This article explains how Fire Department users can send ITM Reminders to Property Contacts and Service Providers for upcoming or overdue Inspection, Testing, and Maintenance (ITM) requirements.

ITM Reminders allow users to create personalized emails, use saved templates, and manage a library of frequently used reminder communications. This workflow helps departments communicate ITM requirements consistently while reducing repetitive manual follow-up.

Background Information

Inspection, Testing, and Maintenance (ITM) requirements must be completed in a timely manner to support fire code compliance. Property Contacts and Service Providers may need reminders when inspections are approaching their next service date or have become overdue.

From the ITM Reports list, users can filter records based on service date criteria, select applicable systems, and send bulk ITM Reminders to the Property Contact, Service Provider, or Both Property & Service Provider.

ITM Reminder templates can be created and saved for frequently used communications. Existing templates can also be loaded, modified, saved as new templates, overwritten, or deleted, allowing departments to maintain an organized library of consistent compliance communications.

Required Permissions

Access to the appropriate ITM functionality and bulk reminder actions is required to complete this workflow.

If you cannot access ITM Reports, Bulk, or ITM Reminder, contact your First Due administrator to confirm that your role has the appropriate ITM permissions enabled.

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Step-by-Step Guide

1. Navigate to ITM Reports.

From the main navigation menu, click ITM, then select ITM Reports.

2. Create a Saved View and configure your filters.

Create a Saved View to define the ITM Reports you want to locate for your ITM Reminder workflow.

Within the Saved View, configure the appropriate filters to narrow the ITM Report list. Available service date criteria include:

• Days Past Service Date
• Days Until Next Service Date
• Days Past Next Service Date

For example, use Days Until Next Service Date to locate upcoming ITM requirements or Days Past Next Service Date to locate ITM requirements that are overdue.

Apply the filters and save the view so the configured search criteria can be used again.

Review the results to confirm the Saved View is displaying the intended records before proceeding.

3. Select the applicable systems.

Use the row selection checkboxes to select one or more systems that should receive an ITM Reminder.

Use the top icon next to Address to select full list from the current view.

4. Select ITM Reminder.

Click Bulk, then select ITM Reminder.

5. Select the reminder recipients.

Choose who should receive the ITM Reminder:

• Property Contact
• Service Provider
• Both Property & Service Provider

Select the appropriate recipient option for the communication.

6. Choose how to create the ITM Reminder.

If saved templates already exist, First Due displays the following message:

"Choose how to proceed with your ITM Reminder. You can either load a previously saved template or create a new email from scratch."

Select one of the following:

• Load from Template — Opens the template list so you can select a previously saved ITM Reminder template.
• New Email — Opens a blank ITM Reminder so you can create the email from scratch.

If no templates exist, First Due opens the ITM Reminder email form so you can create a new email without first creating a template.

7. Create a new email or load a saved template.

When creating a New Email, enter the email Subject and Body. You can also add optional attachments.

When using Load from Template, select the desired ITM Reminder template from the list of saved templates.

If you already have unsaved content in the email when loading a template, First Due displays the following confirmation:

"Loading this template will replace your current content. Any unsaved changes will be lost. Do you want to continue?"

Confirm the action to load the selected template.

When a saved template is loaded, a Template indicator appears at the top of the ITM Reminder modal to indicate that you are currently working with a template.

8. Customize the ITM Reminder.

Use the email editor to modify the Subject and Body as needed.

Dynamic Tags can be added to personalize the ITM Reminder with information associated with each recipient or record.

For example, use Property Contact Name to include the applicable Property Contact's name in each reminder.

Multiple Dynamic Tags can be included within the same ITM Reminder or template.

9. Add attachments, if needed.

Attachments can be added to the current ITM Reminder.

Attachments remain available while you continue working with the current email; however, attachments are not saved as part of an ITM Reminder template.

If you save the email as a template, the template will contain the applicable email content but not its attachments.

10. Save the ITM Reminder as a template, if desired.

Once both the Subject and Body contain content, the Save button becomes available.

If you are creating a new email, use Save to save the content as a reusable ITM Reminder template.

Enter a unique template name when prompted and save the template.

Template names must be unique per user or department.

11. Save changes to a loaded template.

If you loaded an existing template, made changes, and click Save, First Due provides two options:

• Save New — Creates a new ITM Reminder template while preserving the original template.
• Override Current — Updates the currently loaded template with your changes while retaining its existing name.

To create a separate template, select Save New, enter a unique template name, and save it.

To update the existing template, select Override Current.

When overriding an existing template, First Due asks you to confirm:

"Are you sure you want to override the existing template <Template name>?"

Confirm the action to update the existing template.

12. Delete an ITM Reminder template, if needed.

Open the template list to view your saved ITM Reminder templates.

Locate the template you want to remove and select its Delete option.

First Due displays the following confirmation:

"Are you sure you want to delete this template?" This action cannot be undone.

Confirm the deletion to permanently remove the template from the list.

If no templates are available when accessing the template list, First Due displays:

"No templates found. Create and save an ITM Reminder email first to start building your template library."

13. Review the ITM Reminder.

Before sending, verify:

• The correct systems are selected.
• The appropriate recipients are selected.
• The subject and body contain the intended content.
• Dynamic Tags are used appropriately.
• Any necessary attachments have been added.
• Any changes that should be retained for future ITM Reminders have been saved to the appropriate template.

14. Send the ITM Reminder.

Once the email is complete, click Send.

First Due sends the ITM Reminder to the selected Property Contact, Service Provider, or Both Property & Service Provider, depending on the recipient option selected earlier in the workflow.

Managing ITM Reminder Templates

ITM Reminder templates allow Fire Department users to maintain reusable compliance communications without recreating common messages each time an ITM Reminder is sent.

Users can:

• Create new ITM Reminder templates.
• Load previously saved templates.
• Modify a loaded template for the current reminder.
• Save modifications as a new template.
• Override an existing template with updated content.
• Delete templates that are no longer needed.

The template library has a maximum number of templates that can be saved. Delete unused templates or override existing templates when appropriate to keep the library organized and avoid reaching the template limit.

Best Practices

Do:

• Create Saved Views for frequently used ITM Reminder groups so filtering criteria can be reused.
• Create templates for common compliance communications, such as upcoming ITM requirements and overdue reminders.
• Give templates clear, unique names that make their purpose easy to identify.
• Use Dynamic Tags to personalize ITM Reminders for each recipient.
• Review a template before sending to ensure its content is still current.
• Use Save New when you want to preserve the original template and create a variation.
• Use Override Current when you intentionally want to replace the existing template content.
• Delete outdated or unused templates to maintain an organized template library.
• Verify attachments before sending because attachments are not stored with templates.
• Review the selected systems and recipients before sending a bulk ITM Reminder.

Don't:

• Override an existing template unless you intend to permanently update it.
• Delete a template unless you are certain it is no longer needed; deletion cannot be undone.
• Assume attachments will be available the next time a saved template is loaded.
• Load another template over unsaved email content unless you are prepared to lose those changes.
• Rely on Dynamic Tags without ensuring the corresponding information is populated in First Due.
• Bulk-select systems without confirming that your Saved View and filters are displaying the appropriate records.

Troubleshooting & FAQs

Why don't I see ITM Reports, Bulk, or ITM Reminder?

Your user role may not have access to the required ITM functionality. Contact your First Due administrator to confirm that the appropriate permissions are enabled for your role.

Why aren't the ITM Reports I expected appearing in my Saved View?

Review the filters configured within the Saved View. Confirm that the selected service date criteria and values match the ITM Reports you are trying to locate.

Why am I being asked to choose between Load from Template and New Email?

This prompt appears when saved ITM Reminder templates exist. Select Load from Template to use previously saved content or New Email to start with a blank email.

What happens if I don't have any saved ITM Reminder templates?

You can create a new ITM Reminder without first creating a template. If you attempt to access the template list when no templates exist, First Due displays:

"No templates found. Create and save an ITM Reminder email first to start building your template library."

How do I know if I am currently working with a template?

A Template indicator appears at the top of the ITM Reminder modal when a saved template has been loaded.

What happens if I load a template after I have already entered email content?

Loading the template will replace the current content. If unsaved content exists, First Due asks you to confirm before proceeding so you do not accidentally lose your changes.

What is the difference between Save New and Override Current?

Save New creates another ITM Reminder template and preserves the original. Override Current replaces the content of the currently loaded template while maintaining that template's existing name.

Why can't I click Save?

Both the email Subject and Body must contain content before the Save button becomes available.

Are attachments saved with an ITM Reminder template?

No. Attachments remain with the current email session but are not stored as part of the saved template. Add the required attachments each time you prepare an ITM Reminder using the template.

Can I delete a saved ITM Reminder template?

Yes. Open the template list and use the delete option next to the applicable template. You must confirm the deletion before the template is permanently removed.

Can I recover a deleted template?

No. Based on the provided feature documentation, template deletion cannot be undone. Confirm that the template is no longer needed before deleting it.

Why can't I save a template using a name that already exists?

Template names must be unique per user or department. Enter a different name, or use Override Current when your intention is to update the currently loaded template.

Is there a limit to the number of ITM Reminder templates I can save?

Yes. The feature documentation states that there is a maximum template limit, but the specific number was not provided. Delete unused templates or update existing templates as needed to maintain your template library.

Can I send an ITM Reminder without saving it as a template?

Yes. Templates are optional. You can create a new email, enter the required subject and body, add optional attachments, and send the ITM Reminder without saving it as a template.