Purpose Statement

An Apparatus Swap allows agencies to transfer equipment, inventory, and kits from one apparatus to another when a vehicle is placed Out of Service or replaced by a reserve apparatus.

The Swap workflow helps maintain operational readiness by moving necessary assets to the incoming apparatus while keeping apparatus assignments, equipment locations, inventory quantities, and asset records accurate within the system.

Background Information

Apparatus swaps are commonly performed when a frontline unit is removed from service because of maintenance, mechanical issues, inspections, or long-term repairs.

Instead of manually updating individual equipment and inventory records, the Apparatus Swap workflow provides a centralized process for transferring equipment, inventory, and asset kits between apparatus.

A swap can be initiated from three locations:

1. Fleet Overview – Start a swap from Assets > Apparatus Overview.
2. Out of Service Workflow – Select Perform Swap when placing an apparatus Out of Service.
3. Swap Subpage – Navigate to Assets > Swap and select Initiate under Compartment Swap.

All three entry points launch the same Apparatus Swap workflow.

Common use cases include:

• Replacing an Out of Service frontline apparatus with a reserve apparatus
• Moving operational equipment to a reserve unit
• Temporarily relocating equipment during long-term maintenance
• Redistributing equipment or inventory during operational changes
• Updating apparatus service and Primary/Reserve status as part of a unit replacement

The Swap workflow also allows users to transfer selected inventory quantities, move assets into specific destination compartments, continue transferring items to additional destinations, and determine how remaining equipment and kits should be handled.

Required Permissions

Permissions may vary by agency configuration. Users performing apparatus swaps typically require access to applicable Assets functionality, including:

• Assets Module
• Fleet Overview
• Swap Management
• Apparatus Status Management (In Service / Out of Service)
• Equipment and Inventory Transfer Permissions

Available Swap Management actions may also vary based on role-based permissions. Some users may be able to initiate an apparatus swap but may not have access to additional swap management actions.

If an expected swap option is unavailable, verify the user's assigned permissions with a system administrator.

Video

Step-by-Step Guide

1. Start an Apparatus Swap

An Apparatus Swap can be initiated from three locations. Each method launches the same Apparatus Swap workflow.

Method 1: From the Fleet Overview

• Navigate to Assets > Apparatus Overview.
• Locate the applicable apparatus in the Fleet Overview.
• Select the Swap option for the apparatus.

Method 2: From the Out of Service Workflow

• Navigate to Assets > Apparatus Overview.
• Select the apparatus being removed from service.
• Toggle the apparatus Out of Service.
• From the Out of Service workflow, select Perform Swap.

Method 3: From the Swap Subpage

• Navigate to Assets > Swap.
• Locate Compartment Swap.
• Select Initiate.

2. Select the Outgoing Apparatus

Select the apparatus that is going Out of Service or being replaced.

Review the displayed apparatus information:

• Associated Dispatch Unit
• Location – The current location or location where the apparatus is being relocated
• Apparatus Group
• Service Status – In Service or Out of Service
• Assignment – Primary or Reserve

Update the applicable fields when necessary.

3. Select the Incoming Apparatus

Select the apparatus that will replace the outgoing unit.

Review and update the applicable fields:

• Dispatch Unit
• Location
• Apparatus Group
• Service Status
• Primary / Reserve designation

For example, an incoming reserve apparatus may be:

• Assigned the outgoing apparatus's dispatch unit, if applicable
• Moved to the appropriate station location
• Changed to Primary
• Placed In Service

After reviewing the incoming apparatus information, select Continue.

4. Select Equipment, Inventory, and Kits to Transfer

The transfer portion of the workflow displays the contents assigned to the outgoing apparatus.

• Expand the applicable compartments.
• Review the contents of each compartment.
• Select the equipment, inventory, or kits that should be transferred.
• Select the appropriate destination compartment on the incoming apparatus.

Items are identified by their applicable labels:

• EQP – Equipment
• INV – Inventory
• Asset Kit – Kit groupings

5. Select Inventory Quantities to Transfer

Inventory items support partial quantity transfers.

• Select the applicable inventory item.
• Use the quantity dropdown to select the quantity being transferred.
• Repeat the process for additional inventory items.
• Verify the selected quantities.
• Select Continue when the desired transfers are complete.

6. Choose How to Complete the Transfer

After selecting the initial transfers, choose one of the following options:

Save and Finish

• Completes the transfer process
• Ends the transfer workflow

Continue Transferring

• Allows additional transfers to be completed before finishing
• Can be used when items need to be moved to additional destinations, such as:
  • Station storage
  • Another apparatus
  • Another operational location or unit

Each additional transfer creates a separate transfer record within Swap Management.

7. Manage Remaining Equipment and Kits

After the selected transfers are completed, the system displays items that were not moved.

Review the remaining items and determine whether they should be placed Out of Service.

Available toggles apply to the entire applicable group rather than individual items.

Users can toggle:

• All remaining equipment
• All remaining kits

After reviewing the remaining items:

• Select the applicable Out of Service options.
• Verify the selections.
• Click Save.

8. Verify the Apparatus Swap

After saving, navigate to the Swap Management screen.

The apparatus swap will appear as an open apparatus swap.

Review the swap record to verify that the appropriate transfer activity was recorded.

Best Practices

Before Starting the Swap

• Perform the Apparatus Swap as close as practical to the physical unit change so First Due reflects the current operational configuration
• Confirm which apparatus is leaving service and which apparatus is replacing it before beginning the workflow
• Determine whether the swap is temporary or part of a longer-term operational change before selecting equipment and inventory to transfer
• Review the outgoing and incoming apparatus locations, service statuses, Primary/Reserve assignments, and dispatch unit information before continuing
• Coordinate the system swap with the physical equipment transfer so the records match where equipment and inventory are actually located

Selecting Items to Transfer

• Transfer only the equipment, inventory, and kits that are physically being moved
• Expand and review each applicable compartment so necessary operational equipment is not unintentionally left behind
• Select destination compartments that reflect where items will actually be stored on the incoming apparatus
• Verify the destination for each item before continuing, especially when the incoming apparatus has a different compartment layout
• Use the EQP, INV, and Asset Kit labels to distinguish the types of assets being transferred

Managing Inventory Quantities

• Verify inventory quantities before completing partial transfers
• Transfer the quantity that is physically moved rather than automatically transferring the entire available quantity
• Review remaining inventory on the outgoing apparatus when only a portion of an item is transferred
• Ensure the quantity recorded in First Due matches the actual inventory moved between apparatus

Using Continue Transferring

• Use Continue Transferring when equipment or inventory from the outgoing apparatus needs to be distributed to multiple destinations
• Use additional transfers when items are being moved to station storage, another apparatus, or another operational destination
• Remember that each additional transfer creates a separate transfer record within Swap Management
• Review all transfer destinations before finishing the swap to ensure the outgoing apparatus has been appropriately cleared

Completing the Swap

• Carefully review equipment and kits that were not transferred before deciding whether to place them Out of Service
• Remember that the remaining-item Out of Service toggles apply to the entire applicable group, not individual items
• Verify the incoming apparatus is configured with the correct service status and Primary/Reserve designation
• After completing the workflow, review the open swap in Swap Management to confirm the transfer was recorded
• Use the swap record as a reference when auditing where equipment and inventory were moved

Maintaining Accurate Asset Records

• Avoid performing manual equipment or inventory location changes separately when the Apparatus Swap workflow is being used for the same transfer
• Ensure system records reflect the actual physical movement of equipment, inventory, and kits
• Verify dispatch unit assignments when a reserve apparatus assumes the operational identity of an outgoing frontline apparatus
• Keep apparatus service status and location information current throughout the swap process

Troubleshooting & FAQs

Why can't I start an apparatus swap?

Access to Apparatus Swap functionality is permission-based. If the Swap or Initiate option is unavailable, contact your system administrator to verify your assigned Assets and Swap Management permissions.

Where can I start an apparatus swap?

An Apparatus Swap can be started from three locations:

• Fleet Overview within Assets > Apparatus Overview
• The Out of Service workflow
• Assets > Swap by selecting Initiate under Compartment Swap

Each option launches the same Apparatus Swap workflow.

Do I have to place the outgoing apparatus Out of Service before starting a swap?

The Swap workflow allows you to review and update the outgoing apparatus's Service Status as part of the process. A swap can also be initiated directly from the Out of Service workflow.

Verify the appropriate status for the outgoing apparatus based on your agency's operational process.

Why can't I find the apparatus I want to use as the incoming unit?

Verify that you are selecting the correct apparatus and review the available apparatus information within the workflow. If the expected apparatus is not available, contact your system administrator to review the applicable Assets configuration or access.

What information should I verify for the outgoing apparatus?

Review the:

• Associated Dispatch Unit
• Location
• Apparatus Group
• Service Status
• Primary/Reserve assignment

These values should reflect the outgoing apparatus's intended configuration after the swap.

What information should I verify for the incoming apparatus?

Review the incoming apparatus's:

• Dispatch Unit
• Location
• Apparatus Group
• Service Status
• Primary/Reserve assignment

For example, a reserve apparatus replacing a frontline unit may need to be placed In Service, designated Primary, and moved to the appropriate location.

Why don't I see equipment or inventory until I expand a compartment?

The transfer workflow organizes items by their assigned compartments. Expand the applicable compartments on the outgoing apparatus to review and select their contents.

What do EQP and INV mean during the transfer?

EQP identifies Equipment, while INV identifies Inventory. Kits are identified as Asset Kits.

These labels help distinguish the types of items available for transfer.

Can I transfer only part of an inventory quantity?

Yes. Inventory supports partial quantity transfers. Select the inventory item and use the quantity dropdown to specify how many items should be moved.

Why can't I select a quantity for an equipment item or kit?

The quantity selection described in this workflow applies to Inventory items. Equipment and Asset Kits are transferred as their respective asset records.

What if the incoming apparatus uses different compartments than the outgoing apparatus?

Select the destination compartment that represents where the item will physically be stored on the incoming apparatus. The source and destination compartment names do not need to be identical based on the workflow described here.

What is the difference between Save and Finish and Continue Transferring?

Save and Finish completes the transfer workflow.

Continue Transferring allows additional items to be transferred to another destination before the overall process is finished. Each additional transfer creates a separate transfer record within Swap Management.

When should I use Continue Transferring?

Use Continue Transferring when the outgoing apparatus's contents are being distributed to more than one destination, such as an incoming reserve apparatus, station storage, or another apparatus.

What happens to equipment or kits that I don't transfer?

At the end of the transfer workflow, the system displays items that were not moved. You can then determine whether the remaining equipment or kits should be placed Out of Service.

Can I place only one remaining equipment item Out of Service from the final swap screen?

The Out of Service toggles described in this workflow apply to the entire applicable group, rather than individual items. Review the remaining equipment and kits before selecting these options.

Why is my incoming apparatus showing the wrong location, service status, or Primary/Reserve assignment?

These values are reviewed and can be updated during the Apparatus Swap workflow. Verify the information selected for the incoming apparatus during the swap.

Why is my outgoing apparatus still showing as Primary or In Service?

Review the outgoing apparatus configuration selected during the swap, including its Service Status and Primary/Reserve assignment. The workflow allows these values to be updated as part of the swap.

Where can I verify that the swap was completed?

Navigate to Assets > Swap and review the Swap Management screen. The completed transfer process will appear as an open apparatus swap.

Why are there multiple transfer records for one apparatus swap?

Using Continue Transferring allows items to be distributed to additional destinations. Each additional transfer creates a separate transfer record within Swap Management.

Why can't I perform additional Swap Management actions?

Available Swap Management actions may depend on role-based permissions. If an expected management option is unavailable, contact your system administrator to verify your permissions.