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Knowledge Center

Creating Events: Apparatus Booking

Purpose Statement

Apparatus Booking in Events and Activities allows event creators to schedule one or more apparatus for specific time slots within an event. This improves operational awareness by notifying users when a selected apparatus is already booked for another Event or Training during the same time frame.

This feature helps agencies better manage apparatus availability, reduce scheduling conflicts, and account for covering apparatus when a primary unit is assigned to an event.

Background Information

The Apparatus Booking feature is available within the Events and Activities module. When apparatus are added to an event, users can assign independent start and end times for each apparatus. This allows apparatus to be scheduled for only part of an event instead of the entire event duration.

For example, an event may run from 0800–1200, but a specific apparatus may only be needed from 0900–1000.

Apparatus conflicts may appear when the same apparatus is already scheduled during the selected time frame in:

  • Events and Activities
  • Training Module

Conflict warnings are informational only. Users are not required to adjust the apparatus time when a conflict appears.

Required Permissions

Users likely need access that allows them to:

  • View Events and Activities
  • Create or edit Events
  • Add or manage Associated Apparatus on an Event
  • View Training or Event booking conflicts, if applicable

Confirm the exact permission names in Admin > Users > Roles/Permissions or with your agency’s First Due administrator before assigning access.

Video

Step-by-Step Guide

  • Navigate to Events and Activities

  • Create or Open an Event

 

  • Scroll Down and Locate the Associated Apparatus Section

    • Fill in all appropriate Event information prior to selecting Apparatus

  • Add an Apparatus

    • Select + Add.

 

  1. Select the Apparatus

    • Choose the apparatus you want to schedule for the event.

  2. Enable Secondary Apparatus, If Needed

    • Use the Secondary toggle if you want to include a covering apparatus while the primary unit is assigned to the event or class.

  3. Enter the Apparatus Start and End Time

    • These times can be different from the overall event start and end time.

 

  • Review the Booked Units Count 

    • If the apparatus is already booked during the selected time frame, the Booked Units Count will display a number.

 

  • View Booking Conflicts

    • Select View More to review the conflict.

    • A modal will open showing the conflicting Training or Event, along with the start and end time of that booking.

 

 

  • Adjust Times, If Appropriate

    • Review the warning and determine whether the apparatus time should be adjusted.

    • Users are not required to change the time. The conflict warning is provided for awareness.

 

  1. Add a Covering Apparatus, If Secondary Is Enabled

    • If the Secondary toggle is enabled, select the plus icon to the right.

  2. Select the Covering Apparatus

    • Choose the apparatus that will cover the primary apparatus during the scheduled time.

  3. Select the Covered Station

    • Select the station that the covering apparatus will be covering.

  4. Review Conflicts for the Covering Apparatus

    • The same conflict rules apply to the covering apparatus.

    • If the covering unit is already booked, the conflict will appear in the Booked Units Count.

 

  • Save the Event

    • Complete all other Event related items before saving. 

Best Practices

  • Use independent apparatus times when the apparatus is only needed for part of an event.
  • Review the Booked Units Count before saving the event to identify potential conflicts.
  • Use View More to confirm whether a conflict is related to another Event or a Training.
  • Enable the Secondary toggle when a covering apparatus should be documented for the primary unit.
  • Confirm that the correct station is selected when assigning a covering apparatus.
  • Do not assume a conflict prevents the event from being saved. The conflict is a warning, not a hard stop.
  • Avoid scheduling apparatus for the full event duration unless the unit is needed for the entire event.

Troubleshooting & FAQs

Why do I see a number in the Booked Units Count?

The apparatus is already scheduled for another Event or Training during the selected time frame.

How do I view the scheduling conflict?

Select View More. A modal will display the conflicting Event or Training name, along with the start and end time.

Am I required to change the apparatus time if there is a conflict?

No. The conflict warning is informational. Users can continue without changing the time if appropriate for their agency’s process.

Can I schedule an apparatus for only part of an event?

Yes. Each apparatus can have its own independent start and end time.

What does the Secondary toggle do?

The Secondary toggle allows users to add a covering apparatus while the primary apparatus is assigned to the event or class.

Can the covering apparatus also have a conflict?

Yes. The same booking conflict rules apply to the covering apparatus. If it is already booked, the conflict will appear in the Booked Units Count.

Where do Training conflicts appear?

Training conflicts appear in the Apparatus Booking conflict modal when the selected apparatus is already booked for a Training during the same time frame.

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