Purpose Statement

The Out of Service Workflow allows departments to safely and accurately take an apparatus out of service while accounting for its associated equipment, kits, and inventory.

Because apparatus typically carry large amounts of operational equipment, this workflow ensures that service status changes are properly documented and that related assets are handled appropriately. This helps departments maintain accurate inventory tracking, operational readiness, and maintenance records.

Background Information

In the First Due Fleet module, apparatus have a dedicated service status change workflow due to the heavy association between apparatus and equipment, kits, and inventory.

When an apparatus is taken out of service, departments may need to:

• Swap equipment to another apparatus
• Relocate equipment to station storage
• Update dispatch unit identifiers
• Change the apparatus location or operational status
• Track maintenance-related status changes

The Service Status Change Workflow provides structured options that guide users through these changes while maintaining accurate asset tracking.

There are three ways to take an apparatus out of service:

1. From the Fleet Overview page
2. From the Apparatus Overview page
3. From within the Work Order workflow

Required Permissions

Users must have permission to update apparatus service status.

If the permission is not enabled:

• Service status indicators on the Fleet Overview page will not appear as clickable/underlined
• Users will not be able to change apparatus service status

If the status indicator is underlined, the user has permission to initiate the workflow.

Video

Step-by-Step Guide

Method 1: Take an Apparatus Out of Service from Fleet Overview

• Navigate to Fleet → Apparatus Overview → Fleet Overview.
• Locate the apparatus in the fleet list.
• Click the In Service status indicator (underlined).
• The Service Status Change Workflow window will open.
• Enter the reason for taking the apparatus out of service.
• If your agency has enabled the required comment setting, enter the required comment for the status change.
• Select the appropriate workflow option:
  • Apparatus Swap
  • Unit Update
  • Relocate
  • Status Only
• Complete the selected workflow steps.
• Review the equipment and kits currently assigned to the apparatus.
• Toggle whether these items should be marked Out of Service.
• Click Save to finalize the service status change.

Method 2: Take an Apparatus Out of Service from Apparatus Overview

• Navigate to Fleet → Apparatus Overview.
• Select the desired apparatus.
• Locate the In Service toggle on the apparatus profile.
• Turn the In Service toggle OFF.
• The Out of Service Workflow will open.
• Enter the reason for taking the apparatus out of service.
• If your agency has enabled the required comment setting, enter the required comment for the status change.
• Select the desired workflow option.
• Complete the required workflow steps.
• Review and update the status of associated equipment and kits.
• Click Save.

Method 3: Take an Apparatus Out of Service During Work Order Creation

• Navigate to Fleet → Work Orders.
• Select New Work Order.
• Choose the Asset Type (Apparatus).
• Select the apparatus (example: Engine 17).
• Locate the Service Status toggle.
• Turn In Service OFF.
• Enter the reason for taking the apparatus out of service.
• If your agency has enabled the required comment setting, enter the required comment for the status change.
• Complete the remainder of the work order.

Workflow Options Explained

Comment Requirement

If your agency has enabled the required comment setting, users will be prompted to enter a comment when changing an apparatus in or out of service.

• The system will prevent saving until a comment is entered
• Comments should clearly describe the reason for the status change (e.g., maintenance, mechanical issue, inspection, temporary reassignment)
• These comments are stored and can be reviewed later in the Status Log

Providing clear, consistent comments improves auditability, accountability, and historical tracking of apparatus availability.

Apparatus Swap

Use this workflow when replacing or temporarily swapping an apparatus.

This workflow allows you to:

• Update dispatch unit information

• Change the apparatus location

• Change operational status (ex: primary → reserve)

• Move equipment, inventory, and kits to another apparatus or location

This is the most comprehensive workflow when an apparatus is being removed from active service.

Unit Update

This option updates apparatus information without moving equipment.

Examples include:

• Updating the dispatch unit ID

• Updating location

• Changing the service status

This workflow focuses on administrative updates only.

Relocate

The Relocate workflow moves equipment, kits, or inventory without changing their permanent association with the apparatus record.

Examples include:

• Moving equipment to another apparatus

• Moving equipment to station storage

• Reassigning kits while the apparatus remains unchanged

To complete a Relocate:

• Select the appropriate apparatus compartment or location storage to move Inventory, Equipment, and Kits to from the apparatus going out of service.

• Move entire compartments or individual pieces of equipment, partial or complete inventory quantities, and kits to the appropriate storage or compartment. 

• Continue will then ask to continue transferring items to a second apparatus or location, or save and finish, saving the temporary relocation. 

Status Only

This option only changes the service status of the apparatus.

No equipment, inventory, or configuration changes occur.

Equipment and Kit Status Prompt

After completing any workflow option, the system will display a summary of equipment and kits currently assigned to the apparatus.

Because an out-of-service apparatus may be unavailable during maintenance, the system assumes:

• Equipment and kits remaining on the apparatus may not be accessible

Users can:

• Review the list of equipment and kits

• Toggle whether they should be marked Out of Service

This update is applied in bulk to ensure asset availability remains accurate across the system.

Best Practices

• Use the Apparatus Swap workflow when equipment must be moved between vehicles.

• Relocate equipment before sending an apparatus for maintenance if the equipment will still be used operationally.

• Verify dispatch unit information when performing swaps or status updates.

• Review the equipment and kit status prompt carefully before saving.

• Avoid leaving operational equipment assigned to an out-of-service apparatus unless it will truly be unavailable.

Troubleshooting & FAQs

I cannot change the apparatus status. Why?

You likely do not have the permission to update apparatus service status. Contact your system administrator.

Why are my equipment and kits being marked out of service?

If the equipment remains assigned to an out-of-service apparatus, the system assumes it will not be accessible and prompts you to mark them out of service.

What is the difference between a Swap and a Relocate?

• Swap updates apparatus details and moves equipment.

• Relocate only moves equipment or kits.

Why didn’t the Out of Service workflow appear when creating a work order?

The workflow only appears when using the full extended work order workflow. Status changes made directly within work orders may bypass the workflow interface.