Purpose Statement
Background Information
- Receiving immediate alerts when an ITM submission is rejected so you can quickly address issues and resubmit
- Being notified when a fire department resolves a deficiency, confirming your corrective actions were successful
- Tracking status changes from Submitted to Non-Compliant or Impairment to understand compliance standing
- Staying informed about AHJ actions without needing to log into Business Portal daily
- Maintaining documentation of all status changes through email records
- Real-time awareness of critical AHJ actions
- Faster response times to rejections and deficiencies
- Reduced risk of missed compliance deadlines
- Complete email record of submission and system status changes
- Direct links to view detailed submission information in Business Portal
Prerequisites:
- Active Business Portal account with ITM submission capabilities
- Proper role-based permissions for business name editing
- Existing location records in the fire prevention system
Required Permissions
- Business Portal Access - Active login credentials for the Business Portal
- Service Provider Role - Account designated as a service provider
- ITM Submission Association - Be the designated BP user tied to the ITM submission (currently one user per submission)
- Valid Email Address - Current email on file in your Business Portal account profile
Step-by-Step Guide
Understanding Notification Types
Notification Type 1: Submission Rejected
When You'll Receive This:
When an AHJ rejects your entire ITM submission, you receive one comprehensive rejection notification covering all systems in that submission.
Email Details:
From: itm@firstduesizeup.com
From Name: [AHJ Client's Name]
Subject Line: If business name exists: "ITM Submission Rejected – [Business Name], [Address]"If no business name: "ITM Submission Rejected – [Address]"
What's Included in the Email:
Service Provider Name - Your name or business name
Business Name - The property or business where systems are located (if available)
Address - Property address
AHJ Name - The fire department that rejected the submission
Rejection Reason Code - Standardized reason for rejection
Rejection Comments - Detailed explanation from the AHJ about why the submission was rejected
System List - All systems included in the rejected submission, showing:
System ID
System Type (Fire Alarm, Sprinkler, etc.)
Current System Status
Action Link - "View ITM Submission" button that opens Business Portal to the ITM Reports list view, pre-filtered to show this specific submission
Notification Type 2: System Status Updated
When You'll Receive This:
When an AHJ updates the compliance status of an individual system tied to your ITM submission, you receive one real-time notification per system update. These notifications are sent immediately when the AHJ saves the status change.
Email Details:
From: itm@firstduesizeup.com
From Name: [AHJ Client's Name]
Subject Line:
If business name exists: "System Status Updated – [Business Name], [Address]" If no business name: "System Status Updated – [Address]"
What's Included in the Email:
Service Provider Name - Your name or business name
Business Name - The property or business where the system is located (if available)
Address - Property address
AHJ Name- The fire department that updated the status
System ID - Unique identifier for the system
System Type- Type of system (Fire Alarm, Sprinkler, Suppression, etc.)
Status Change - Previous Status → Current Status (e.g., "non-compliant → Resolved")
AHJ Comments - Explanation of the status change or notes from the fire department
Resolution Date - Date of resolution (only included when Current Status = Resolved)
Action Link - "View ITM Submission" button that opens Business Portal to the ITM Reports list view, pre-filtered to show this specific submission
View ITM Submission
Step 1: Receive and Review Notification Email
Check your email inbox for messages from itm@firstduesizeup.com
Open the notification email to review the details
Read the subject line to quickly identify whether it's a rejection or status update
Review all information provided in the email body
Step 2: Understand the Issue or Status Change
For Rejection Notifications:
Carefully read the Rejection Reason Code and Rejection
Comments
Review the list of all systems included in the rejected submission
Note any specific instructions or requirements mentioned by the AHJ
For Status Update Notifications:
Review the Previous Status → Current Status change
Read the AHJ Comments to understand why the status changed
If the status changed to Resolved, note the Resolution Date
If the status changed to Non-Compliant or Impairment, identify what action is needed
Step 3: Access the Submission in Business Portal
Click the "View ITM Submission" link in the email
Business Portal will open and automatically display the ITM Reports list view
The view will be pre-filtered to show the specific submission referenced in the notification
Review complete submission details, system information, and any additional AHJ notes
Step 4: Take Appropriate Action
For Rejections:
Address all issues identified in the rejection comments
Gather any missing documentation or information
Correct errors or incomplete fields
Resubmit the ITM report through Business Portal
Consider contacting the AHJ directly if clarification is needed
For Status Updates:
If status changed to Resolved: Document the successful resolution internally and maintain records for compliance audits
If status changed to Non-Compliant or Impairment: Review AHJ comments, schedule corrective action, and prepare to update the system status with repair documentation
If status changed to Deficiency: Address the identified issues and update the system status once corrections are complete
Monitor your email for any follow-up notifications from the AHJ
Step 5: Maintain Email Records
Keep notification emails in a dedicated folder for compliance documentation
Use emails as reference when discussing submissions with fire departmentsArchive emails with resolved systems for future audits or reviews
Best Practices
Do's:
Check your email regularly for ITM notifications - they require timely responses
Read rejection comments thoroughly before attempting to resubmit - understanding the issue prevents repeated rejections
Click the "View ITM Submission" link to access complete details in Business Portal rather than relying solely on email information
Respond promptly to rejection notifications to minimize delays in compliance standing
Keep your Business Portal email address current to ensure uninterrupted notification delivery
Save notification emails as documentation of AHJ actions and timeline of events
Contact the AHJ directly if rejection comments are unclear or if you need additional guidance
Don'ts:
Don't ignore rejection notifications - delayed responses can impact your relationship with fire departments and compliance standing
Don't assume status updates require no action - review each notification to determine if follow-up is needed
Don't rely solely on email notifications - periodically check Business Portal for comprehensive submission status
Don't mark notifications as spam or unsubscribe - these are critical business communications
Don't resubmit immediately after rejection without addressing all identified issues
Don't forget to update your team about status changes that affect scheduled work or compliance deadlines
Efficiency Tips:
Set up email filters or folders to automatically organize ITM notifications for quick reference
Create internal workflows that trigger when rejection notifications arrive (e.g., assignment to specific team members)
Use the direct link in notifications to save time navigating to the correct submission
Document common rejection reasons and create checklists to prevent recurring issues
Share notification emails with relevant team members (technicians, office staff) who need to take action
Troubleshooting & FAQs
Q: I'm not receiving notification emails. What should I check?
A: First, verify your email address is correct in your Business Portal account profile. Check your spam or junk folder - add itm@firstduesizeup.com to your safe senders list. Confirm you're the designated BP user tied to the ITM submission (currently only one user per submission receives notifications). If issues persist, contact First Due support to verify your notification settings.
Q: How quickly are notifications sent after an AHJ takes action?
A: Notifications are sent in real time immediately after the AHJ saves their action (rejection or status update). You should receive the email within minutes of the AHJ completing their review.
Q: If a submission has multiple systems and all are rejected, how many emails will I receive?
A: You'll receive one rejection email that lists all systems included in the rejected submission. However, if an AHJ updates individual system statuses separately, you'll receive one email per system update.
Q: Can I customize which notifications I receive or when I receive them?
A: Not at this time. Currently, all service providers receive all critical notifications (rejections and status updates) in real time. Future enhancements (planned for a later release) will add notification preferences, batching options, and SMS delivery choices.
Q: What if the business name is blank in the notification?
A: If a business name isn't available in the system, the notification will show the property address only. This ensures you can still identify which submission the notification refers to.
Q: Why does the email come from the AHJ's name instead of "First Due"?
A: The "From Name" displays the fire department's name to help you immediately identify which AHJ took action. This makes it easier to prioritize notifications when you work with multiple jurisdictions. The actual email address is itm@firstduesizeup.com.
Q: Can I reply directly to notification emails to contact the AHJ?
A: No, notification emails are sent from an automated system (itm@firstduesizeup.com) and are not monitored for replies. Use the contact information provided in Business Portal's AHJ Management section to reach the fire department directly.
Q: What does it mean if a system status changes from Submitted to Non-Compliant?
A: This indicates the AHJ reviewed your submission and identified issues that need correction. Review the AHJ Comments in the notification for specific details about what's non-compliant, then take corrective action and update the system status in Business Portal once repairs are complete.
Q: Will I receive a notification when I submit an ITM report?
A: Currently, notifications are only sent for AHJ actions (rejections and status updates). You won't receive a confirmation email when you submit a report. Future enhancements may include submission confirmations and additional notification types.
Q: If multiple team members need to receive these notifications, what should we do?
A: Currently, only one BP user per submission receives notifications. Consider setting up email forwarding rules or distribution lists in your email system to share notifications with your team. Multi-user notification support is planned for a future release.