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Completing an Incident Report - Apparatus

Purpose Statement

The Apparatus section documents the apparatus, personnel, response times, actions, resources, narratives, consumables, mutual aid, and station personnel associated with a fire incident.

Completing this section helps ensure that the incident report accurately reflects the units and personnel involved in the response.

Background Information

The Apparatus section contains three subsections:

  • Apparatus: Documents each apparatus assigned to the incident, including its response details, times, personnel, actions, narrative, and consumables.
  • Resource: Documents whether aid was given or received.
  • Station Response: Documents personnel associated with the incident who were not assigned to an apparatus.

When an agency uses a CAD integration, apparatus and response-time information may automatically populate in the report. Users should review imported information and make corrections when necessary.

Agencies without a CAD integration can manually add apparatus and response information.

Required Permissions

Users must have access to view and edit Fire Incident Reports.

Additional permissions may be required to:

  • Add, edit, or delete apparatus.
  • Add or update personnel.
  • Edit CAD-imported response times.
  • Document personnel exposures through the Health and Wellness module.
  • Add consumable inventory items.
  • Document aid given or received.
  • Add station response personnel.

Permission names and availability may vary based on the agency’s configuration. Contact your First Due administrator to confirm that the appropriate Incident Documentation and Health and Wellness-related permissions are enabled for the user’s role.

Video

Step-by-Step Guide

1. Open the Apparatus Section

  1. Open the applicable Fire Incident Report.
  2. Navigate to the Apparatus section.
  3. Review the available subsections:
    • Apparatus
    • Resource
    • Station Response


2. Add or Review an Apparatus

When the agency has a CAD integration, dispatched apparatus and response times may already appear in the Apparatus subsection.

Review each imported apparatus to confirm that the information is correct.

To manually add an apparatus:

  1. Select Add.
  2. Select the apparatus from the drop-down menu.
  3. Complete the available fields on the apparatus card.


3. Open an Existing Apparatus Record

Use the available apparatus controls to manage an existing record.

  1. Locate the apparatus.
  2. Select the ellipsis icon to view additional options.
  3. Select the appropriate option:
    • Add personnel without opening the full apparatus record.
    • Delete the apparatus when it was added incorrectly.
  4. Select the pencil icon to open and edit the apparatus record.


4. Complete the Apparatus Details

  1. Confirm the Apparatus Name.
  2. Select the apparatus Use.
  3. Select the appropriate Response Mode.
  4. Confirm whether the apparatus was at its assigned location.
  5. When the apparatus was not at its assigned location:
    1. Turn off the assigned-location toggle.
    2. Enter or select the apparatus location at the time of the call.
  6. Add the applicable Actions Taken.
  7. Use the available Not Values when the requested information does not apply or is unavailable.


5. Review and Update Apparatus Times

  1. Open the Times tab.
  2. Review the time fields.

  1. When the unit was canceled, Toggle on Unit Canceled? Then select when the cancellation occurred:
    • Prior to Dispatch Acknowledgement
    • Prior to En route
    • While En route
    • On scene

Selecting a cancellation point may disable time fields that occur after the selected point.

When response times were imported from CAD, confirm that each time is correct. Update the information when corrections are required.


6. Add or Update Apparatus Personnel

  1. Open the Personnel tab.
  2. Review the personnel currently assigned to the apparatus.
  3. Select Add Personnel to add another member.
  4. Select an existing member to update their information.
  5. Complete applicable fields such as:
    • Riding position
    • Individual actions taken
    • Exposure information

When the Health and Wellness module is enabled, use the available exposure option to document whether the individual was exposed during the incident.


7. Complete the Unit Narrative

  1. Open the Narrative tab.
  2. Select a narrative template when applicable.
  3. Enter or update the unit narrative.
  4. Confirm that the narrative accurately describes the apparatus’s involvement in the incident.


8. Add Consumables

When the agency maintains a consumables list:

  1. Navigate to the consumables area of the apparatus record.
  2. Select the consumable items used by the apparatus.
  3. Enter any requested quantity or usage information.
  4. Review the selected items for accuracy.


9. Save the Apparatus Record

  1. Review the apparatus details, times, personnel, narrative, and consumables.
  2. Select Save.
  3. Confirm that the apparatus record appears in the Apparatus subsection.

Repeat these steps for each apparatus involved in the incident.


10. Document Aid Given or Received

  1. Open the Resource subsection.
  2. Indicate whether aid was given or received by selecting Yes or No.
  3. When Yes is selected, complete the required fields.
  4. Select whether aid was:
    • Given
    • Received
  5. Complete the aid-related selections.

When Given is selected, the applicable Department selection may allow one response. When Received is selected, the applicable Department selection may allow multiple responses.

  1. Select the Aid Type.
  2. Identify the agency or agencies from which aid was received, when applicable.
  3. Select any applicable non-fire aid information.


11. Add Station Response Personnel

Use the Station Response subsection to document personnel associated with the incident who were not assigned to an apparatus.

  1. Open the Station Response subsection.
  2. Select the option to add personnel.
  3. Select the applicable individual or individuals.
  4. Review the personnel added to the subsection.
  5. Select the applicable bulk-update options.
  6. Update the required information for the selected personnel.


12. Perform a Final Review

Before completing the section, verify that:

  • All responding apparatus are listed.
  • CAD-imported information is accurate.
  • Response and cancellation times are complete.
  • Personnel are assigned to the correct apparatus.
  • Riding positions and individual actions are documented.
  • Exposure information is entered when applicable.
  • Unit narratives are complete.
  • Consumables are documented.
  • Aid given or received is recorded.
  • Station response personnel are included.

Save any remaining changes before leaving the report.

Best Practices

  • Review CAD-imported apparatus and response times instead of assuming the imported information is correct.
  • Confirm that each person is assigned to the correct apparatus and riding position.
  • Document cancellations at the correct point in the response.
  • Record apparatus actions separately from actions performed by individual personnel.
  • Use narrative templates to support consistency, but update the text to reflect the specific incident.
  • Document consumable usage before completing the report.
  • Record exposure information as soon as possible when the Health and Wellness module is used.
  • Use Station Response only for personnel associated with the call who were not assigned to an apparatus.
  • Save each apparatus record before moving to another section of the report.
  • Follow agency documentation policies when editing information imported from CAD.

Troubleshooting & FAQs

Why does an apparatus already appear in the report?

The apparatus may have been imported through the agency’s CAD integration. Review the apparatus details and response times to confirm that the imported information is accurate.

How do I add an apparatus when my agency does not use a CAD integration?

Select Add in the Apparatus subsection, choose the apparatus from the drop-down menu, and complete the apparatus record manually.

Why are some response-time fields unavailable?

The fields may have been disabled based on the selected cancellation point. For example, selecting a cancellation prior to dispatch may disable later response-time fields.

Can I add personnel without opening the entire apparatus record?

Yes. Select the ellipsis icon for the apparatus and use the option to add personnel.

How do I correct an apparatus that was added by mistake?

Select the apparatus’s ellipsis icon, and then select the delete option. Only delete an apparatus after confirming that it should not be included in the report.

Where do I document a firefighter’s riding position?

Open the apparatus’s Personnel tab, select the individual, and update the riding-position field.

Where do I document a personnel exposure?

When the Health and Wellness module and applicable permissions are enabled, open the individual’s information from the Personnel tab and use the available exposure option.

What is the difference between apparatus actions and personnel actions?

Apparatus actions describe activities performed by the unit. Personnel actions document activities performed by a specific individual.

Why can I select multiple agencies for aid received but only one option for aid given?

The available selection behavior depends on whether aid was given or received. In the demonstrated workflow, aid given uses a single selection, while aid received supports multiple selections.

Who should be entered under Station Response?

Enter personnel associated with the incident who were not assigned to an apparatus.

Why can’t I edit or delete an apparatus?

The user’s role may not have the required Incident Documentation permissions, or the report may be in a status that prevents editing. Contact an agency administrator to verify the user’s permissions and the report’s status.