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Managing Occupancy Status: Active / Inactive

Purpose Statement

This feature allows authorized users to change occupancy status between Active and Inactive within the Pre-Planning module. Active occupancies appear in standard searches and operations, while Inactive occupancies are preserved in the system but hidden from normal view.

This functionality helps departments manage their pre-plan database by temporarily or permanently removing outdated occupancies without losing historical data.

Background Information

Occupancy status management is essential for maintaining an accurate and current pre-planning database. Fire and EMS departments often need to deactivate occupancies due to demolition, change of use, temporary closures, or seasonal operations while preserving associated records for compliance and historical reference.

The system retains all occupancy data regardless of status, ensuring no information is permanently lost when changing occupancy status.

Common Use Cases

  • Temporarily deactivating occupancies during construction or renovation
  • Managing seasonal buildings or facilities
  • Removing obsolete occupancies while preserving inspection history
  • Organizing active pre-plans for field personnel access

Required Permissions

Users must have the following permissions to manage occupancy status:

  • Pre-Planning Module Access — Required to access the Pre-Plan Organizer
  • Edit Occupancy Records — Required to modify occupancy status
  • Advanced Search Access — Required to locate occupancies using filtering options

Contact your system administrator if you cannot access these features or require permission modifications.

Video

Step-by-Step Guide
 

1. Navigate to the Pre-Plan Organizer

  1. Open the Pre-Planning module.
  2. Select Pre Plan Organizer.

 

2. Locate the Occupancy Using Advanced Search

  1. Select the Advanced Search button.
  2. Use one or more filters to refine your search criteria.
  3. Select the Apply button.

 

3. Display the Address Status Column

  1. Navigate to the Columns to show dropdown menu.
  2. Select Address Status.
  3. Verify the Address Status column now appears in the Pre-Plan Organizer.

 

 

4. Edit Occupancy Status from the Organizer

  1. Locate the occupancy in the Address Status column.
  2. Select the Edit icon.

IMPORTANT: Once an occupancy is set to Inactive, it disappears from the standard Pre-Plan Organizer view. The occupancy data remains preserved in the system and can be restored to Active status later.

 

5. Change the Occupancy Status

  1. In the status dialog box, select either:
    • Inactive to deactivate the occupancy
    • Active to reactivate the occupancy
  2. Select the Change button to save the update.

 

6. Change Status from Within an Occupancy Record

  1. Open the desired Occupancy record.
  2. Locate the Address Status field.
  3. Select either Active or Inactive.
  4. Save the occupancy record.

Best Practices

  • Document Status Changes: Maintain records explaining why occupancies were deactivated.
  • Regular Review: Periodically review inactive occupancies to determine if reactivation is necessary.
  • Team Communication: Notify field personnel when frequently accessed occupancies are deactivated.
  • Batch Processing Preparation: Use Advanced Search filters to identify occupancies requiring updates.
  • Verification: Confirm status changes by reviewing the Address Status column after saving.
  • Avoid Accidental Deactivation: Double-check the selected occupancy before changing status.

Troubleshooting & FAQs

Q: An occupancy disappeared from my Pre-Plan Organizer. Where did it go?

A: The occupancy may have been changed to Inactive status. Inactive occupancies are hidden from standard views but remain stored in the system.

 

Q: How do I view inactive occupancies?

A: Use Advanced Search filters to specifically search for inactive occupancies or contact your administrator for assistance locating inactive records.

 

Q: Can I permanently delete an occupancy instead of making it inactive?

A: Permanent deletion may not be available to all users. Setting an occupancy to Inactive preserves historical records while removing it from standard operational views.

 

Q: Will changing occupancy status affect inspection history or related records?

A: No. Inspection history, pre-plan details, and associated records remain intact when occupancy status changes. Only the occupancy’s visibility changes.

 

Q: Can I bulk change occupancy statuses?

A: Occupancy statuses are currently updated individually. Use Advanced Search filters to quickly identify groups of occupancies requiring status changes.