Purpose Statement

The Fleet Overview and Apparatus Overview screens within the Assets module provide a centralized location to view, manage, and monitor all apparatus within your agency. These views allow users to quickly locate apparatus, review status and operational details, manage maintenance workflows, and complete operational tasks such as checklists, work orders, and status updates.

Using these tools helps agencies maintain accurate apparatus records, track operational readiness, and streamline fleet management processes.

Background Information

The Fleet Overview provides a high-level view of every apparatus in your agency’s fleet. From this screen, users can quickly search for apparatus, review operational statuses, initiate workflows, and navigate to individual apparatus records.

Selecting a specific apparatus opens the Apparatus Overview, which contains detailed information about that vehicle, including manufacturer details, location information, checklists, maintenance records, fluids tracking, and inventory assignments.

These pages work together to support daily fleet operations, apparatus readiness monitoring, and maintenance tracking.

Common uses include:

• Searching for a specific apparatus

• Reviewing service and operational status

• Completing apparatus checklists

• Managing work orders and maintenance

• Viewing inventory and equipment assigned to a vehicle

• Tracking fluids and operational logs

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

Some actions such as updating service status, editing apparatus information, or adding log entries may only appear if the user has the appropriate permissions enabled.

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Step-by-Step Guide

Navigate to the Apparatus Overview

• Click the First Due logo in the upper left corner of the platform.

• Select Assets from the navigation menu.

• Click Apparatus Overview.

You will land on the Fleet Overview, which displays your entire apparatus fleet.

Fleet Overview Quick Actions

• My Apparatus - if your agency uses First Due's Scheduling module, and you are assigned an Apparatus on the Shift Board, the My Apparatus button will bring you immediately to that assigned Apparatus to manage checklists, work orders, etc.

• Swap - begins the Apparatus Swap workflow

• Unit Update - begins the Unit Update workflow

Fleet Overview Functions

Use this reference image for the functions listed below on finding them within the Fleet Overview and information on what it enables or action it performs.

Search for an Apparatus

• Use the search bar at the top of the Fleet Overview.

• Enter keywords such as:

  • Apparatus name (Engine, Truck, etc.)

  • Unit number

  • Station

  • Other identifying information.

This helps quickly locate a specific vehicle within larger fleets.

Review Fleet Overview Information

Within the Fleet Overview, you may see multiple columns depending on your agency’s configuration, including (each number correlates to the number in the above image):

1. Apparatus name and Secondary apparatus ID (fleet number or dispatch ID)

2. Primary status (frontline, reserve, etc.)

3. Service status

4. Assigned location

5. Checklist status

6. Work order indicators

Some fields may appear as clickable links depending on permissions.

Update Apparatus Service Status (If Permitted)

• Locate the Service Status column.

• If the status is underlined, click it.

• Select one of the following options:

  • Relocate Apparatus (changes location and status)

  • Update Status Only

• Choose whether to also take assigned equipment and kits out of service.

• Click Save to confirm the status change.

Start a Checklist

From the Fleet Overview, you can start a checklist directly.

Checklist colors indicate status:

• Yellow – Due today

• Red – Overdue

• Blue – Upcoming

Click the checklist indicator to begin the checklist process.

View Work Orders

• Locate the Work Orders column.

• Click the work order indicator.

This opens the Work Orders section of that apparatus record.

Open an Apparatus Overview

• Click the underlined apparatus name in the Fleet Overview.

• This opens the Apparatus Overview page for that vehicle.

Navigating the Apparatus Overview

The Apparatus Overview provides detailed information and management tools for a specific vehicle.

Key sections include:

Apparatus Overview & Status Controls

At the top of the page you may see:

1. Manufacturer information, tank capacity, current odometer and engine hours

2. Home location (permanent) and current location

3. Last Checklist completed

4. View the asset's work order history and start a new work order

5. Add Fluids entries

6. Add Log entries (permissions based)

7. View/update the Assigned User (permissions based)

8. View/update the Apparatus record (permissions based)

9. Take the vehicle Out of Service or In Service

10. View total time spent out of service

11. Toggle between Primary and Reserve

Editing capabilities depend on permissions.

Maintenance & Operational Groups

Checklists

View and manage:

• Due checklists

• Upcoming checklists

• Overdue checklists

• Completed checklist history

Inventory Usage

Document:

• Inventory usage

• Inventory restocking tied to the apparatus

Work Orders

Manage maintenance tasks including:

• Viewing open work orders

• Creating a new work order

• Viewing work order history

Compartments

View apparatus compartments and see:

• Assigned equipment

• Inventory items

• Kits

• Compartment photos (if uploaded)

Fluids

Track apparatus fluid usage including:

• Fluid type

• Cost

• Associated work orders

Users with permission can add new fluid entries.

Log Book

The Log Book tracks all interactions and updates related to the apparatus, including actions taken by users within the asset record.

Best Practices

• Use the Fleet Overview search when working with large fleets to quickly locate vehicles.

• Regularly review checklist indicators to ensure inspections are completed on time.

• Keep service status updated to maintain accurate operational readiness reporting.

• Use work orders to document all maintenance activities for proper record keeping.

• Leave the Assigned to User field blank unless the vehicle is permanently assigned to a specific individual (such as command vehicles).

Troubleshooting & FAQs

I cannot update an apparatus service status

This action requires specific permissions. If the Service Status field is not clickable, contact your system administrator.

I cannot add fluids or log entries

These actions are permission-based. If the Add button is not visible, the permission may not be enabled for your user role.

Why don’t I see some columns in Fleet Overview?

Fleet Overview columns may vary depending on your agency’s Assets module configuration.

My apparatus location is incorrect

Users with the appropriate permissions can update the apparatus location or adjust the status using the Out of Service workflow.