Purpose Statement
The ITM Notifications feature in the Business Portal helps service providers stay informed about activity related to their ITM submissions.
Email notifications can alert service providers when important events occur, including ITM submission activity, rejected submissions, and system status updates. These notifications help service providers respond promptly to feedback from the Authority Having Jurisdiction (AHJ), track compliance-related activity, and reduce the need to continually check the Business Portal for changes.
Users can also manage applicable ITM notification preferences through their Business Portal Account Settings.
Background Information
Staying informed about ITM submission activity is important for maintaining compliance and responding promptly to fire department or AHJ feedback.
ITM notifications provide service providers with email updates when important activity occurs within the ITM workflow. Depending on the notification, the email may provide submission details, deficiency information, rejection reasons, system status information, AHJ comments, or a link to view the associated ITM submission.
Notification options shown in the Business Portal include ITM submission activity, rejected submissions, and system status updates.
Examples of notification activity include:
- Confirmation or information associated with an ITM submission.
- Notification that an ITM submission has been rejected.
- Information explaining why a submission was rejected.
- Notification when an AHJ updates a system's status.
- Information regarding deficiencies associated with a submitted ITM report.
- A link to view the applicable ITM submission in the Business Portal.
Keeping your notification preferences, email address, phone number, and other Business Portal account information current helps ensure important ITM communications reach the appropriate user.
Required Permissions
The source material does not identify a specific First Due permission required to manage ITM notifications.
The user must have an active Business Portal account with access to applicable ITM submission functionality.
Notification delivery also depends on the contact information associated with the Business Portal account. Users should ensure their account and business contact information remain current.
Video
Step-by-Step Guide
1. Sign In to the Business Portal
Navigate to the Business Portal and sign in to your account.
After signing in, navigate to your ITM reports as needed to review your current and previously submitted ITM activity.
2. Monitor Your Email for ITM Notifications
After ITM activity occurs, monitor the email address associated with your Business Portal account for applicable notifications.
Depending on the event, notifications may provide information about:
- ITM submission activity
- Rejected submissions
- Critical deficiencies
- System status updates
- AHJ feedback
Review the notification carefully to determine whether additional action is required.
3. Review ITM Submission Information
When an ITM notification is received, review the details included in the email.
Depending on the notification type, the email may contain information such as:
- Business or service provider information
- Property or business name
- Property address
- AHJ information
- Service details
- Systems included in the submission
- Deficiency information
- Rejection reason
- AHJ comments
- System status information
Use this information to understand the current status of the submission and determine whether follow-up is necessary.
4. Review Rejection Notifications
If an AHJ rejects an ITM submission, the notification identifies that the ITM Submission was Rejected and provides information regarding the rejection.
Review the rejection reason and any comments provided by the AHJ.
If multiple systems are associated with the rejected submission, review the applicable system information to determine what needs to be corrected.
Before resubmitting, address the issues identified by the AHJ.
5. Review System Status Updates
When an AHJ changes the status of a system associated with an ITM submission, review the notification to understand the status change.
Status notifications may include:
- System information
- Previous status
- Updated status
- AHJ comments
- Resolution information, when applicable
Use the information provided by the AHJ to determine whether corrective action or additional follow-up is required.
6. Open the ITM Submission from the Notification
When available, select the View ITM Submission link within the email.
The link provides access to the applicable ITM submission in the Business Portal so you can review additional submission and system information.
Use the Business Portal record as the primary location for reviewing the complete ITM submission and associated details.
7. Open Your Account Settings
To manage your notification preferences, return to the Business Portal.
Select the First Due logo to open the module stack.
Navigate to your name at the bottom of the menu.
Select Account Settings.
8. Review Your Notification Preferences
Within Account Settings, review the available notification options associated with your business and ITM submissions.
Notification preferences shown in the Business Portal include options related to:
- ITM submission activity
- Rejected ITM submissions
- System status updates
Select the applicable notification preferences based on the communications you need to receive.
Keeping these preferences current helps ensure you receive timely information about important ITM activity.
9. Review Your Business Account Settings
Select the First Due logo to open the module stack again.
Navigate to your name, and then select Business Account Settings.
Review the contact information associated with the business account.
This area includes information such as your:
- Phone number
- Contact information
Ensure this information remains accurate and current.
10. Take Action on ITM Notifications
When a notification requires action, review the corresponding ITM submission and the information provided by the AHJ.
For rejected submissions:
- Review the rejection reason and AHJ comments.
- Identify the issues that need to be corrected.
- Gather any missing or corrected information.
- Address the identified issues before resubmitting.
For system status updates:
- Review the updated status.
- Read any AHJ comments.
- Determine whether additional corrective action is required.
- Maintain documentation of resolved issues when applicable.
Contact the applicable AHJ when additional clarification is necessary.
Best Practices
- Keep your Business Portal email and contact information current.
- Review your Account Settings to ensure the appropriate ITM notifications are selected.
- Monitor your email regularly for ITM-related notifications.
- Review notification emails promptly, especially when a submission has been rejected or a system status has changed.
- Read all AHJ comments before taking corrective action.
- Use the View ITM Submission link when available to access the associated record in the Business Portal.
- Review the complete ITM submission in the Business Portal rather than relying solely on the information contained in the email.
- Address all identified issues before resubmitting a rejected ITM report.
- Maintain notification emails when they are needed as part of your internal compliance documentation.
- Keep relevant team members informed when an ITM notification affects scheduled work or required corrective action.
Troubleshooting & FAQs
What types of ITM notifications can I receive?
Notification options shown in the Business Portal include ITM submission activity, rejected ITM submissions, and system status updates.
Where can I manage my ITM notification preferences?
Select the First Due logo, navigate to your name, and select Account Settings. From there, review the available notification options associated with your ITM submissions.
I'm not receiving ITM notification emails. What should I check?
First, review your Account Settings and confirm that the applicable notification preferences are selected. Verify that your Business Portal account information is current and check your email spam or junk folder.
Where can I update my business contact information?
Select the First Due logo, navigate to your name, and select Business Account Settings. Review the phone number and other contact information associated with the account.
What information is included in a rejection notification?
A rejection notification can identify that the ITM submission was rejected and provide information explaining the reason for the rejection. Review all available AHJ comments and submission details before correcting and resubmitting the report.
What should I do when an ITM submission is rejected?
Review the rejection reason and AHJ comments, identify the affected information or systems, and address the issues before resubmitting. If the AHJ's instructions are unclear, contact the AHJ for additional information.
What is a system status update notification?
A system status update notification informs you when the AHJ changes the status of a system associated with your ITM submission. Review the updated status and any comments to determine whether further action is required.
Will an email tell me if there is a critical deficiency?
The updated workflow demonstrates an ITM submission email containing information about a critical deficiency and associated service details. Review these notifications carefully to determine whether follow-up is required.
Can I access my ITM submission directly from the notification?
When the notification includes a View ITM Submission link, select it to access the applicable ITM submission in the Business Portal.
Should I rely only on email notifications to manage my ITM submissions?
No. Email notifications help alert you to important activity, but you should use the Business Portal to review the complete ITM submission, system information, and current status.
What should I do after receiving a system status update?
Review the new status and AHJ comments. If the update identifies an issue requiring corrective action, follow the applicable requirements and maintain appropriate documentation. If the system has been resolved, retain the applicable records according to your organization's processes.