between apparatus without returning to the Fleet Overview.
Apparatus may be organized into configured apparatus groups. Apparatus that are not assigned to a group appear separately as ungrouped apparatus.
From the navigation panel, users can:
- Select another apparatus to open its Apparatus Overview
- Expand apparatus groups to locate specific vehicles
- Return to the Fleet Overview
Navigating the Apparatus Overview
The Apparatus Overview provides detailed information and management tools for an individual apparatus.
1. Review Apparatus Information and Status
At the top of the Apparatus Overview, users may see:
- Apparatus Photo - uploaded reference image in the apparatus record
- Apparatus Information – Includes information such as the manufacturer, tank capacity, odometer, engine hours, and other apparatus record details
- Home Location and Current Location – The Home Location identifies where the apparatus is permanently stationed, while the current Location identifies where the apparatus is presently located
- Last Completed Checklist – Displays information about the most recently completed checklist
- Work Orders – Provides access to work order history and the option to create a new work order
- Fluids – Provides the option to add fluid entries
- Log Entries – Provides the option to add log entries when permitted
- Assigned User – Displays or allows users to update the individual assigned to the apparatus when permitted
- Apparatus Record – Provides access to view or update the apparatus record when permitted
- Service Status – Allows permitted users to take the apparatus Out of Service or return it In Service
- Out-of-Service Time – Displays the total amount of time the apparatus has spent out of service
- Primary/Reserve Status – Allows permitted users to toggle the apparatus between Primary and Reserve (if configured)
Available editing options depend on the user's permissions.
2. Manage Apparatus Checklists
The Checklists group displays checklists associated with the apparatus, including upcoming, due, and overdue checklists.
From this section, users can:
- View and manage assigned checklists
- Access incomplete checklists
- Review checklist history
Checklist colors within an individual Apparatus Overview provide additional information about the checklist's status.
- Yellow: The checklist has a duration configured in the Checklist Scheduling setup and is within two hours of that duration ending
- Red: The checklist is overdue
- Blue: The checklist is upcoming
When a duration is enabled for a checklist, the checklist will display in yellow on the Apparatus Overview when it is within two hours of the configured duration ending. If the checklist is not completed before the duration ends, it will become overdue and display in red.
This differs from the Fleet Overview, where yellow indicates that a checklist is due today.
Tip:
See the articles on Completing an Asset Checklist or Managing Asset Checklists to learn more about each checklist workflow.
3. Manage Inventory Usage and Restocking
The Inventory Usage group allows users to document inventory activity associated with the apparatus.
From this section, users can:
- Document inventory usage
- Restock inventory items assigned to the apparatus
Tip:
See the article Performing Inventory Usages, Restocks, and Requests to learn more about inventory workflows.
4. View and Manage Work Orders
The Work Orders group displays maintenance activity associated with the apparatus.
Depending on permissions, users can:
- View open work orders
- Edit existing work orders
- Select New to create a work order for the apparatus
- Select History to view closed and archived work orders
Tip:
See the articles on Creating an Asset Work Order or Managing Asset Work Orders to learn more about work order processes.
5. View Apparatus Compartments
The Compartments group displays compartments configured for the apparatus.
Select a compartment to view information associated with it, including:
- Inventory items
- Equipment
- Kits
- Compartment photos, if uploaded
Tip:
See the article Creating and Managing Apparatus Compartments to learn more about apparatus compartments and managing inventory, equipment, and kits.
6. Review and Add Fluids
The Fluids group displays fluid entries associated with the apparatus.
Users can review information such as:
- Fluid type
- Cost
- Associated work orders
Users with the appropriate permissions can also add new fluid entries.
Tip:
See the article Apparatus: Adding Fluid to an Apparatus to learn more about apparatus fluid workflows.
7. Review the Log Book
The Log Book tracks interactions and updates associated with the apparatus.
Users with the appropriate permissions can add and manage manual log entries from the Apparatus Overview.
Tip:
See the article Assets: Log Book to learn more about log entry workflows.
Best Practices
- Use the Fleet Overview search to quickly locate vehicles in larger fleets
- Regularly review checklist indicators to identify upcoming and overdue apparatus checks
- Remember that yellow checklist indicators have different meanings on the Fleet Overview and Apparatus Overview
- Keep service status and apparatus location information current to support accurate operational readiness information
- Use work orders to document maintenance and repair activity associated with each apparatus
- Review inventory and compartment information to maintain accurate apparatus equipment records
- Leave Assigned User blank unless an apparatus is permanently assigned to a specific individual, such as a command or specialty vehicle
Troubleshooting & FAQs
Why can't I update an apparatus service status?
Status changes are permission-based. If the Service Status is not underlined or selectable, the required permission may not be enabled for your user role. Contact your system administrator to verify your permissions.
Why can't I add fluids or log entries?
These actions are permission-based. If the applicable Add option is not available, verify that your user role has the required permission.
Why don't I see some columns in the Fleet Overview?
The columns displayed in the Fleet Overview may vary depending on your agency's Assets module configuration.
Why is my apparatus location incorrect?
Users with the appropriate permissions can update the apparatus location through the applicable service status or relocation workflow.
Why don't I see My Apparatus?
My Apparatus is associated with the Scheduling module and an apparatus assignment on the Shift Board. Availability depends on your agency's configuration and your current assignment.
What do the checklist colors mean?
Checklist colors indicate the current status of a checklist. The meaning of a yellow checklist depends on where the checklist is displayed.
On the Fleet Overview:
- Yellow: Due today
- Red: Overdue
- Blue: Upcoming
On an individual Apparatus Overview:
- Yellow: The checklist has a duration configured in the Checklist Scheduling setup and is within two hours of that duration ending
- Red: Overdue
- Blue: Upcoming
On the Apparatus Overview, a yellow checklist indicates that the checklist is approaching its configured duration deadline. If the checklist is not completed before that duration ends, it becomes overdue and displays in red.
Why can't I edit an apparatus record?
Editing capabilities are permission-based. If the applicable edit or update option is unavailable, contact your system administrator to verify your permissions.
- Keep service status and apparatus location information current to support accurate operational readiness information
- Use work orders to document maintenance and repair activity associated with each apparatus
- Review inventory and compartment information to maintain accurate apparatus equipment records
- Leave Assigned User blank unless an apparatus is permanently assigned to a specific individual, such as a command or specialty vehicle.