Purpose Statement
The Assets Status Log allows administrators and supervisors to track and document when apparatus and equipment are unavailable for service. This feature maintains a historical record of asset downtime, supports accurate reporting for availability metrics, and ensures proper documentation for maintenance, repairs, or other service interruptions.
By maintaining detailed status logs, departments can analyze asset reliability, justify equipment replacement decisions, and ensure compliance with operational readiness requirements.
Background Information
The Status Log is a critical component of asset management in the First Due platform. This feature enables departments to maintain comprehensive records of when apparatus and equipment were unavailable for emergency response, including vehicles, pumps, ladders, rescue equipment, and other essential assets.
Info:
This feature was previously called the Out of Service Log. The functionality remains the same, but the feature has been renamed to Status Log across the platform to better align with broader asset status tracking terminology.
Common use cases include:
Documenting apparatus downtime for maintenance or repairs
Tracking equipment that is temporarily unavailable due to damage
Recording scheduled service intervals or annual inspections
Building historical data for asset performance analysis
Supporting grant applications or capital budget requests with reliability data
Prerequisites:
Assets must already be created in the Assets module
Users must have appropriate permissions to access and edit the Status Log
Understanding of your department's asset inventory and numbering system
Required Permissions
To access and manage the Status Log, users need:
Assets - View: Allows users to view asset information and status logs
Assets - Edit: Required to add new time logs and edit existing status records
Video
Step-by-Step Guide
Accessing the Status Log
- Navigate to the Assets module from the main menu
- Select Status Log from the Assets submenu
Editing an Existing Status Log Entry
Locate the log entry you need to modify in the Status Log list.
Click the Edit (pencil) icon next to the entry.
Update the Start Date/Time and/or End Date/Time as needed.
Click Save to apply your changes.
Filtering the Status Log
Click the Filter icon at the top of the Status Log interface.
The Filter Panel will open displaying available search criteria.
Filter by Apparatus, Equipment, or Asset Type
For Apparatus, enter keywords or select the specific apparatus name.
For Equipment, enter keywords or select the specific equipment name.
Select a specific Asset Type from the dropdown menu.
Filter by Created By or Updated By
In Created By or Updated By, enter a user's name or select from the roster list.
Filter by Date or Timeframe
Select Start Date or End Date to filter by a specific date range.
Enter a timeframe in Created At to filter logs created during a specific period.
Click Filter to apply the selected criteria.
Adding a New Out of Service Time Log
Click the New Time Log button at the top of the Status Log screen.
Select the Asset Name from the dropdown menu (search by apparatus number or equipment name).
Enter the Start Date/Time when the asset was placed out of service.
If applicable, enter the End Date/Time when the asset returned to service.
Click Save to create the log entry.
Warning:
Adding a new time log does NOT automatically update the current operational status of an asset to "In Service" or "Out of Service".
The Status Log is for historical tracking purposes only. Real-time asset status should be managed separately through asset status updates.
Create and Manage Saved Views
Create a New Saved View:
Click the Ellipsis (⋮) next to the current view name at the top of the Status Log.
Select Add View from the dropdown menu.
Info:
Please reference the Assets: System Log article on creating, managing, and editing saved views with any Assets Log.
Importing Historical Out of Service Data
When adding historical data prior to going live in First Due:
Start with the oldest timeframe first.
Work chronologically toward the most recent date.
This ensures accurate sequential logging and prevents confusion in historical reports.
Downloading Status Log Data
Locate the Download button at the bottom of the screen next to the page navigation controls.
Click Download.
A compatible .CSV file will download to your local files.
Best Practices
Do:
Enter status logs promptly when assets become unavailable
Include complete date and time information for accurate duration tracking
Enter historical data chronologically (oldest to newest)
Document the reason for out-of-service time in any available notes fields
Review and verify log entries for accuracy before saving
Maintain consistent naming conventions when searching for assets
Don't:
Rely on status logs alone to manage current asset status
Enter future-dated logs without a clear operational reason
Leave end dates blank unless the asset is currently out of service
Forget to update logs when assets return to service earlier or later than expected
Tips:
Use the search function in the asset dropdown to quickly locate apparatus or equipment
Establish a standard workflow for maintenance downtime tracking
Periodically export status log data for long-term record retention and analysis
Troubleshooting & FAQs
Q: Why doesn't adding a new time log change my asset's current status?
A: The Status Log is a historical tracking tool. To change an asset's current operational status, you must update the asset status separately within the Assets module. The log maintains past availability records but does not control real-time status.
Q: Can I delete a status log entry if I made a mistake?
A: Check your permissions settings. Users with appropriate edit permissions should be able to modify or remove incorrect entries. Contact your system administrator if additional access is required.
Q: What happens if I don't enter an End Date/Time?
A: Leaving the End Date/Time blank indicates the asset is still out of service. Be sure to update the log once the asset returns to service.
Q: Can I run reports based on status log data?
A: Yes. First Due reporting tools allow departments to analyze asset downtime, calculate availability percentages, and identify patterns in equipment reliability.
Q: How far back should I enter historical data?
A: This depends on departmental needs. Many agencies enter at least one year of historical data to establish baseline availability metrics.
Q: Can I edit logs for assets that have been retired or removed?
A: This depends on how the asset was archived in the system. Contact support if modifications are needed for assets that are no longer active.