Purpose Statement

This article explains how to manage location records within the Assets module, including how to add new locations, edit existing records, and safely delete locations when they are no longer needed. Proper location management ensures accurate response data, reporting compliance, and efficient system organization.

Background Information

Locations (such as fire stations, EMS facilities, and operational sites) serve as the foundation for apparatus assignments, personnel deployment, reporting, and integrations like CAD and GIS mapping.

The platform uses Google Maps integration to validate addresses and automatically populate key geographic data such as county and census tract, which are essential for compliance and reporting.

Centralized location management allows users to:

• Maintain accurate and up-to-date facility records
• Streamline updates through a single interface
• Ensure consistency across reporting, dispatch, and asset tracking
• Safely manage lifecycle changes such as facility updates or decommissioning

Required Permissions

Users must have appropriate permissions within the Assets module to manage location records.

Required permissions include:

• Assets module access
• Location List viewing permissions
• Create/edit location permissions
• Location deletion permissions (admin-level)
• Save privileges for location records

Contact your system administrator if you cannot access any of these functions.

Video

Step-by-Step Guide

Adding a New Location

• Click Location List within the Assets module
• Click New Location

• Enter the Location Name or Number
  • Recommended: Use “Station [Number]” naming format
• Enter the address and select a suggested option from Google
• Select the correct address from the dropdown
• Verify that County and Census Tract auto-fill
  • Note: USNG is optional
• Select the appropriate Department
• Complete all required fields:
  • Department
  • Location Name or Number
  • Full Address
  • County
• Fill in any additional fields as needed
• Click Create

Editing a Location Record

• Click Location List within the Assets module
• Use Search or Filter to locate the desired record
• Click the Edit (pencil icon) next to the location
• Update the necessary fields (as shown above)
• Click Save

Deleting a Location

• Click Location List within the Assets module
• Use Search or Filter to locate the location
• Click the Delete icon next to the location
• Click Confirm

Best Practices

General Location Management

• Maintain consistent naming conventions (e.g., “Station 1”)
• Regularly review and update location records
• Use search and filters to efficiently manage large datasets

Adding Locations

• Always select a Google-suggested address when available
• Verify auto-populated fields (county, census tract)
• Avoid duplicate entries by checking existing records

Editing Locations

• Confirm you are editing the correct record
• Save changes before navigating away
• Update records promptly when facility changes occur

Deleting Locations

• Review all warning messages carefully
• Confirm no active dependencies (assets, incidents, personnel)
• Coordinate with operations and dispatch before deletion
• Document the reason for deletion for audit purposes

Troubleshooting & FAQs

Q: Google isn’t suggesting an address. What should I do?
A: Try entering only the street number and name. If no suggestions appear, verify the address exists in Google Maps.

Q: What fields are required when adding a location?
A: Department, Location Name/Number, Full Address, and County are required.

Q: Why can’t I find a location to edit or delete?
A: Use partial search terms or apply filters to narrow results.

Q: What happens if I don’t click Save when editing?
A: Changes will not be retained. Always click Save before leaving the page.

Q: Can I recover a deleted location?
A: No. Deletion is permanent and cannot be undone.

Q: Why am I seeing warnings before deletion?
A: The system detects dependencies such as incident reports, assets, or integrations tied to the location.

Q: How do I check what’s tied to a location before deleting?
A: Open the location record to review associated assets, personnel, and reporting data.

Additional Considerations

Data Dependency & Impact

Before deleting a location, verify it is not tied to:

• Incident reports or call history
• Apparatus or equipment assignments
• Personnel records
• CAD or third-party integrations
• Compliance or audit reporting

Compliance & Reporting

Accurate location data supports:

• Federal (NFIRS/NEMSIS) reporting
• State and local compliance requirements
• Insurance and accreditation documentation

Change Management

• Establish approval workflows for major updates or deletions
• Communicate changes to dispatch and field personnel
• Periodically audit location data for accuracy