Purpose Statement
Background Information
The Occupancy Record serves as the central hub for all property-related information within the Fire/EMS platform. This feature is essential for fire prevention officers, inspectors, and administrative personnel who need to maintain accurate property databases, schedule inspections, track violations, and manage compliance documentation. The system integrates multiple data types into a single, accessible interface that supports both field operations and administrative functions.
A key note: the Occupancy Information section is the only place in First Due where the occupancy address can be edited, including adding suites or correcting address details.
Required Permissions
To manage Occupancy Records, users must have the following permissions:
- Inspection Module Access
- Occupancy Record Edit/Update permissions
- Contact Management permissions
- Pre-planning Data Access (if updating pre-plan information)
- Attachment Management permissions (for file uploads/deletions)
Video
Step-by-Step Guide
Navigate to the Occupancy List
Go to the Inspections Module
Select Inspection Organizer
(Occupancies can also be accessed through:)
Pre-Plan Organizer
My Assigned Pre-Plans
Inspections List
My Inspections
Select an Inspection Type
Choose the appropriate inspection type to populate the occupancy list.
Search for an Occupancy
Use the Global Search bar to search by:
Partial address
Business name
Or use the Advanced Search Filter for more detailed filtering.
Open the Occupancy Record
Select the desired occupancy from the list.
5. Update Occupancy Information
Edit key details at the top of the record.
In the Occupancy Information section, you can:
Update the address (only editable location in First Due)
Add suite numbers
Manage parent/child occupancy relationships
Update other occupancy details
6. Manage Contacts
Select the Contacts tab to:
Add a new contact
Edit an existing contact
Delete a contact
7. Update Pre-Plan Information
Select the Pre-Plan tab to add:
Units
Annotations
Other pre-plan details
Occupancy, Contacts, and Pre-Plan details are shared across Inspections and Pre-Plan modules.
8. Manage Permits
Select the Permits tab to:
Print permits
Add new permits
Edit or delete existing permits
9. Review and Schedule Inspections
Select the Inspections tab to:
Schedule a new inspection
View completed inspections
View upcoming scheduled inspections
10. View Violations
Select the Violations tab to review violation history.
Click into a violation to open the related inspection report.
11. Manage Invoices
Select the Invoices tab to:
View invoices tied to the occupancy
Edit invoices
Add new invoices
12. Add or Manage Attachments
Select the Attachments tab to:
View or delete existing files
Add new attachments
Enter remarks
Drag and drop files for upload
Attachments here do not show in the Pre-Plan
13. View ITM Systems
Select the ITM Systems tab to access ITM reports associated with the occupancy.
14. Access Incident Documentation
Select the Incident Documentation tab to:
Filter results
Print records
Assign documentation
Start additional actions
15. Review Investigations
Select the Investigations tab to view investigations tied to the occupancy
16. View and Add Logs
Select the Log tab to:
Search log entries
Add new logs
Edit or delete existing logs
17. Save Your Changes
After making updates, select Save at the top of the occupancy record.
Additional Actions
Print the occupancy record
Open the Pre-Plans Map directly from the occupancy record
Best Practices
- Always verify address accuracy when updating occupancy data, as this is the system's single point of address management
- Regularly update contact information to ensure accurate communication during emergencies
- Maintain current pre-planning data to support effective emergency response
- Use descriptive file names when adding attachments for easier identification
- Review violation status regularly to ensure compliance tracking
- Schedule follow-up inspections promptly to maintain inspection cycles
- Keep permit information current to support compliance reporting
Troubleshooting & FAQs
Q: Why can't I find the property I'm searching for?
A: Verify the address format and spelling. Try searching with partial address information or check if the property exists in the system.
Q: My changes aren't being saved. What should I do?
A: Ensure you click "Save" before navigating away from the record. Check that you have proper edit permissions.
Q: Can I update the address from other locations in the system?
A: No, the Occupancy tab within the Occupancy Record is the only location where address information can be modified in the database.
Q: Why don't my attachments appear in the preplan?
A: Attachments added through the Occupancy Record's Attachments tab are separate from preplan attachments and will not display in preplan views.
Q: How do I know if an inspection email was sent successfully?
A: Check the email status within the Inspections tab of the Occupancy Record to verify delivery status.