Purpose Statement
This article provides a centralized guide for creating, editing, deleting, and archiving apparatus records within the system. It ensures consistent data management, improves record accuracy, and supports efficient fleet tracking and reporting.
Background Information
Apparatus records are critical for tracking fleet inventory, operational readiness, maintenance, and compliance. Managing these records effectively allows departments to maintain accurate data for reporting, inspections, and resource allocation.
This article consolidates all apparatus management workflows into a single guide, reducing duplication and simplifying user training.
Once an apparatus record is created, it becomes a centralized management hub, allowing users to maintain operational, maintenance, and inventory-related data from one location instead of navigating across multiple modules.
Common use cases include:
Adding new apparatus to the system
Updating apparatus details and assignments
Managing maintenance, inspections, and fluids
Tracking compartments and inventory
Archiving or removing outdated records
Required Permissions
Users must have the following permissions:
Apparatus Management
Create Apparatus
Edit Apparatus
Delete Apparatus (if applicable)
Archive/Deactivate Apparatus (if controlled separately)
Video
Step-by-Step Guide
1. Access the Apparatus List
Navigate to Assets > Apparatus List or Admin > Apparatus List
Locate the apparatus record using search or filters
2. Add a New Apparatus Record
Click Add Apparatus
Enter required details:
Unit Name
Fleet Vehicle Number
Owner Type (Department or Aiding)
Complete additional fields as needed (manufacturer, year, status, etc.)
Click Save
Important Note:
Initially, only the Apparatus Information and Specifications sections will appear. Once saved, the apparatus record expands into a full management view with additional sections.
Tip:
Inputting specific fields within the Apparatus Information section will enable more detailed specification sections under the Specifications tab.
Example - inputting an NFIRS vehicle type that commonly has wheels (suppression apparatus, support vehicles, rescue/EMS, etc.) will enable the Tire Pressure section to input recommended tire pressures for each wheel and more detailed tire pressure field update sections.
3. Edit an Existing Apparatus Record
Locate the apparatus in the list
Click on the Edit Pencil to open the record
Update core apparatus fields such as:
Name/Unit
Apparatus Type
Status
CAD Designation
Assignment
Use the left-side navigation panel to manage additional sections:
Apparatus Information (general details)
Specifications
EMS Data
Checklist
Work Orders
Preventative Maintenance
Fluids
Log Book
Compartments
Select a section to update related data
Click Save within each section as changes are made
Tip:
After initial apparatus creation, users have the option to no longer manage apparatus data in a single form. Instead, the record becomes a multi-section workspace, allowing users to maintain all aspects of the apparatus in one place without navigating to separate modules.
4. Archive an Apparatus Record
Locate the apparatus record
Under the Actions menu on the far right, select the Paper Box to Archive a specific apparatus
Archive in Bulk - under Actions select Archive Apparatus
Confirm the action
Info:
This action is permanent and cannot be undone. All archived apparatus records will still be accessible for reference or audits.
5. Delete an Apparatus Record
Locate the apparatus record
Under the Actions column on the far right, select the red Trash Can
Confirm deletion
Best Practices
Use consistent naming conventions for apparatus identifiers
Archive apparatus instead of deleting to preserve historical data
Leverage the multi-section record view to manage all apparatus data in one place
Regularly review maintenance, fluids, and checklist data
Limit delete permissions to administrators
Do:
Maintain all apparatus-related data within the record
Keep statuses up to date (in service, out of service)
Don’t:
Delete records tied to historical reporting
Manage related data outside the apparatus record when it exists within sections
Troubleshooting & FAQs
Q: Why do I see more sections after creating an apparatus?
A: Once saved, the apparatus record expands into a full management interface with multiple sections for maintenance, inspections, inventory, and more.
Q: Where do I manage preventative maintenance or checklists?
A: These are managed within the apparatus record using the left-side navigation panel.
Q: Why can’t I edit certain sections?
A: Access to sections like Work Orders or Preventative Maintenance may depend on permissions.
Q: When should I archive vs. delete an apparatus?
A: Archive for inactive apparatus you want to retain. Delete only for duplicates or errors.
Q: Why isn’t my apparatus showing in the list?
A: Check filters—archived or inactive records may be hidden.
Additional Considerations
Centralized Apparatus Management
The apparatus record acts as a single source of truth
Reduces the need to navigate between modules
Improves data accuracy and operational efficiency
Role-Based Usage
Admins: Full control over all sections and actions
Supervisors: Manage status, assignments, and maintenance oversight
Field Users: May interact with checklists, logs, or inspections