Purpose Statement
This feature enables Fire/EMS agencies to create and manage occupancy records for locations that fall outside their primary jurisdiction boundaries as defined by their uploaded shape file. This capability is essential for maintaining inspection records, permits, and invoices for mobile food vendors and other temporary or mobile operations that may operate outside the agency's standard coverage area but still require oversight and documentation.
Background Information
Agencies often encounter situations where they need to track occupancies beyond their traditional jurisdiction boundaries. Mobile food vendors, temporary events, mutual aid scenarios, and special permit situations frequently require documentation and inspection tracking for locations outside the primary shape file boundaries. This feature allows agencies to maintain comprehensive records while clearly distinguishing these external occupancies from their primary jurisdiction properties. The system includes safeguards to prevent these occupancies from appearing on neighboring agencies' pre-plan maps, maintaining proper jurisdictional boundaries.
Required Permissions
Users must have all three of the following permissions to create and manage occupancies outside of their shape file boundaries:
- Create/Edit Occupancy Outside of Area
- Manage Occupancy Location Settings
- Override Shape File Boundaries for Occupancy Creation
Video
Step-by-Step Guide
Step 1: Assign Required Permissions
Click Admin.
Select Roles.
Click Edit on the role that needs access.
Expand the Pre-Plan permissions.
Search for occupancy and enable:
Create/Edit Occupancy Outside of Area
Manage Occupancy Location Settings
Search for location and enable:
Override Shape File Boundaries for Occupancy Creation
Step 2: Access the Pre-Plans Map
Navigate to Pre-Planning.
Click Pre-Plans Map.
Step 3: Locate the External Address
Use the search bar to enter the address or
Manually pan and zoom the map to the desired location.
Step 4: Create the Occupancy
Double-click the location on the map.
Click New Occupancy.
Enter the required address and occupancy details.
Click Publish.
Step 5: Prevent Map Sharing With Other Agencies
Open the occupancy record from either:
Pre-Plan Organizer
Inspection Organizer
Search for and select the occupancy.
Click Not Shared Location.
Important: This prevents the occupancy from displaying on neighboring agencies’ pre-plan maps.
Click Save.
Best Practices
- Always enable the "Not Shared Location" setting for external occupancies to maintain proper jurisdictional boundaries
- Use clear, descriptive naming conventions for mobile vendors (e.g., "Food Truck - [Business Name] - [Primary Location]")
- Regularly review and update external occupancy records to ensure accuracy
- Consider creating secondary addresses for individual mobile units when tracking multiple vendor locations
- Coordinate with neighboring agencies when managing occupancies near jurisdictional boundaries
- Document the business justification for creating external occupancies in the record notes
Troubleshooting & FAQs
Q: The system won't let me create an occupancy outside my shape file boundaries
A: Verify that all three required permissions have been properly assigned to your user role through Admin Roles.
Q: My external occupancy is showing up on a neighboring agency's map
A: Ensure the "Not Shared Location" setting is enabled for that occupancy record. This setting must be manually activated for each external occupancy.
Q: I can't find the occupancy I created on the map
A: External occupancies may not display prominently on the standard pre-plan map view. Use the Pre-plan Organizer or Inspections Organizer to locate and manage these records.
Q: Can I convert a regular occupancy to an external occupancy?
A: Contact system support for guidance on converting existing occupancy records, as this may require database-level changes.