Purpose Statement
The Teams feature within the Pre-Plan module allows administrators and program managers to assign pre-plans to groups of users or units instead of individual users. This improves efficiency, flexibility, and continuity by allowing team membership to change without requiring updates to each assigned pre-plan.
Background Information
Teams are designed to represent logical groupings of individuals or units (such as Engine companies, prevention groups, or inspection teams) that can be assigned to tasks or items throughout the First Due system.
Within Pre-Planning, teams enable departments to:
Maintain consistent assignments for pre-plans
Easily manage staffing or personnel changes
Reduce administrative overhead when reassigning work
Support unit-based or role-based workflows
Common use cases include assigning pre-plans to an apparatus, station crew, or functional group such as Fire Prevention or Inspections.
Required Permissions
To manage teams and assign pre-plans, users typically need the following permissions:
Pre-Plan Organizer - Provides Read Only access to the Pre-Plans Organizer.
Edit Pre-Plan Organizer - Allows for editing of Pre-Plan Assignments, Due Dates, Cycles & offers the ability to print Occupancy Data.
Team – Read-- User can see teams in a Read Only state
Team – Create--User can Create a Team.
Team – Edit--User can Edit a Team.
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Team – Delete--User can Delete a Team.
Permissions may be assigned individually or through roles, depending on your department’s configuration.
Video
Step-by-Step Guide
Assigning a Pre-Plan to a User or Team
Navigate to the Main Menu, Select Pre-Planning, then Select the Pre-Plan Organizer.
Locate the Assigned Member or Team column and select the pencil icon to edit the assignment.
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In the Assigned To pop-up window:
Toggle to User to assign the pre-plan to an individual user or unit user.
Toggle to Team to assign the pre-plan to a team.
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Select the desired user or team from the list and select Assign.
Creating a Team
Navigate to the Main Menu, then select Admin module, and then select the Teams subsection.
Use the search bar to search by team name or by user (optional).
Select Add Team to add a new Team.
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In the pop-up window:
Enter a Team Name.
Select users to assign to the team using the drop-down list using the search field to quickly find users, if needed.
Select Save.
Managing Existing Teams
From the Teams list, use the Actions column:
Deactivate Team: Select the X icon
Reactivate Team: Select the checkmark icon
Edit Team: Select the pencil icon
Delete Team: Select the trash can icon, then confirm
View Team Members: Select the people icon to view assigned users, including name, phone number, and email address
Best Practices
Do’s
Use teams for apparatus, stations, or functional groups to simplify reassignment
Keep team names clear and standardized (e.g., “Engine 1A”, “Fire Prevention”)
Regularly review team membership to ensure accuracy
Don’ts
Don’t assign pre-plans to individual users if the responsibility belongs to a group
Don’t delete teams that are actively assigned to pre-plans without reassigning first
Don’t use vague or inconsistent team naming conventions
Tips & Recommendations
Assign pre-plans to teams instead of individuals whenever possible to reduce future maintenance
Use the deactivate option instead of delete if a team may be needed again
Periodically export the team list for audits or internal reviews
Troubleshooting & FAQs
Q: I don’t see the Teams option in Admin.
A: Verify that your role includes Teams view and management permissions.
Q: A team is not appearing in the Pre-Plan assignment list.
A: Ensure the team is active and not deactivated.
Q: Can I change users on a team without affecting pre-plan assignments?
A: Yes. Updating team membership does not change the pre-plans assigned to that team.
Q: What happens if I delete a team assigned to a pre-plan?
A: The assignment will be removed. It is recommended to reassign pre-plans before deleting a team.
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