Purpose Statement
An Apparatus Swap allows agencies to temporarily or permanently transfer equipment, inventory, and kits from one apparatus to another when a vehicle is placed out of service or replaced by a reserve unit.
This workflow ensures operational readiness by quickly moving necessary assets to the incoming apparatus while maintaining accurate asset tracking and inventory records within the system.
Background Information
Apparatus swaps are commonly performed when a frontline unit is removed from service due to maintenance, mechanical issues, inspections, or long-term repairs. Rather than manually updating equipment records, the Swap workflow automates the transfer of equipment, inventory, and asset kits between apparatus.
A swap can be initiated from three locations within the system:
Fleet Overview (Assets → Apparatus Overview)
Start a swap directly from the fleet list.
Out of Service Workflow
When marking an apparatus Out of Service, the workflow provides an option to perform a swap.
Swap Subpage (Assets → Swap)
Select Initiate to begin a new apparatus swap.
All three entry points launch the same Apparatus Swap workflow.
Typical use cases include:
Placing a frontline engine or medic unit out of service
Moving equipment to a reserve apparatus
Temporarily relocating equipment during long-term maintenance
Reallocating supplies across apparatus during operational changes
Required Permissions
Permissions may vary by agency configuration, but users typically require access to:
Assets Module
Fleet Overview
Swap Management
Apparatus Status Management (In Service / Out of Service)
Equipment and Inventory Transfer Permissions
Some users may be able to initiate swaps but not reverse or close them, depending on role-based permissions set by administrators.
Video
Step-by-Step Guide
Start an Apparatus Swap
A swap can be started from three locations, but each option launches the same workflow.
Option 1: From Fleet Overview
Navigate to Assets → Apparatus Overview.
Locate the apparatus in the Fleet Overview.
Select the Swap option for the apparatus.
Option 2: When Placing an Apparatus Out of Service
Navigate to Assets → Apparatus Overview.
Select the apparatus you want to remove from service.
Toggle the apparatus Out of Service.
In the Out of Service workflow, select Perform Swap.
Option 3: From the Swap Subpage
Navigate to Assets → Swap.
Locate Compartment Swap.
Select Initiate to start a new swap.
All options will launch the same Apparatus Swap workflow.
Select the Apparatus Going Out of Service
Choose the apparatus that is going out of service.
Review the displayed information:
Associate Dispatch Unit
Location (current location or where it is being relocated to)
Apparatus Group (rarely changed)
Service Status (In Service / Out of Service)
Assignment (Primary or Reserve)
Update these fields if needed.
Example:
An apparatus such as Engine 19 may be marked Out of Service and set to Reserve.
Select the Incoming Apparatus
Choose the apparatus that will replace the outgoing unit.
Review and update the following fields if necessary:
Dispatch Unit
Location
Apparatus Group
Service Status
Primary / Reserve designation
Example:
A reserve unit such as Engine 12 may be:
Assigned the dispatch unit of Engine 19 (if applicable)
Moved to the same station location
Marked as Primary
Placed In Service
Select Continue.
Transfer Equipment, Inventory, and Kits
Expand compartments on the outgoing apparatus to view contents.
Identify items by their labels:
EQP – Equipment
INV – Inventory
Asset Kit – Kit groupings
Select the equipment, inventory, or kits you want to transfer.
Choose the destination compartment on the incoming apparatus.
Example:
Move equipment from Engine 19 → Front Cab to Engine 12 → Front Cab.
Transfer Inventory Quantities (Optional)
Inventory items allow partial transfers.
Select the inventory item.
Use the quantity dropdown to determine how many items to move.
Tip:
Example:
If 4 pairs of large medical gloves exist on the outgoing apparatus, you can transfer:
All 4
Only a portion (such as 2)
None
Continue transferring items until all desired equipment, inventory, and kits are moved.
Select Continue.
Choose Transfer Completion Option
You will be prompted with two options:
Save and Finish
Completes the apparatus swap.
Ends the transfer workflow.
Continue Transferring
Allows additional transfers.
Useful if equipment needs to be moved to:
Station storage
Other apparatus
Different operational units
Each additional transfer creates separate transfer records within the swap management page.
Handle Remaining Equipment and Kits
After finishing transfers:
The system displays items that were not moved.
Choose whether to toggle items out of service.
Important:
Toggles apply to the entire group, not individual items.
You can toggle:
All equipment
All kits
Select Save.
The swap will now appear on the Swap Management screen as an open apparatus swap.
Best Practices
Perform swaps immediately when a unit goes out of service to maintain accurate records.
Verify dispatch unit assignments when assigning a reserve apparatus.
Transfer only necessary equipment when swaps are temporary.
Use Continue Transferring when equipment needs to be redistributed across multiple locations.
Confirm compartments on the incoming apparatus before completing transfers to ensure accurate placement.
Troubleshooting & FAQs
Why can’t I start an apparatus swap?
Your user role may not include the necessary permissions to initiate swaps. Contact your system administrator.
Why can’t I reverse or close a swap?
Some agencies restrict swap management actions to administrators or supervisors.
Why can’t I edit inventory quantities?
Inventory quantities can only be adjusted during the transfer step of the workflow.
What happens to equipment that is not transferred?
You will have the option to mark remaining equipment or kits as out of service when finishing the swap.
Where can I see active swaps?
Navigate to Assets → Swap to view the Swap Management page, which displays active and completed swaps.