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Occupancy Log

Purpose Statement

The Occupancy Log provides a centralized place to document important interactions, updates, and notes related to an occupancy record. It helps Fire/EMS personnel maintain a clear history of communication, activity, and supporting documentation tied to a specific address or occupancy. This improves record accuracy, supports operational awareness, and creates a reliable reference for future inspections, preplans, and follow-up actions.

Background Information

Occupancy Logs are used to capture ongoing activity associated with an occupancy record, such as site visits, communication with involved parties, status updates, and other relevant notes. Users can access the Occupancy Record from several areas of the system, making the log feature available within common preplan and inspection workflows.

The Occupancy Record can be opened by selecting the address from any of the following pages:

  • Preplan Organizer
  • My Assigned Preplans
  • Inspection Organizer
  • Inspections List
  • My Inspections

Each log entry includes a date and time stamp, duration, log entry type, log text, and optional attachments. Log entries can also be searched using advanced search fields to help users quickly find historical information.

Required Permissions

The following permissions apply to Occupancy Logs:

  • Occupancy Log - Create: Allows users to create a log and only edit the logs they have created.
  • Occupancy Log - Edit All or Delete: Allows users to edit any log, even if another user created it, and to delete logs created by any user.

Video


 

Step-by-Step Guide

  1. Open the Occupancy Record
  • Click the address column to open the Occupancy Record.
  • The Occupancy Record can be accessed from:
  • Preplan Organizer
  • My Assigned Preplans
  • Inspection Organizer
  • Inspections List
  • My Inspections

 

 

  1.  Open the Log tab
  • Click Log.



3. Review available search fields

  • The following advanced search fields are available:
  • Log ID#
  • Date
  • Time
  • Duration
  • Log Entry Type
  • Involved Party
  • Log Entry
  • Logged By



4. Start a new log entry

  • Click Add Log to add an entry.



5. Complete the Create Entry Log modal

  • The date and time stamp defaults to the current time and can be edited.
  • Duration is recorded in minutes.
  • Select the log entry type
  • Choose the appropriate Type of Log Entry.
  • Enter the log details
  • Type the log details into the Log Entry field.
  • Log Entry text is limited to 2500 characters.
  • Formatting tools and a web link option are available.
  • Attach supporting files if needed
  • Click Add Attachment to upload an attachment.
  • Create the log entry

  • Click Create.

     



6. Review the saved log entry

  • After saving, 130 characters of the entry text will display by default.
  • Select Show Log Entry to display the full text.
  • Depending on permissions, the Occupancy Log Entry can be edited or deleted.

Best Practices

  • Document significant interactions immediately while details are fresh.
  • Use consistent terminology and formatting across log entries.
  • Include specific details such as names, times, and outcomes.
  • Attach relevant photos, documents, or correspondence when available.
  • Select the correct log entry type for better organization and filtering.
  • Keep entries concise while still including all necessary details within the 2500 character limit.
  • Review dates, times, and details for accuracy before creating the entry.

Troubleshooting & FAQs

Q: I can't edit a log entry I need to modify. What should I do?
A: Check your permissions. You need Occupancy Log - Edit All or Delete permission to edit entries created by other users.

Q: My text is being cut off when I try to save a log entry. Why?
A: Log entries are limited to 2500 characters. If needed, shorten the entry or split the information into multiple log entries.

Q: Can I delete a log entry after it's been created?
A: Users with Occupancy Log - Edit All or Delete permission can delete any log entry. Users with Occupancy Log - Create permission can create entries and edit only the entries they created.

Q: How do I access occupancy logs from different areas of the system?
A: Click the address column from Preplan Organizer, My Assigned Preplans, Inspection Organizer, Inspections List, or My Inspections, then select the Log tab.

Q: Why do I only see part of the log entry after saving?
A: The system displays the first 130 characters of the log by default. Select Show Log Entry to view the full entry.