Purpose Statement
Provide clear guidance on how to properly manage the removal of personnel and users within First Due. Ensure data integrity, compliance, and historical record retention by promoting inactivation over deletion.
Background Information
- First Due has updated its approach to user and personnel deletion to protect system data and reporting integrity
- User accounts can no longer be directly deleted by clients
- Personnel records may only be deleted under specific conditions
- In most cases, inactivation is the recommended and preferred method
- These guidelines ensure continuity for reporting systems such as EMS, Fire, and training records
Required Permissions
- Admin Users - Update
- Admin Users - Force User Logout
- Admin Users - Update user status
- Personnel Edit personnel
- Personnel Delete Personnel
Video
Step-by-Step Guide
Navigate to User Management
- Click the First Due logo
- Select Admin
- Click Users
Scenario 1: Inactivate User with Personnel Record
- Locate and select the user
- Apply Force Logout to immediately remove system access
- Update the user status to Inactive
- (Optional) Change the user’s email to a placeholder (e.g., fake email) to free the original email for reuse
- Navigate to the associated Personnel Record
- Set the personnel status to Inactive
- Toggle off System User to remove login access and visibility in user lists
Scenario 2: Inactivate User without Personnel Record
- Locate and select the user
- Apply Force Logout
- Update the user status to Inactive
(Optional) Change the email to a placeholder if reuse is required
Deleting a User (Support Required)
- Deleting users is restricted
- Submit a support ticket with the user’s email address if deletion is required
Deleting a Personnel Record
- Navigate to the Personnel Module
- Locate the personnel record
- Attempt deletion
Personnel Deletion Outcomes
- If NOT linked to ePCR, NFIRS, or training records:
- Personnel record is deleted
- Associated user is automatically inactivated and logged out
- If linked to records:
- System prevents deletion
- User must be inactivated instead
Best Practices
- Always inactivate users instead of deleting them whenever possible
- Use placeholder emails to preserve unique email constraints
- Maintain personnel records for compliance and reporting purposes
- Create saved list views to filter out inactive personnel rather than deleting them
- Apply force logout immediately when removing access for security reasons
Troubleshooting & FAQs
Q: Why can’t I delete a user?
A: User deletion is restricted to maintain system integrity. You must contact First Due support for assistance.
Q: Why can’t I delete a personnel record?
A: The personnel record is likely linked to ePCR, NFIRS, or training data, which prevents deletion.
Q: What happens when I toggle off “System User”?
A: The individual will no longer be able to log in or appear in user lists, but their personnel record remains.
Q: What if I don’t see Force Logout or Update Status options?
A: Your account may not have the required permissions. Submit a support ticket to enable them.
Q: Should I ever delete instead of inactivate?
A: Only in cases such as test users or accidental creation. In most cases, inactivation is recommended.