Purpose Statement

This article answers frequently asked questions about the Assets module in First Due. It provides guidance for managing apparatus, equipment, inventory, kits, asset checks, bulk checks, work orders, inventory requests, and other common asset management workflows.

Use this article as a reference when determining how assets should be organized, establishing naming conventions, understanding how different Assets features work together, or troubleshooting common configuration and day-to-day usage questions.

Background Information

The Assets module provides a centralized location for managing an agency's apparatus, equipment, inventory, kits, checks, and maintenance workflows.

Depending on your agency's configuration, Assets can be used to:

• Manage apparatus and equipment records.
• Track consumable and frequently purchased Inventory.
• Manage staff uniforms and other agency-issued items through inventory.
• Manage inventory requests for items such as uniforms and supplies.
• Organize equipment and inventory within apparatus compartments and kits.
• Create and schedule asset checks.
• Complete apparatus, equipment, kit, and location checks.
• Conduct bulk checks for groups of equipment.
• Create work orders when issues are identified.
• Manage inventory restocking and orders.
• Use supported barcode or QR code workflows to access asset information.

Because agencies use Assets differently, terminology, check schedules, work order boards, inventory workflows, naming conventions, and organizational structures may vary based on your department's configuration.

Required Permissions

Access to Assets features is controlled by your agency's Roles and Permissions configuration.

Users should have the appropriate Assets permissions for the functions they need to perform, such as viewing or managing apparatus, equipment, inventory, kits, checks, requests, or work orders.

If a user cannot see an Assets menu, configuration option, or action described in this article, an administrator should first verify the user's assigned role and applicable Assets permissions.

General Assets FAQs

What is the difference between Equipment and inventory?

The primary difference is how the item needs to be tracked and managed throughout its lifecycle.

Equipment is generally used for individually tracked assets that may require their own identity, history, maintenance, checks, or budget forecasting for future replacement. Equipment commonly represents higher-cost assets that an agency expects to maintain, repair, and eventually replace through a planned purchasing or replacement process.

Examples may include:

• SCBA
• Radios
• Gas meters
• Thermal imaging cameras
• Turnout gear
• Power equipment
• Hose
• Ladders

Inventory is generally used for lower-cost, frequently used or purchased items where the agency is primarily concerned with quantities, availability, distribution, and replenishment.

Examples may include:

• EMS supplies
• Disposable medical supplies
• Cleaning supplies
• Batteries
• Station supplies
• Staff uniforms and apparel
• Other frequently purchased supplies

When deciding how to classify an asset, consider several factors rather than purchase price alone:

• Does the individual item need its own record and history?
• Does it require recurring checks or maintenance?
• Would the agency repair the item rather than routinely replace it?
• Does the agency need to forecast or budget for its future replacement?
• Is the item purchased and distributed frequently?
• Is tracking the quantity available more important than tracking each individual item?
• Will personnel need to request the item through an Inventory workflow?

In general, equipment is individually managed across its lifecycle, while inventory is quantity-based and focused on purchasing, distribution, consumption, and replenishment.

How should we decide whether something should be Equipment, inventory, or part of a Kit?

Consider how the resource needs to be managed:

• Use Equipment when the individual asset needs its own record, identity, maintenance history, check history, or budget forecasting for future replacement.
• Use inventory when the primary concern is quantity, purchasing, distribution, stocking, consumption, replenishment, or requests.
• Use a Kit when multiple equipment and/or inventory items need to be grouped and managed together.

For example, an individually tracked monitor may be equipment, disposable supplies may be inventory, and a response bag containing both may be organized as a kit.

Apparatus & Compartment FAQs

What are Apparatus Compartments used for?

Compartments allow agencies to organize equipment, inventory, and kits based on where resources are physically stored on an apparatus.

A compartment structure can mirror the physical layout of the vehicle, making it easier for personnel to locate items and complete apparatus checks.

Should every physical compartment on an apparatus be created in First Due?

Create a compartment structure that makes operational sense for your agency.

Matching the physical apparatus layout can make checks intuitive for crews, but avoid creating unnecessary complexity. Compartments should make it easier for personnel to locate and verify equipment and inventory.

Why is an item showing on the wrong apparatus or at the wrong location?

Review the item's current assignment and determine whether it:

• Was moved individually.
• Is assigned to a kit that was moved.
• Was included in an apparatus or equipment re-locate or swap.
• Is assigned to a different compartment or storage location.

Review the current asset assignment before manually moving the item again. The System Log can be a useful resource for administrators with the proper permissions. 

Asset Check FAQs

What types of checks can be completed in Assets?

Depending on your agency's configuration, checks can be associated with resources such as:

• Apparatus
• Equipment
• Kits
• Locations

Checklists can be configured for different operational needs and scheduled according to agency requirements.

Can Equipment checks be completed as part of an apparatus check?

Equipment and kits associated with an apparatus can be incorporated into the apparatus checking workflow based on your agency's configuration. This allows crews to work through the resources associated with the apparatus without treating each item as an unrelated workflow.

What happens when an item fails during a check?

A failed checklist item identifies an issue that may require follow-up. When configured for the workflow, personnel can create a Work Order from the failed checklist item.

This helps connect the issue identified during the check to the maintenance workflow and can reduce duplicate reporting.

What are Bulk Checks used for?

Bulk checks are useful when multiple similar pieces of equipment need to be checked using the same process.

Common examples include:

• Hose
• SCBA
• Ladders
• Other groups of similar equipment

Bulk checks can reduce repetitive data entry when the same check process applies to multiple equipment records.

Can checks be scheduled at different intervals?

Check schedules can be configured based on your agency's operational requirements.

When establishing check schedules, consider agency policy, operational needs, manufacturer recommendations, and any other requirements that determine how frequently an asset should be checked.

Equipment FAQs

Can multiple pieces of Equipment have the same Equipment Name?

Yes. The Equipment Name can be universal across multiple pieces of the same equipment. However, the Equipment ID must be unique for each individual equipment record. The unique Equipment ID is how First Due distinguishes and tracks individual equipment items.

For example, an agency with five chainsaws could configure them as:

• Equipment Name: Chainsaw | Equipment ID: SAW-001
• Equipment Name: Chainsaw | Equipment ID: SAW-002
• Equipment Name: Chainsaw | Equipment ID: SAW-003
• Equipment Name: Chainsaw | Equipment ID: SAW-004
• Equipment Name: Chainsaw | Equipment ID: SAW-005

Agencies can use a common naming convention for the Equipment Name or identify equipment by the asset to which it is assigned.

When establishing a naming convention, consider whether the equipment will remain assigned to the same asset or may move between apparatus, or locations.

Why does each piece of Equipment need a unique Equipment ID?

The Equipment ID uniquely identifies the individual equipment record in First Due. While multiple records can share the same Equipment Name, each individual equipment item requires a unique Equipment ID.

Establish a consistent Equipment ID convention that allows personnel to distinguish individual assets while keeping equipment names simple and recognizable.

How can I quickly create another piece of Equipment similar to an existing one?

Equipment can be duplicated using the available Copy action from the Equipment List.

After copying an equipment record, review the information before saving or using the new record. Pay particular attention to information that should be unique to the new asset, such as:

• Equipment ID.
• Serial number.
• Purchase or in-service information.
• Location or assignment.
• Maintenance information.
• Check configuration.

Do not assume every setting from the original equipment record should apply to the new item.

What are good candidates for Bulk Checks?

Bulk checks are most useful when multiple similar equipment records need to follow the same check process.

Examples may include:

• Hose
• SCBA
• Ladders
• Radios
• PPE
• Other standardized equipment groups

Review the selected equipment carefully before completing a bulk check to ensure the appropriate records are included.

Why might Equipment be useful for budget planning?

Equipment commonly represents assets that an agency expects to maintain for a longer period and eventually replace.

Maintaining individual equipment records can help agencies organize the information needed to evaluate the lifecycle of assets and forecast future replacement needs. This can be particularly valuable for higher-cost equipment that may need to be included in annual or long-term budget planning.

Can Equipment be tracked using barcodes or QR codes?

Yes, equipment and inventory utilizes First Due's barcode scanning functionality. When barcode or QR code functionality is configured, scanning can provide personnel with quicker access to associated asset information.

Agencies using scanning should establish a consistent labeling strategy and ensure labels remain readable in the environments where the Equipment is stored and used.

Inventory & Restocking FAQs

How is inventory different from individually tracked equipment?

Inventory is commonly used for lower-cost items that are frequently purchased, distributed, consumed, or replaced. The primary focus is typically the quantity and availability of an item rather than maintaining a separate lifecycle record for each individual item.

Equipment is more commonly individually tracked and may require checks, maintenance, repair history, or budget forecasting for eventual replacement.

What types of items are good candidates for inventory?

Inventory is generally a good fit when items:

• Are relatively low cost.
• Are purchased frequently.
• Are consumed, distributed, or replaced regularly.
• Need quantity or stocking-level management.
• Do not require a separate lifecycle history for every individual item.
• May need to be requested by personnel.
• Need to be replenished across apparatus, locations, or kits.

Common examples include EMS supplies, disposable supplies, batteries, station supplies, cleaning supplies, uniforms, and other frequently purchased items.

Can staff uniforms be managed as inventory?

Yes. Staff uniforms and apparel are a common use of inventory.

Examples may include:

• Uniform shirts
• Uniform pants
• Boots
• Hats
• Jackets or other seasonal apparel
• Other agency-issued apparel

Using inventory allows agencies to manage available quantities while also supporting workflows for distributing items to personnel.

Can personnel request inventory items such as uniforms?

Yes. The Request feature within inventory workflows can be used to manage requests for inventory items.

Uniforms are a common example. Rather than treating each uniform item as individually tracked equipment, an agency can maintain the items as inventory and use requests to support the process of personnel requesting needed apparel.

The request workflow can also be useful for other inventory items that personnel need to obtain through an agency-managed distribution process.

Can inventory have minimum quantities?

Inventory configuration allows for the tracking of current quantity on hands, minimum requirements, identified PAR levels, and expiration dates. Inventory configuration can be used to help agencies monitor available stock and identify replenishment needs.

Agencies should establish appropriate quantities based on operational requirements and expected consumption for each location.

How does Restock work with inventory?

Users can submit Restock requests from an appropriate asset overview, or while completing appropriate asset checklists.

Restocking workflows help personnel identify supplies that need replenishment and return location storages or kit pouches to their expected stock levels.

This can be particularly useful when inventory is distributed across multiple apparatus compartments, locations storages, or kit pouches.

Can inventory shortages be identified during a check?

Inventory associated with an asset-check workflow can be reviewed as personnel complete their checks, allowing shortages to be identified and addressed according to the agency's configured process.

Can First Due track inventory orders?

Assets includes inventory ordering functionality that can support an agency's inventory replenishment workflow. This can be configured using the Receive process or utilizing Purchase Orders within the Assets module.

Agencies should define who is responsible for requesting supplies, processing orders, and confirming receipt to help prevent duplicate or unnecessary orders.

Can expiration date information be tracked for inventory?

Expiration date information can be maintained for applicable inventory items.

For expiration-sensitive supplies, agencies should combine accurate First Due records with a consistent process for physically reviewing and rotating stock.

Work Order FAQs

What are Work Order Boards used for?

Work order boards organize maintenance and repair requests into workflows. Boards provide visibility into work order status and allow agencies to move work through the appropriate stages of their maintenance process.

What are some common Work Order Boards?

Agencies may organize Work Order Boards around operational responsibilities such as:

• Apparatus Repair
• General Equipment Issues
• SCBA Maintenance
• Radios
• PPE Issues
• Facilities Maintenance
• Information Technology

The appropriate board structure depends on who manages the work and how your agency routes maintenance requests.

What are some common Work Order Board phases?

Configure phases to match the actual lifecycle of work within your agency.

A typical workflow may include:

• Reported or Submitted
• Evaluating
• Awaiting Parts
• Sent to Vendor
• In Progress
• Resolved or Completed

Use phase names that are immediately understandable to both the personnel reporting an issue and the personnel responsible for resolving it.

What are some common Work Order Types?

Work order types should help personnel quickly communicate what kind of issue exists and, when appropriate, its operational priority.

Examples may include:

• Critical / Out of Service
• Mechanical Issues
• Fluid Leaks
• Preventative Maintenance
• Damage
• Minor Issue
• Other

Avoid creating too many similar types. A smaller set of clearly defined choices generally produces more consistent reporting.

Can a Work Order be created from a failed check?

When supported by the configured check workflow, a work order can be created from a failed checklist item. This connects the issue discovered during a check with the maintenance workflow.

Kit FAQs

What is a Kit?

A Kit groups resources that are operationally managed together.

Kits allow agencies to organize related equipment and inventory into a logical group instead of treating every component as an unrelated item.

What are common examples of Kits?

Common kit configurations may include:

• Medical kits
  • ALS/BLS bags
  • Trauma bags
  • Airway bags
• Rope bags
• RIT/RIC kits
• High-rise kits
• Hydrant bags
• Extrication sets
• Hazmat kits
• Technical rescue kits
• Water rescue kits
• Toolboxes

The best kit structure should reflect how personnel actually deploy, check, move, and replenish the resources.

Can Kits contain both equipment and inventory?

Yes. Kits can organize resources that include both equipment and inventory.

This is useful when an operational bag or equipment set contains individually tracked equipment as well as consumable inventory.

Can Kits be checked?

Kits can be incorporated into asset-check workflows, allowing personnel to verify resources grouped within the kit.

Can multiple Kits have the same Kit Name?

Yes. The Kit Name can be universal or based on the kit's use case. However, the Kit ID must be unique for each individual kit record.

Common Kit Names may include:

• ALS Bag
• Medical Kit
• Rope Bag
• Water Rescue Kit
• RIT/RIC Kit
• Trauma Bag

The unique Kit ID allows First Due to distinguish one kit record from another even when multiple kits share the same Kit Name.

How should Kits be named?

Choose a kit naming convention based on how the kit will be used and whether it will remain assigned to the same asset.

If a kit will always remain assigned to a specific apparatus, consider incorporating the apparatus into the Kit Name. This can make it easier for personnel to recognize the kit's intended assignment.

For example:

• E1 ALS Bag
• E1 Medical Kit
• R2 Rope Bag
• R2 Water Rescue Kit

If a kit may rotate between apparatus or other assets, consider using a generic Kit Name based on its function, such as ALS Bag, Medical Kit, Rope Bag, or Water Rescue Kit. The unique Kit ID can then distinguish the individual Kit regardless of its current assignment.

If your agency wants the Kit Name itself to identify individual Kits and assist with tracking Kit movement, establish a unique Kit Name for each kit regardless of where it is currently assigned.

Before establishing a kit naming convention, consider:

• Will the kit always remain assigned to the same apparatus?
• Will the kit routinely move between assets or locations?
• Do personnel need to identify the individual kit by name?
• Does the agency want to track the movement of individual kits?
• Will the naming convention still make sense if the kit's assignment changes?

Regardless of the naming convention selected, each kit must have a unique Kit ID.

What should I consider before creating a large number of Kits?

Create kits based on operational workflows rather than simply using them as organizational folders.

If personnel deploy, move, check, or replenish a group of resources together, a kit may be appropriate. If the items do not function as a group operationally, separate equipment, inventory, or location organization may be easier to maintain.

Best Practices

• Establish consistent naming conventions for apparatus, equipment, inventory, kits, and locations.
• Equipment Names can be universal, but each equipment record must have a unique Equipment ID.
• Kit Names can be universal or based on their use case, but each kit must have a unique Kit ID.
• Use simple, recognizable equipment and kit names when the individual record can be identified by its unique ID.
• Consider identifying the assigned apparatus within a Kit Name when the kit will always remain assigned to that apparatus.
• Use generic, function-based kit names when kits routinely rotate between apparatus or locations.
• If personnel need to identify and track individual kits by name, establish a unique kit naming convention in addition to the required unique Kit ID.
• Avoid naming a kit solely for its current apparatus or location if the kit may later be reassigned, as the name can become misleading.
• Base equipment versus inventory classification on how the item needs to be managed throughout its lifecycle, not solely on purchase price.
• Consider future replacement and budget forecasting when deciding whether an asset should be managed as equipment.
• Use inventory for lower-cost items that are frequently purchased, distributed, consumed, or replaced.
• Consider Inventory Requests for uniforms, apparel, and other supplies personnel need to request through an agency-managed process.
• Design apparatus compartments to resemble the physical organization personnel encounter in the field.
• Keep checklists focused on items personnel can meaningfully verify.
• Avoid unnecessarily duplicating checklist questions across multiple workflows.
• Use Bulk Checks for groups of similar equipment that follow the same check process.
• Create Work Order Boards around actual maintenance responsibilities and workflows.
• Use clear Work Order Types and priorities that personnel can apply consistently.
• Create kits for resources that are deployed, moved, checked, or replenished together.
• Establish appropriate Inventory quantities based on the operational needs of each location.
• Review expiration-sensitive inventory regularly.
• Use consistent barcode or QR code labeling conventions when scanning is part of the agency's workflow.
• Periodically review inactive, retired, transferred, or replaced assets so current records remain accurate.

Troubleshooting & FAQs

I cannot see an Assets feature or configuration option. What should I check?

Verify that your agency has access to the applicable feature and that your assigned role has the permissions necessary to access it.

If another user can access the option but you cannot, compare the applicable role and permission assignments.

Why am I receiving an error when creating an equipment item with an Equipment ID that already exists?

Each equipment record requires a unique Equipment ID. Equipment names can be shared across multiple records, but Equipment IDs cannot.

Assign the new equipment record a unique Equipment ID before saving it.

Why am I receiving an error when creating a Kit with a Kit ID that already exists?

Each kit requires a unique Kit ID. Multiple kits can use the same Kit Name, but each individual kit record must have its own Kit ID.

Assign the kit a unique Kit ID before saving it.

A Kit was moved to another apparatus, but its name still references the old apparatus. What should we do?

This can occur when an agency includes the assigned apparatus in the Kit Name and later moves the kit.

If the kit will routinely rotate between assets, consider using a generic, function-based Kit Name and allowing the unique Kit ID to distinguish the individual kit.

If the kit is expected to remain permanently assigned to the new apparatus, update the Kit Name according to your agency's established naming convention.

An asset is showing in the wrong location. What should I check?

Review the asset's current assignment and determine whether it belongs directly to a location storage, apparatus compartment, or kit pouch.

If the asset is associated with a kit or was affected by a re-locate or swap, review that relationship before manually moving the item.

Personnel keep creating duplicate work orders for the same problem. How can we reduce this?

When an issue originates during a check, use the integrated work order workflow when available.

Personnel completing subsequent checks should review whether a work order has already been created before submitting another request for the same issue.

I duplicated an Equipment item, but some of its information is incorrect. What happened?

A copied equipment record retains data information from the original item. Review the duplicated record and update any information that should be unique or different for the new asset.

Pay particular attention to the Equipment ID, serial number, assignments, dates, and applicable maintenance or check information.

Our inventory quantities do not match what is physically on the apparatus. What should we check?

Confirm that personnel are consistently recording Inventory changes and restocking. Also verify that the inventory is associated with the correct apparatus compartment, location storage, or kit pouch.

After correcting the count, review the workflow that caused the discrepancy to help prevent it from recurring.

Why isn't an inventory item appearing where personnel expect it during a check?

Verify the item's configured location and its relationship to the apparatus compartment, location storage, or kit pouch being checked.

Also confirm that the applicable check is configured to include the resource or workflow personnel expect to see.

Why is a check showing as due or overdue?

Review the assigned check schedule and the last applicable completed check.

If the schedule was recently changed, verify that the current configuration reflects the agency's intended check frequency.

A failed check item already has a work order. Should I create another one?

Review the existing work order first. If it represents the same unresolved issue, creating another work order may result in duplicate maintenance requests.

Create a separate work order when the newly identified problem is different from the existing issue.

Why can't I find an equipment item when scanning its barcode or QR code?

Verify that:

• The barcode or QR code is associated with the correct asset.
• The label is readable and undamaged.
• The device can clearly scan the code.
• The user has access to the applicable Assets functionality.
• The device and First Due platform are using the most up-to-date software version.

If a physical label has been replaced, confirm that the replacement is associated with the correct equipment record.

An item was moved, but personnel still cannot find it in the expected workflow. What should I check?

Verify the item's current location and any parent relationship, such as an apparatus compartment, location storage, or kit pouch.

Also verify that the destination is included in the check or workflow personnel are using.

Our Restock workflow contains items we do not expect. What should we check?

Review the configured inventory quantities and stocking levels for the affected locations.

An incorrect quantity or location configuration can cause an item to appear for replenishment when it is not expected.

A user cannot request a uniform or another inventory item. What should I check?

Verify that the item is configured appropriately within inventory and that it is available through the agency's intended request workflow.

Also verify that the user has the appropriate access to the applicable inventory request functionality.

We are frequently replacing an item. Should it be equipment or inventory?

Consider how the item is managed rather than relying on a single factor.

If the item is relatively low cost, purchased frequently, distributed or consumed regularly, and primarily tracked by quantity, inventory may be the better fit.

If each item needs an individual record, maintenance or check history, or the agency needs to plan and budget for its eventual replacement, equipment may be more appropriate.

An expired or soon-to-expire item is still showing in inventory. Does First Due automatically remove it?

First Due does not automatically remove expired inventory items. Expiration information helps agencies identify Inventory requiring attention. Personnel should continue to physically rotate, replace, and document expiration-sensitive stock according to agency procedures.

What should I review before retiring or significantly changing an asset record?

Consider whether the asset contains historical information your agency needs to retain, such as completed checks, maintenance information, or work orders.

Follow your agency's established asset management process and consider the effect that significant record changes may have on historical information.