Video

Step-by-Step Guide

1. Use the Occupancy icon to add people associated with the occupancy record.

1. In the contact list, use the checkboxes to select the person or people involved.
2. Click Save.
    

1. If added from the occupancy record, click the pencil icon in the Actions column to open the Person Involved modal.

1. Fill in relevant personal details, such as:

• Name
• Age
• Date of Birth
• Gender

1. Enter all relevant contact information, including:
   • Phone numbers
   • Email addresses
   • Mailing or physical address

1. Use the Phone Number modal to input one or more phone numbers.
    
   1. Select Contact Type (e.g., Mobile, Home, Work).
   2. Indicate Primary or Preferred using toggles if needed.
       

1. Select or add the address associated with the person.
2. From the selected address row, click to edit.

1. Input the following address details as needed:
   1. Contact Type
   2. Phone Number
   3. Street Address
   4. City
   5. State
   6. Zip Code
       

2. Use toggles to indicate yes or true statement.

    

1. Click + Add under the Insurance section.

1. Required insurance fields include:
   1. Insurance Company Name
   2. Policy Number
   3. Phone Number
       

 

Best Practices

Do's

• Verify person information with the individual at the scene when possible to ensure accuracy.
• Utilize existing occupancy records when available to reduce duplicate entries and save time.
• Document complete contact information including multiple phone numbers and email addresses for better follow-up communication.
• Upload insurance card images when available to provide visual verification of coverage details.
• Use the property owner toggle to clearly identify ownership status for reporting and follow-up purposes.
• Review all required fields (marked with asterisks) before saving to prevent incomplete records.
• Double-check that toggles (true/false, yes/no) are set correctly as these affect report accuracy.

Don'ts

• Don't skip documenting involved persons even when the incident seems minor, as complete records are essential for NFIRS compliance.
• Don't forget to save after entering insurance information or the data will be lost.
• Don't assume someone is a property owner without verification; use the toggle only when confirmed.
• Don't create duplicate person records; always search occupancy records first to see if the person already exists in the system.
• Don't leave contact information incomplete; multiple contact methods increase successful follow-up rates.
• Don't overlook the option to add persons from occupancy records, which can significantly speed up documentation.

Tips & Recommendations

• When multiple persons from the same occupancy are involved, add them all at once using the occupancy selection feature to save time.
• If you're documenting multiple incidents at the same location, check occupancy records first as persons may already be in the system from previous reports.
• For incidents with numerous involved persons, consider documenting property owners first to establish ownership context.
• Use the edit function liberally during report development; it's better to update information as it becomes available than to create incomplete initial entries.
• When insurance information is provided at the scene, document it immediately rather than trying to recall details later.
• Keep the insurance card upload feature in mind during on-scene operations; a quick photo can be uploaded later for complete documentation.

Troubleshooting & FAQs
 

Q: I don't see the person I'm looking for in the occupancy records. What should I do?
A: Use the "Plus Add" button to create a new person record from scratch. This allows you to enter all their information manually without needing them to pre-exist in the occupancy database.

Q: Can I add multiple involved persons to a single fire report?
A: Yes, you can add as many involved persons as needed. Use the "Add" button for each person, either selecting from occupancy records or creating new entries for each individual involved in the incident.

Q: What's the difference between an involved person and a property owner?
A: An involved person is anyone present or affected by the fire incident. A property owner is specifically the individual who owns the property where the incident occurred. A person can be both by enabling the property owner toggle in their record.

Q: I forgot to upload the insurance card image. Can I add it later?
A: Yes, you can edit any existing involved person record by clicking the pencil icon next to their name, then browse and upload the insurance card image in the insurance information section.

Q: Are all the fields required when documenting an involved person?
A: No, only fields marked with an asterisk (*) are required. However, documenting as much information as possible is recommended for comprehensive reporting and future reference, especially for NFIRS compliance.

Q: Can I remove someone I accidentally added as an involved person?
A: While the video doesn't explicitly show deletion, you can edit records using the pencil icon. Contact your system administrator if you need to remove an incorrectly added person from a fire report.