Purpose Statement

This article explains how Fire Inspectors assign severity levels and compliance dates to failed inspection checklist items during an inspection.

Using these fields ensures violations are documented accurately and that inspection reports generate the correct authority-mandated forms for enforcement and follow-up.

Background Information

Inspection violations often require differentiated enforcement based on severity and remediation timelines. First Due allows inspectors to assign severity levels and compliance dates at the individual checklist item level, providing clarity for property owners and supporting enforcement actions.

Severity and compliance date availability depends on administrative configuration and checklist response types.

Common Use Cases

• Documenting multiple violations with different remediation timelines

• Capturing high-risk violations requiring immediate action

• Generating inspection reports grouped by severity

• Supporting follow-up inspections and enforcement

Prerequisites

• Active inspection assigned to the user

• Severity levels and compliance dates enabled by an administrator

Required Permissions

Inspectors must have:

• Fire Inspector Role

• Inspection Management

• Violation Documentation

• Report Generation

Video

Step-by-Step Guide

Step 1: Configure Severity Levels (Admin Setup)

This step is required before inspectors can use severity levels in inspections.

1. Navigate to Admin → Field Management

2. Use the search bar and enter Severity

3. Select Severity Levels and click Apply

4. Review existing severity values:

   • Each severity includes a Short Label (required)

   • A Label (maximum 12 characters)

5. Optional actions:

   • Add a new severity level

   • Edit an existing value

   • Archive a value no longer in use

6. Click Save to apply changes

Step 2: Enable Severity Levels and Compliance Dates on Inspection Types

1. Navigate to Admin → Inspection Types

2. Select the applicable inspection type

3. Open Checklist Options

4. Enable:

   • ✅ Allow the use of Severity Level

   • ✅ Allow the use of Compliance Date

5. Review checklist item response types:

   • Standard Inspection and Custom Response

     • Support Severity Level + Compliance Date

   • Single Select, Multi-Select, Free Text

     • Support Severity Level only

6. Click Save

Step 3: Assign Forms to Severity Levels

1. From the inspection type, navigate to Forms

2. Assign the appropriate authority-mandated form to each severity level

3. Ensure forms exist for all severity classifications used

4. Click Save before exiting

Step 4: Conduct the Inspection and Complete the Checklist

1. Navigate to Inspections → Active Inspections

2. Open the inspection and select the checklist

3. Complete checklist items as normal

Standard Inspection & Pass/Fail Responses

• When marked Fail, you can assign:

  • Severity Level

  • Compliance Date

• Use the calendar picker to set remediation deadlines

• Add remarks explaining the violation

• Attach photos directly to the checklist item

Single Select, Multi-Select, and Free Text Responses

• These response types allow:

  • Severity Level only

  • No compliance date field is displayed

Custom Response Types

• Support Severity Level and Compliance Date

Step 5: Set Severity Levels and Compliance Dates

1. For each failed item, select the appropriate Severity Level

2. If available, assign a Compliance Date

3. Typical departmental guidance:

   • Level 1: Minor – extended timelines

   • Level 2: Moderate – prompt remediation

   • Level 3: Major – short compliance window

   • Level 4: Critical – immediate action

4. Use remarks to document reasoning

5. Attach supporting photos where applicable

Step 6: Add Ad Hoc Violations (If Needed)

1. Select Add Ad Hoc Item

2. Associate the applicable code section

3. Enter a violation description

4. Assign:

   • Severity Level

   • Compliance Date (if applicable)

5. Save the entry

Step 7: Finalize Inspection and Capture Signatures

1. Complete all checklist items

2. Navigate to Signatures

3. Capture required signatures

4. Finalize the inspection

Step 8: Generate and Review Inspection Reports

1. Open the Inspection Report

2. View the report in presentation mode if needed

3. Verify:

   • Violations are grouped by severity

   • Correct forms are generated per severity level

   • Some forms may include:

     • Severity + compliance date

     • Severity only (based on response type)

4. Save or distribute the finalized report

Best Practices

Severity Assignment

• Follow your AHJ’s adopted fire code and enforcement guidelines

• Consider cumulative risk when multiple violations exist

• Document justification in remarks

• Escalate severity for compounding hazards

Compliance Date Management

• Set realistic, enforceable deadlines

• Consider permits, contractors, and operational constraints

• Avoid timelines that guarantee non-compliance

Documentation Quality

• Reference applicable code sections

• Use clear, objective language

• Attach photos to each violation

• Maintain consistent terminology

Quality Control

• Confirm all failed items have required data

• Verify correct forms were generated

• Review reports for legal completeness

Troubleshooting & FAQs

Q: I don’t see the Severity Level option.
A: Confirm the item is marked Fail and that severity levels are enabled on the inspection type.

Q: Why can’t I add a compliance date for some checklist items?
A: Only Standard Inspection and Pass/Fail response types support compliance dates.

Q: Can I change severity levels after finalizing an inspection?
A: Yes, through the Amendment Request process with supervisor approval.

Q: How are forms grouped in the report?
A: Violations are grouped by severity level and response type, generating separate authority-mandated forms as required.

Common Issues

• Missing compliance dates prevent report generation

• Incorrect form mapping causes report errors

• Inconsistent severity application across similar violations