Purpose Statement

This article provides module managers with comprehensive best practices for setting up the Assets module in First Due, with specific focus on properly configuring checklists that include compartments (apparatus), pouches (kits), or storages (locations). Many departments struggle with understanding how to make these components appear and function correctly within checklists. By following the workflow outlined here, you'll create a well-organized asset management system that ensures field personnel can efficiently complete required checks while maintaining accurate records and compliance with your department's policies and procedures.

Background Information

The Assets module in First Due allows departments to track and manage equipment through a hierarchical structure. A common challenge arises when departments want to include compartments, pouches, or storages as part of their checklists—understanding the proper sequence of setup steps is critical for success.

The Challenge: Departments often create checklists and asset types but cannot figure out why their compartments, pouches, or storages don't appear in the checklist or why they can't associate them properly. This typically occurs because the scheduling and association steps were completed out of order or incompletely.

The Solution: Following a specific workflow ensures all components work together correctly: map your asset structure → assign inventory → build checklists → schedule to specific assets → associate compartments/pouches/storages to the checklist.

Common Use Cases:

• Daily apparatus compartment checks before shifts
• Kit pouch inventory verification
• Location storage audits
• Equipment condition assessments
• Compliance documentation

Prerequisites:

• Admin or Module Manager permissions for Assets
• Understanding of your department's equipment organization structure
• Knowledge of existing inspection and maintenance requirements
• Clear picture of what equipment is stored where

Required Permissions

To complete the setup tasks outlined in this article, you need:

• Assets Module Manager or Administrator permissions
• Access to the Assets module configuration settings
• Ability to create and edit asset types, checklists, and schedules
• Permission to associate checklists to asset types

Understanding the Workflow Sequence

The key to successful compartment/pouch/storage integration is following these steps in order:

Step 1: Create and Map Asset Types

• Build your hierarchy (Apparatus → Compartments, Kits → Pouches, Locations → Storages)
• Define relationships between parent and child asset types

Step 2: Assign Inventory to Compartments/Pouches/Storages

• Declare what equipment is stored in each compartment, pouch, or storage
• Document inventory details for each location

Step 3: Build Your Checklists

• Create checklists with all required items
• Decide whether to enable "Make compartments required" based on your department's policies

Step 4: Schedule Checklists in the Checklist Scheduler

• Create schedule (frequency and timing)
• Associate schedule to an asset type (e.g., "Engines")
• Select which specific assets receive this schedule (e.g., Engine 1, Engine 2)

Step 5: Associate Compartments/Pouches/Storages to the Checklist

• Navigate to the asset type overview
• Find your compartments/pouches/storages
• Associate them to the scheduled checklist

Best Practices for Asset Types

Planning Your Asset Type Structure

• Map your hierarchy before building - Document your equipment organization on paper first:
  • Apparatus → Compartments
  • Kits → Pouches
  • Locations → Storages
• Keep it simple - Avoid creating too many nested levels; 2-3 levels deep is typically sufficient
• Think about reporting - Consider how you'll want to run reports and analyze data when designing your structure
• Plan for growth - Build a structure that can accommodate future equipment additions without major reorganization

Naming Conventions

• Use clear, descriptive names - "Officer Rear Compartment 1 " instead of "EC" or "Comp1"
• Be consistent - If you use "Apparatus - Compartments" format, apply it across all similar asset types
  • Created compartments can be copied across other Apparatus by selecting "Copy From Compartment"
• Avoid special characters - Stick to letters, numbers, and hyphens for better searchability
• Include context when needed - "ALS Kit - Pouches" vs. "BLS Kit - Pouches" clarifies the difference

Creating Asset Types

• Start with broad categories - Create parent asset types first (Apparatus, Kits, Locations)
• Define child types based on function - Compartments for apparatus, pouches for kits, storages for locations
• Limit asset type proliferation - If two types share 90% of the same attributes, they should probably be one type
• Document the purpose - Use description fields to explain what each asset type is for and when to use it
• Consider your users - Asset types should make sense to field personnel, not just administrators

Common Pitfalls to Avoid

• Over-categorization - Creating separate asset types for every minor variation
• Vague naming - Names like "Type A" or "Equipment 1" that don't describe the asset
• Inconsistent structure - Using different organizational patterns across similar equipment
• Skipping inventory assignment - Creating compartments/pouches/storages without declaring what's stored in them
• No testing - Deploying asset types without verifying they work as intended in the field

Best Practices for Assigning Inventory

Inventory Planning

• Complete this step before building checklists - Know what's stored where before creating check items
• Be thorough - Document all equipment in each compartment, pouch, or storage
• Use consistent terminology - If you call it an "AED" in one location, use "AED" everywhere, not "defibrillator"
• Include quantities - Specify how many of each item should be present

Assigning Equipment

• Navigate to each compartment/pouch/storage individually - Open the specific asset
• Add all stored equipment - List every item that belongs in that location
• Include specifications when relevant - "Oxygen cylinder - D size" vs. just "Oxygen"
• Document condition expectations - Note if items must be sealed, charged, in-date, etc.

Inventory Organization

• Group similar items - Keep related equipment together in the inventory list
• Prioritize critical items - List essential life-safety equipment first
• Update regularly - Review and adjust inventory lists as equipment changes
• Photograph for reference - Visual guides help field personnel verify correct placement

Best Practices for Creating Checklists

Checklist Planning

• Review existing forms - Start with your current paper or digital checklists as a baseline
• Involve end users - Get input from personnel who will actually complete the checklists
• Identify check frequency - Determine if this is daily, weekly, monthly, or event-driven
• Consider mobile usability - Field users will complete checklists on tablets or phones; keep this in mind

Understanding "Make Compartments Required"

The "Make compartments required" toggle is a critical setting in checklist setup:

When enabled:

• Field users MUST verify compartment/pouch/storage contents before submitting the checklist
• The checklist cannot be marked complete without checking compartment items
• Ensures thorough verification of equipment inventory
• Best for critical equipment checks and compliance documentation

When disabled:

• Field users have the OPTION to check compartment/pouch/storage contents
• Checklist can be submitted without verifying compartment information
• Provides flexibility for quick checks or non-critical inspections
• Users can still access and check compartments if desired

Checklist Design

• Keep checklists focused - One checklist should cover one type of check or inspection
• Use logical grouping - Organize items by location, system, or function
• Make items specific and actionable - "Check tire pressure" instead of "Inspect tires"
• Limit checklist length - 15-25 items is ideal; longer lists lead to checklist fatigue
• Use appropriate response types - Pass/fail, numerical values, condition ratings, or text notes as needed
• Plan for compartment integration - Consider which checklists need compartment/pouch/storage verification

Writing Effective Checklist Items

• Start with action verbs - "Verify," "Check," "Inspect," "Test," "Confirm"
• Be specific about what to check - "Verify O2 tank pressure is between 1800-2000 PSI" vs. "Check oxygen"
• Include pass criteria when relevant - Helps users know what constitutes a successful check
• Avoid ambiguous language - "Ensure proper function" is vague; "Test all indicator lights illuminate" is clear
• Consider training needs - If a check requires special knowledge, note it in the item description

Naming Conventions for Checklists

• Include frequency in the name - "Engine Daily Check" vs. "Engine Check"
• Reference the asset or equipment - Make it obvious what the checklist is for
• Use consistent prefixes - Group related checklists alphabetically (e.g., "Daily - Engine," "Daily - Medic")
• Keep names concise - Long names get truncated on mobile devices
• Indicate if compartments are included - "Engine Daily Check with Compartments" clarifies scope

Common Pitfalls to Avoid

• Checklist bloat - Including every possible item instead of focusing on critical checks
• Inconsistent terminology - Using different terms for the same item across checklists
• Missing context - Not providing enough information for new users to complete checks properly
• No failure path - Not defining what should happen when an item fails inspection
• Copy-paste errors - Duplicating checklists without updating item-specific details
• Wrong "required" setting - Enabling compartment requirements when not operationally feasible

Best Practices for Scheduling Checklists

Understanding the Checklist Scheduler

The Checklist Scheduler is where you:

• Define when checklists need to be completed (daily, weekly, monthly)
• Associate schedules to asset types (e.g., Engines, Medics, Stations)
• Select which specific assets receive each schedule (e.g., Engine 1, Engine 2, Engine 3)

Determining Schedule Frequency

• Align with department SOPs - Match your existing policies and procedures
• Consider operational tempo - High-use equipment may need more frequent checks
• Balance thoroughness with practicality - Don't schedule checks so frequently that they can't be completed
• Factor in shift patterns - Schedule checks at logical times within your shift structure

Creating Schedules in the Checklist Scheduler

• Name schedules descriptively - "Daily Shift Check - Morning" vs. "Schedule 1"
• Set realistic time windows - Allow sufficient time for completion without rushing
• Account for weekends and holidays - Decide if checks continue on off-days
• Build in buffer time - Don't schedule back-to-back checks with no transition time

Schedule Configuration

• Daily checks - Set specific times (e.g., 0800 for shift start checks)
• Weekly checks - Choose consistent days (e.g., every Monday)
• Monthly checks - Select specific dates (e.g., 1st of the month) or intervals (e.g., every 30 days)
• Event-driven checks - Determine triggers (e.g., after each incident use, post-maintenance)

Associating Schedules to Asset Types and Specific Assets

In the Checklist Scheduler:

• Select the asset type that will use this schedule (e.g., "Engines")
• Choose which specific assets receive the schedule (e.g., Engine 1, Engine 2, Engine 3)
• Verify all intended assets are included in the list
• Save the schedule configuration

Why this matters: If you forget to include a specific asset (like Engine 4) in the scheduler, you won't be able to associate compartments to the checklist for that asset later.

Common Pitfalls to Avoid

• Unrealistic frequencies - Scheduling hourly checks for low-priority items
• Overlapping schedules - Creating multiple schedules that conflict with each other
• No grace periods - Not allowing reasonable completion windows
• Ignoring operational realities - Scheduling checks during typically busy times
• Incomplete asset selection - Forgetting to include specific assets in the Checklist Scheduler (this causes the "checklist not appearing" issue)
• Set-it-and-forget-it mentality - Not reviewing and adjusting schedules based on actual usage

Best Practices for Associating Compartments/Pouches/Storages to Checklists

Understanding the Association Process

After scheduling your checklist in the Checklist Scheduler, you must complete a second association step:

Navigate to the Asset Type Overview (e.g., "Engine Compartments" asset type)

• Locate the compartments/pouches/storages you want to include
• Associate them to the scheduled checklist
• This makes those compartments appear within the checklist for field users

Why Two Steps?

1. Scheduling tells the system WHEN and to WHICH assets the checklist applies
2. Asset Type Association tells the system WHICH compartments/pouches/storages to include IN the checklist

Association Strategy

• Complete scheduling first - Always schedule the checklist before attempting compartment association
• Verify asset inclusion - Confirm the specific asset was included in the Checklist Scheduler
• Associate at the appropriate level - Link compartments to the most specific relevant asset type
• Avoid duplicate associations - Don't associate the same compartments to multiple similar checklists unless intentional
• Consider inheritance - Understand how child asset types inherit checklist associations
• Think about reporting - Associations affect how data rolls up in reports

Making Associations

• Navigate to the asset type overview - Go to the specific asset type (Compartments, Pouches, or Storages)
• Find the checklist - Locate the scheduled checklist you created
• Select compartments/pouches/storages - Choose which ones should appear in this checklist
• Verify the association - Confirm the correct items are linked
• Test with a sample asset - Create a test asset to verify compartments appear correctly in the checklist
• Document associations - Keep a record of which compartments are associated with which checklists

Association Workflow

• Start with critical assets - Associate compartments to high-priority equipment checklists first
• Work systematically - Complete all associations for one checklist before moving to the next
• Verify before deployment - Have field personnel test the associations on actual equipment
• Plan for updates - Establish a process for adding new associations as needs change

Common Pitfalls to Avoid

• Wrong asset type associations - Linking apparatus compartments to kit checklists by mistake
• Missing scheduling step - Trying to associate compartments before scheduling the checklist
• Asset not included in scheduler - Forgetting to add specific assets in the Checklist Scheduler (most common issue)
• Over-association - Linking too many compartments to a single checklist
• No validation - Deploying associations without field testing
• Skipped inventory step - Associating empty compartments that don't have equipment assigned yet

Complete Step-by-Step Workflow

Phase 1: Asset Group Creation

• Navigate to Assets Module → Settings → Apparatus/Kit/Equipment/Location Groups
• Click Create New Group
• Enter a clear group name following your departments naming convention (e.g., "Engines," "ALS Bags," "Chainsaws," "Battalion 1")
• Creating clear and organized Asset Groups organizes each Asset Overview for the end user 

Phase 2: Asset Type Creation

• Navigate to Assets Module → Asset Type List (Apparatus/Kit/Equipment/Location) → Create new 
• Utilize the Import Wizard to quickly import Asset information from a .CSV file
• Give each Asset a clear name following your department's policies and procedures

Phase 3: Asset Organization Setup

• Navigate to each Asset Overview and find the appropriate section to setup organization:
  • Apparatus → Compartments
  • Locations → Storages
  • Kits → Pouches
• Enter descriptive name following your naming convention (e.g., "Engine Compartments," "ALS Kit Pouches," "Station Storages")
• Assign relevant Equipment and Inventory into Compartments (Apparatus) or Storages (Locations) 

• Configure relevant fields and attributes
• Save the asset type
• Repeat for all needed asset types in your hierarchy
  • Once one Asset is completely configured, utilizing "Copy from Compartment" allows for faster configuration if all asset type organization is universal across your agency
• Review the complete structure for logical organization

Phase 4: Assign Inventory to Compartments/Pouches/Storages

• Navigate to the specific apparatus, kit, or location asset
• Open each compartment, pouch, or storage
• Click to add or edit equipment inventory
• Add all items stored in that location with quantities and specifications
• Include condition requirements (sealed, charged, in-date, etc.)
• Save inventory assignments
• Repeat for all compartments, pouches, and storages
• Verify completeness and accuracy

Phase 5: Build Your Checklists

• Navigate to Assets Module → Settings → Checklists
• Click Create New Checklist
• Enter checklist name with frequency identifier (e.g., "Engine Daily Check with Compartments")
• Add checklist items one at a time using specific, actionable language
• Configure response types for each item (pass/fail, numeric, text, etc.)
• Organize items in logical order
• Toggle "Make compartments required" - Enable only if your department policies require mandatory compartment verification; leave disabled to make compartment checks optional
• Add any necessary instructions or notes
• Save the checklist
• Repeat for all required checklists

Phase 6: Schedule Checklists in the Checklist Scheduler

• Navigate to Assets Module → Checklist Scheduler (or similar menu location)
• Click Create New Schedule or Add Schedule
• Enter schedule name describing frequency and timing (e.g., "Daily Engine Check - 0800")
• Select the checklist you created in Phase 3
• Choose frequency type (daily, weekly, monthly)
• Set specific times or intervals
• Associate to Asset Type - Select the asset type (e.g., "Engines")
• Select Specific Assets - Check all individual assets that should receive this schedule (e.g., Engine 1, Engine 2, Engine 3, Engine 4)
  • CRITICAL: Make sure every asset you want included is selected here
  • If an asset is not selected in this step, you won't be able to associate compartments to it later
• Configure any repeat patterns or end dates
• Define completion windows
• Save the schedule
• Create additional schedules for different check frequencies or asset types

Phase 7: Associate Compartments/Pouches/Storages to the Checklist

• Navigate to Assets Module → Settings → Asset Types
• Select the appropriate child asset type (e.g., "Engine Compartments," "ALS Kit Pouches," "Station Storages")
• Go to the asset type overview or settings page
• Locate the section for associating checklists or compartments
• Find the scheduled checklist you created and scheduled in Phases 3 and 4
  • If you don't see your checklist: Go back to Phase 4 and verify the asset was included in the Checklist Scheduler
• Select which compartments/pouches/storages should appear in this checklist
• Choose all relevant items (you can select multiple)
• Save the associations
• Repeat for all asset types requiring compartment/pouch/storage associations

Phase 8: Testing and Validation

• Navigate to a test asset that has the scheduled checklist
• Open the checklist from the asset view
• Verify the checklist appears with the correct schedule
• Confirm compartments/pouches/storages appear within the checklist
• Check that inventory items are visible in each compartment/pouch/storage
• Complete a test checklist to ensure all items function properly
  • If "Make compartments required" is enabled, verify you cannot submit without checking compartments
  • If disabled, verify you can optionally check compartments or skip them
• Review data entry and reporting functionality
• Test on multiple assets to ensure consistency
• Document any issues and make necessary adjustments
• Obtain feedback from field personnel before full deployment

Troubleshooting & FAQs

Compartment/Pouch/Storage Visibility Issues

Q: I created a checklist but I can't find it when trying to associate compartments to it. Why isn't it showing up?

This is the most common issue departments face. The checklist is not available because one of these steps was missed:

• Missing scheduling step - You created the checklist but didn't schedule it in the Checklist Scheduler
  • Solution: Go to Checklist Scheduler, create a schedule for this checklist, and associate it to the appropriate asset type and specific assets
• Asset not included in the Checklist Scheduler - You scheduled the checklist but didn't include the specific asset you're working with
  • Solution: Go back to Checklist Scheduler, find your schedule, and verify that the specific asset (e.g., Engine 4) is checked/selected in the asset list. If it's not there, add it and save the schedule
• Wrong asset type selected - You scheduled the checklist for "Engines" but you're trying to associate it in "Medic Compartments"
  • Solution: Verify you're working in the correct asset type that matches what you selected in the Checklist Scheduler

Q: My compartments appear in the checklist but they're empty. Where's the equipment list?

• The compartments were associated to the checklist, but inventory was never assigned to those compartments
• Solution: Go to each compartment/pouch/storage asset individually and add the equipment inventory (Phase 2 in the workflow)

Q: I see some compartments in my checklist but not others. What happened?

• Only the compartments you specifically selected during association (Phase 5) will appear
• Solution: Go back to the asset type overview, find the checklist association, and add the missing compartments to the association

Q: The checklist appears on some apparatus but not others, even though they're the same asset type.

• During scheduling (Phase 4), you didn't select all the specific assets in the Checklist Scheduler
• Solution: Return to Checklist Scheduler, open the schedule, and verify all intended assets are checked in the asset selection list. Add any missing assets and save.

"Make Compartments Required" Issues

Q: Field users are complaining they can't submit the checklist. What's wrong?

• "Make compartments required" is enabled, which prevents checklist submission until all compartments are verified
• Solution: If this doesn't align with your department procedures, edit the checklist and disable the "Make compartments required" toggle

Q: Field users are skipping compartment checks but we need them verified. How do I fix this?

• "Make compartments required" is disabled, making compartment verification optional
• Solution: Edit the checklist and enable the "Make compartments required" toggle to enforce compartment verification

Q: What's the difference between required and optional compartment checks?

• Required (toggle enabled): Users MUST check compartments before submitting; ensures thorough verification but takes more time
• Optional (toggle disabled): Users CAN check compartments if needed but can submit without them; provides flexibility for quick checks

Asset Type Issues

Q: I created an asset type but it doesn't appear when creating new assets.

• Verify the asset type is active and not archived
• Check that you have the correct permissions to use that asset type
• Ensure the asset type is at the appropriate hierarchy level for your use case

Q: Can I change an asset type after assets have been created using it?

• Yes, but changes may affect existing assets and checklist associations
• Test changes on a sample asset first
• Communicate changes to field users before implementing

Q: How many asset types should I create?

• Create only as many as necessary to categorize your equipment meaningfully
• For compartments/pouches/storages, typically 3-6 types (Apparatus Compartments, Engine Compartments, Medic Compartments, Kit Pouches, Station Storages, etc.)

Checklist Issues

Q: My checklist is too long and users are complaining.

• Break lengthy checklists into multiple focused checklists
• Remove redundant or unnecessary items
• Schedule less critical items less frequently
• Consider whether all compartments need to be included in every check

Q: Can I reuse the same checklist for multiple asset types?

• Yes, a single checklist can be scheduled and associated with multiple asset types
• This is actually a best practice for standardized checks across similar equipment

Q: What if a checklist item needs to be different for similar assets?

• Create separate checklists for assets with different requirements
• Use clear naming to distinguish between variants (e.g., "Engine Check - Type 1" vs. "Engine Check - Type 3")

Scheduling Issues

Q: A scheduled checklist didn't appear when expected.

• Verify the schedule is active in the Checklist Scheduler
• Check that the schedule dates and times are configured correctly
• Ensure the asset was selected in the Checklist Scheduler asset list
• Confirm the checklist is properly associated to the asset type

Q: Can I have multiple schedules for the same checklist on one asset?

• Typically, one schedule per checklist per asset to avoid confusion
• If you need different frequencies, create separate checklists with distinct names

Q: How do I handle checks that only happen during certain seasons?

• Create schedules with specific start and end dates
• Activate/deactivate schedules as needed throughout the year
• Duplicate and modify checklists for seasonal variations if needed

Association Issues

Q: I associated compartments to a checklist but they're not showing up on the asset.

• Verify the association was saved correctly in the asset type settings
• Check that the schedule is active and current in the Checklist Scheduler
• Ensure the asset is the correct asset type that matches the checklist
• Confirm the specific asset was selected in the Checklist Scheduler

Q: If I associate compartments to a parent asset type, do child compartments inherit it?

• This depends on your system configuration and hierarchy setup
• Test inheritance behavior with sample assets
• Document inheritance patterns for your specific setup
• When in doubt, explicitly associate to the specific asset type you want

Q: Can I remove compartment associations after they've been used?

• Yes, but historical data from completed checklists remains
• Consider the impact on reporting before removing associations
• Communicate changes to field users if associations are removed

Q: How do I know which checklists are already associated with an asset type?

• Navigate to the asset type overview
• Review the checklist associations section
• Look for a list or summary of currently associated checklists
• If unclear, test with a sample asset to see which checklists appear

Inventory Issues

Q: The equipment list in a compartment is outdated. How do I update it?

• Navigate to the specific compartment/pouch/storage asset
• Edit the inventory list
• Add, remove, or modify equipment items as needed
• Save changes
• Updates apply immediately to all checklists using that compartment

Q: Do I have to assign inventory before creating checklists?

• It's highly recommended to complete inventory assignment (Phase 2) before checklist creation (Phase 3)
• If you skip this step, compartments will be empty when they appear in checklists
• You can add inventory later, but it creates confusion for field users

Q: Can the same equipment appear in multiple compartments?

• Yes, if your department stores duplicate items in different locations
• Use consistent naming across all compartments for reporting purposes

Additional Recommendations

Documentation and Training

• Create an internal reference guide showing your asset type hierarchy and compartment structure
• Document all naming conventions and standards for assets, compartments, and checklists
• Provide training to field personnel before deployment, specifically demonstrating how compartments appear in checklists
• Establish a feedback process for continuous improvement
• Schedule periodic reviews of asset types, checklists, compartment associations, and schedules
• Maintain a troubleshooting guide specific to your department's configuration

Ongoing Maintenance

• Review checklist completion rates monthly to identify issues
• Monitor compartment verification rates (if tracking is available)
• Adjust schedules based on actual operational patterns
• Update checklists when equipment or procedures change
• Review compartment inventory regularly and update as equipment changes
• Archive unused asset types, checklists, and schedules to reduce clutter
• Maintain version control for major changes to checklists or associations

Change Management

• Communicate changes to affected users in advance with specific details about what's changing
• Provide rationale for updates to improve buy-in (e.g., "Adding required compartment checks to comply with new policy")
• Test changes in a controlled environment first using sample assets
• Phase in major changes gradually when possible (e.g., one station at a time)
• Collect feedback after implementation and adjust accordingly
• Document lessons learned for future modifications

Quality Assurance

• Conduct periodic audits of checklist completion data
• Verify compartment associations are still correct after system updates
• Review user feedback on checklist usability
• Test new checklists thoroughly before deploying department-wide
• Ensure backup procedures exist for system downtime
• Maintain contact with First Due support for complex issues