Purpose Statement
The Service Status Change Workflow allows departments to take apparatus out of service while managing associated equipment, kits, and inventory.
This workflow helps maintain accurate asset tracking, operational readiness, and maintenance records by ensuring apparatus status changes and related asset updates are properly documented.
Background Information
In the First Due Assets module, apparatus have a dedicated Service Status Change Workflow to account for associated equipment, kits, and inventory.
When taking an apparatus out of service, departments may need to:
- Transfer equipment, kits, or inventory to another apparatus or storage location.
- Update dispatch unit identifiers.
- Change apparatus location or operational status.
- Document maintenance-related status changes.
- Update the availability of equipment and kits remaining on the apparatus.
The workflow provides four options for managing these changes: Apparatus Swap, Unit Update, Relocate, and Status Only.
Users can initiate an apparatus service status change from three locations:
- Fleet Overview
- Apparatus Overview
- Work Order creation (from Work Order Boards only)
Important Note:
To review, audit, or manually adjust previous service status changes, access the apparatus Status Log. The Status Log maintains a historical record of service status updates and associated workflow actions.
Refer to the Assets: Status Log Knowledge Base article for additional information.
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: Change Apparatus Status from Fleet Overview
- Navigate to Fleet → Apparatus Overview → Fleet Overview.
- Locate the apparatus requiring a service status change.
- Click the underlined In Service status indicator.
- The Service Status Change Workflow window opens.
- Select the reason for taking the apparatus out of service.
- Enter a comment, if required by your agency's configuration.
- Select the appropriate workflow option:
- Apparatus Swap
- Unit Update
- Relocate
- Status Only
- Complete the steps associated with the selected workflow.
- Review the equipment and kits remaining assigned to the apparatus.
- Use the available toggles to determine whether associated equipment and kits should also be marked Out of Service.
- Click Save to complete the status change.
Method 2: Change Apparatus Status from Apparatus Overview
- Navigate to Fleet → Apparatus Overview.
- Select the apparatus requiring a service status change.
- Locate the In Service toggle on the apparatus profile.
- Turn the In Service toggle OFF.
- The Service Status Change Workflow opens.
- Select the reason for the status change.
- Enter a comment, if required by your agency's configuration.
- Select the appropriate workflow option.
- Complete the steps associated with the selected workflow.
- Review the equipment and kits remaining assigned to the apparatus and update their service status as needed.
- Click Save to complete the status change.
Method 3: Change Apparatus Status During Work Order Creation
- Navigate to Fleet → Work Orders.
- Select New Work Order.
- Set Asset Type to Apparatus.
- Select the applicable apparatus (e.g., Engine 17).
- Locate the Service Status toggle.
- Turn In Service OFF.
- Select the reason for taking the apparatus out of service.
- Enter a comment, if required by your agency's configuration.
- Complete the remaining work order information.
- Save the work order using the available save action.
Important Note:
Changing apparatus service status during Work Order creation allows users to document the reason and any required comment. However, the Apparatus Swap, Unit Update, and Relocate workflow options are not available through this method.
If equipment transfers, dispatch unit updates, or relocation actions are required, initiate the Service Status Change Workflow from Fleet Overview or Apparatus Overview.
Workflow Options Explained
The Service Status Change Workflow provides four options based on the changes required when taking an apparatus out of service.
Comment Requirement
If your agency has enabled required comments, users must enter a comment when changing an apparatus either In Service or Out of Service.
When enabled:
- A comment must be entered before the status change can be saved.
- Comments should clearly explain the status change, such as a mechanical issue, scheduled maintenance, inspection, or temporary reassignment.
- Comments are recorded in the apparatus Status Log for future reference.
Consistent comments improve accountability, historical tracking, and documentation of apparatus availability.
Apparatus Swap
Use Apparatus Swap when replacing an out-of-service apparatus with another apparatus.
This workflow supports:
- Updating dispatch unit information.
- Changing apparatus locations.
- Updating operational status, such as Primary or Reserve.
- Transferring equipment, kits, and inventory between apparatus or storage locations.
Tip:
When to use: Select Apparatus Swap when an apparatus is removed from active service and another apparatus will assume its operational role.
Unit Update
Use Unit Update to modify apparatus information without transferring equipment, kits, or inventory.
This workflow supports:
- Updating the dispatch unit identifier.
- Changing apparatus location.
- Updating service status information.
Tip:
When to use: Select Unit Update when administrative or operational information must change but associated assets do not need to be transferred.
Relocate
Use Relocate to transfer equipment, kits, or inventory from an apparatus to another apparatus or storage location.
This workflow supports:
- Moving equipment to another apparatus.
- Transferring equipment or kits to station storage.
- Moving complete compartments or individual equipment items.
- Transferring full or partial inventory quantities.
To complete a relocation:
- Select the destination apparatus compartment or storage location.
- Choose the equipment, kits, inventory, or compartments to relocate.
- Specify the items or inventory quantities being transferred.
- Select Continue to proceed.
- Choose whether to transfer additional items to another apparatus or location.
- Once all transfers are complete, save and finish the relocation.
Tip:
When to use: Select Relocate when equipment, kits, or inventory must be reassigned without completing a full apparatus swap.
Status Only
Use Status Only when the apparatus service status needs to change without modifying apparatus configuration or transferring associated assets.
This option changes the apparatus service status without performing equipment, inventory, or configuration transfers.
Tip:
When to use: Select Status Only when no apparatus reassignment or asset movement is necessary.
Important Note:
Even when selecting Status Only, review the equipment and kit status prompt to ensure the availability of associated assets is accurately reflected.
Equipment and Kit Status Prompt
After completing a Service Status Change Workflow option, the system displays equipment and kits currently assigned to the apparatus.
Because equipment remaining on an out-of-service apparatus may be unavailable for operational use, users are prompted to review whether those assets should also be marked Out of Service.
Users can:
- Review equipment and kits remaining assigned to the apparatus.
- Determine whether the assets will remain operationally available.
- Use the available toggles to update equipment and kit service status.
- Apply the selected status changes in bulk.
Important Note:
Taking an apparatus out of service does not necessarily mean every associated asset should be marked out of service. Review each item's operational availability before saving.
Best Practices
Select the Appropriate Workflow
- Use Apparatus Swap when a replacement apparatus will assume the operational role of the out-of-service apparatus.
- Use Unit Update when dispatch identifiers, locations, or other apparatus information must change without moving assets.
- Use Relocate when equipment, kits, or inventory must be transferred to another apparatus or storage location.
- Use Status Only when only the apparatus service status needs to change.
Selecting the appropriate workflow helps prevent unnecessary configuration changes and maintains accurate asset assignments.
Prepare Equipment Before Maintenance
Before sending an apparatus for maintenance, determine whether its equipment, kits, or inventory will remain available for operational use.
- Relocate equipment needed on another apparatus before the original apparatus becomes unavailable.
- Verify that transferred assets are assigned to the correct destination.
- Confirm that equipment remaining on the out-of-service apparatus is accurately represented in the system.
Verify Dispatch and Apparatus Information
When performing an Apparatus Swap or Unit Update:
- Confirm the correct dispatch unit identifier.
- Verify the apparatus location.
- Review operational status changes, including Primary and Reserve designations.
Incorrect apparatus information may create discrepancies between operational assignments and fleet records.
Document Service Status Changes Clearly
Select the appropriate status change reason and provide meaningful comments when required.
Effective comments should explain why the apparatus is unavailable and provide relevant maintenance or operational context.
Avoid vague comments such as "Broken" or "Out of Service" when a more specific explanation is available.
Review Equipment and Kit Availability
Before saving a service status change:
- Review equipment and kits remaining assigned to the apparatus.
- Mark assets out of service when they will not be available for operational use.
- Avoid marking transferred or otherwise available equipment out of service unnecessarily.
This helps maintain accurate equipment availability across the department.
Verify Changes Before Returning to Service
When an apparatus is ready to return to service:
- Confirm that required maintenance or repairs have been completed.
- Verify the apparatus location and dispatch unit information.
- Review equipment, kits, and inventory assignments.
- Confirm that associated equipment and kits reflect their correct service status.
- Review the apparatus Status Log when historical status information is needed.
These checks help ensure the apparatus record accurately reflects its operational readiness.
Troubleshooting & FAQs
Why can't I change an apparatus service status?
You may not have permission to update apparatus service status. On Fleet Overview, an underlined status indicator identifies a status that can be changed by the user.
If the indicator is not underlined or clickable, contact your system administrator to verify your permissions.
Why am I required to enter a comment before saving?
Your agency has enabled the required comment setting for apparatus service status changes.
Enter a comment describing the reason for the change. The system will prevent saving until the required comment is provided.
Why are my equipment and kits being marked out of service?
When an apparatus is taken out of service, equipment and kits remaining on that apparatus may no longer be operationally available.
The system provides a prompt allowing you to review and update their service status.
Review the selected toggles before saving to ensure only the appropriate assets are marked out of service.
What is the difference between Apparatus Swap and Relocate?
Apparatus Swap is intended for replacing an apparatus and can update dispatch information, location, operational status, and associated asset assignments.
Relocate focuses on transferring equipment, kits, or inventory to another apparatus or storage location without completing a full apparatus swap.
Why don't I see Apparatus Swap, Unit Update, or Relocate when changing status from a Work Order?
Changing apparatus service status during Work Order creation does not provide the full set of Service Status Change Workflow options.
To perform an Apparatus Swap, Unit Update, or Relocate, initiate the workflow from Fleet Overview or Apparatus Overview.
Can I change an apparatus service status without moving equipment?
Yes. Select Status Only to change the apparatus service status without performing equipment transfers or apparatus configuration changes.
You should still review the equipment and kit status prompt before saving.
Can I transfer only part of an inventory quantity during a relocation?
Yes. The Relocate workflow supports transferring partial or complete inventory quantities to the selected destination.
Verify the quantities and destination before completing the relocation.
What should I do if equipment is assigned to the wrong apparatus after a status change?
Review the equipment assignment and determine whether it needs to be relocated to the correct apparatus or storage location.
Use the appropriate relocation process to correct the assignment and verify the resulting asset location.
Where can I review previous apparatus service status changes?
Open the apparatus Status Log to review historical service status changes, associated comments, and recorded workflow actions.
Refer to the Status Log Knowledge Base article for additional information.
What should I verify before returning an apparatus to service?
Confirm that the apparatus is operationally ready and that its dispatch identifier, location, and equipment assignments are accurate.
Review associated equipment and kit service statuses to ensure they reflect actual operational availability.