Purpose Statement
This article explains how to generate and print Occupancy Reports within the Pre-Plan module. Occupancy Reports allow users to produce printable or downloadable documents containing occupancy, contact, pre-plan, and hazmat information for planning, training, and response purposes.
Background Information
Occupancy Reports are accessed from the Pre-Plan Organizer and provide flexible reporting options based on user permissions. Depending on the selected report type, users can generate summary or detailed documentation using standardized report formats. These reports are commonly used for pre-incident planning, training packets, and operational reference materials.
Common use cases include:
Printing summary occupancy cards for field use
Exporting detailed occupancy and hazmat data
Creating response-ready reference documents
Prerequisites:
Access to the Pre-Plan module
Existing occupancy and pre-plan records
Required Permissions
To access and use the Pre-Plan Organizer, users must have the following permissions:
Required:
- Pre-Plan Organizer (Pre-Planning > General) - Provides access to view and manage pre-plans within the organizer interface
For Editing Capabilities:
- Pre-Plans - Edit (Pre-Planning > General) - Allows users to edit pre-plans and modify attributes within the organizer
- Edit Pre-Plan Organizer (Pre-Planning > Edit) - Enables editing of pre-plan attributes directly within the organizer's column interface
Video
Step-by-Step Guide
1. Access the Pre-Plan Organizer
Select the Main Menu> Pre-Planning> Pre-Plan Organizer
2. Open Occupancy Reports
Locate the desired occupancy & select the Printer icon
3. Understand Available Report Types
The following Pre-Plan–related reports may be available based on Roles & Permissions:
Summary Occupancy Card
Occupancy Data
Contact Info
Pre-Planned Unit Info
Hazmat Info
4. Print a Summary Occupancy Card
Select Summary Occupancy Card
Select Print
Important Note:
The Summary Occupancy Card can only be printed by itself
No other report options can be selected when this report is chosen
The report includes:
Key occupancy record information
Data related to pre-planned unit types
5. Print Detailed Occupancy Reports
For Occupancy Data, Contact Info, Pre-Planned Unit Info, and Hazmat Info:
Select one or more report types
Select Print
How Report Selection Works
All selected reports use the same form
Only the sections selected are populated
Unselected sections remain blank, even if data exists
Example:
Selecting Contact Info only displays contact information
Selecting all four options displays all available data in the report
6. Download or Print Reports
Generated reports can be:
Downloaded electronically, or
Printed as hard copies
Best Practices
Do’s
Use Summary Occupancy Cards for quick reference
Select all applicable report types when detailed information is required
Verify report content before printing or distribution
Don’ts
Do not expect unselected sections to populate automatically
Avoid printing outdated reports without reviewing occupancy data
Tips & Recommendations
Standardize which reports are used for training versus response
Reprint reports after major occupancy or pre-plan updates
Store digital copies securely if downloaded
Troubleshooting & FAQs
Q: Why can’t I select other reports with the Summary Occupancy Card?
A: The Summary Occupancy Card must be printed by itself and cannot be combined with other report types.
Q: Why is some information missing from my report?
A: Only the report sections selected during printing are populated.
Q: Can these reports be exported digitally?
A: Yes. Reports can be downloaded or printed as hard copies.