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Completing an Incident Report - Apparatus (Non-NERIS)

Purpose Statement

The Apparatus section of a fire incident report records the apparatus, personnel, response times, actions, resources, and station-based personnel associated with an incident.

Completing this section helps departments maintain accurate response records, verify information received from CAD, document aid given or received, and account for personnel who responded to the station but were not assigned to an apparatus.

Background Information

The Apparatus area of a fire incident report contains three subsections:

  • Apparatus: Records responding apparatus, response details, personnel, actions, narratives, and consumables.
  • Resource: Records whether aid was given or received and identifies the agencies involved.
  • Station Response: Records personnel associated with the incident who responded to the station but were not assigned to an apparatus.

When a department has an active CAD integration, apparatus information and response times may be automatically added to the incident report. Users should review imported information for accuracy and complete any fields that were not populated by CAD.

Departments without a CAD integration can manually add apparatus and enter the associated response details.

Required Permissions

Users must have access to the Incident Documentation module and permission to view and edit fire incident reports.

Depending on the agency’s configuration, additional permissions may be required to:

  • Add, edit, or delete apparatus from an incident.
  • Add or edit personnel assignments.
  • Modify CAD-imported response times.
  • Document aid given or received.
  • Add station response personnel.
  • Edit apparatus narratives or consumables.

Permission names and access levels may vary by agency configuration. Contact a First Due administrator if the Apparatus, Resource, or Station Response sections are unavailable or cannot be edited.

Video

Step-by-Step Guide


Step 1: Open the Apparatus Section

  1. Open the applicable fire incident report.
  2. Scroll to the Apparatus section.
  3. Review the three available subsections:
    • Apparatus
    • Resource
    • Station Response

Step 2: Review or Add an Apparatus

  1. Select the Apparatus subsection.
  2. Review any apparatus and response times imported from CAD.
  3. Confirm that the listed apparatus and crew information are accurate.
  4. To manually add an apparatus, select Add, choose the apparatus, and complete the required details.

Step 3: Edit or Delete an Apparatus

  1. Locate the applicable apparatus.
  2. Select the pencil icon to edit the full apparatus record.
  3. Select the three-dot menu to:
    • Add personnel.
    • Delete the apparatus.

Only delete an apparatus when it was added to the incident in error.

Step 4: Complete the Apparatus Details

  1. Confirm the apparatus Name and Use.
  2. Select the appropriate Response Mode.
  3. Indicate whether the apparatus was away from its assigned station when dispatched.
  4. When applicable, enter the location from which the apparatus responded.
  5. Select the actions taken by the apparatus.

Step 5: Review Response Times and Cancellation Details

  1. Open the Times section.
  2. Review all response times imported from CAD.
  3. Correct or complete missing information when permitted.
  1. If the apparatus was canceled, enable the Canceled toggle.
  2. Select the applicable cancellation stage:
    • Prior to Dispatch Acknowledgment
    • Prior to En route
    • While En route
    • On Scene
  3. Complete any fields that become required.

Step 6: Add and Update Apparatus Personnel

  1. Open the Personnel tab.
  2. Review personnel already assigned to the apparatus.
  3. Select Add New to add another person.
  4. Choose the person from the drop-down list.
  5. Select the pencil icon beside a person to update:
    • Riding position
    • Individual actions taken
  6. Save the personnel changes.

Step 7: Complete the Narrative

  1. Open the Narrative section.
  2. Enter any apparatus-specific details.

Step 8: Complete Consumables

  1. Open the Consumables section when the department tracks supplies used during the incident.
  2. Add each applicable consumable and its required details.

Step 9: Save the Apparatus Record

  1. Review the apparatus details, times, personnel, narrative, and consumables.
  2. Select Save.
  3. Confirm that the updated apparatus appears correctly in the incident report.

Step 10: Complete the Resource Section

  1. Select the Resource subsection.
  2. Locate the required Aid Given or Received field.
  3. Select No when no outside aid was involved.
  4. Select Yes when aid was given or received.

Step 11: Document Aid Given or Received

For aid given:

  1. Select Given.
  2. Select the aid type:
    • Automatic
    • Mutual
    • Other
  3. Select the department that received the aid.
  4. Complete any additional required fields.

For aid received:

  1. Select Received.
  2. Select the ADD for the aiding agency.

  1. Select the aid type.
  2. Enter the agency incident number when available.
  3. Add any applicable notes.

Step 12: Add Station Response Personnel

  1. Select the Station Response subsection.
  2. Select Add.
  3. Choose the applicable person from the drop-down list.
  4. Repeat the process for each person who responded to the station but did not respond on an apparatus.

The Station Response subsection is available only when enabled for the department.

Step 13: Edit Station Response Details and Perform a Final Review

  1. Select the pencil icon beside the applicable person.
  2. Update the station response information.
  3. Indicate whether the person was canceled.
  4. Enter any tracked response times.
  5. Save the record.
  6. Confirm that:
    • All apparatus are listed.
    • CAD-imported information is accurate.
    • Response and cancellation times are complete.
    • Personnel assignments and actions are documented.
    • Aid information is complete.
    • Station response personnel are included when applicable.
    • All changes have been saved.

Best Practices

  • Verify all CAD-imported apparatus, personnel, and times instead of assuming imported information is complete.
  • Confirm that response times follow a logical chronological order.
  • Use apparatus-level actions for work performed by the apparatus or crew as a unit.
  • Use individual actions for tasks performed by a specific person.
  • Document why an apparatus was canceled and select the correct cancellation stage.
  • Use the Station Response subsection only for personnel who were associated with the incident but did not respond on an apparatus.
  • Enter apparatus-specific information in the apparatus narrative rather than duplicating the complete incident narrative.
  • Record consumables consistently when the department uses the information for inventory, cost recovery, or operational analysis.
  • Confirm the correct direction and type of aid before selecting an assisting agency.
  • Save changes before closing the apparatus detail window or leaving the incident report.

Troubleshooting & FAQs

Why are no apparatus listed in the incident report?

The department may not have a CAD integration, the apparatus may not have been included in the CAD data, or the CAD information may not have synchronized. Select Add to manually add the apparatus. Contact an administrator if apparatus should be importing automatically.

Why are some apparatus times missing?

The missing times may not have been received from CAD or recorded by dispatch. Enter the times manually when permitted and verify them against the department’s dispatch records.

Why did the required time fields change after I selected a cancellation stage?

The system changes the required fields based on when the apparatus was canceled. Select the cancellation stage that accurately represents the apparatus response and complete the fields displayed as required.

How do I add a crew member without opening the full apparatus record?

Select the three-dot menu beside the apparatus and choose the option to add personnel.

What is the difference between apparatus actions and individual actions?

Apparatus actions describe work performed by the apparatus or crew. Individual actions document tasks performed by a specific person assigned to the apparatus.

When should I use the apparatus narrative?

Use the apparatus narrative to document details specific to that apparatus, its crew, or its assignments. General incident information should remain in the main incident narrative.

Why is the Station Response subsection unavailable?

The Station Response feature may not be enabled for the department, or the user may not have the required access. Contact a First Due administrator.

Who should be entered in Station Response?

Enter personnel associated with the incident who responded to the station but did not respond on an apparatus.

What should I select when no outside agency provided or received aid?

Select No for Aid Given or Received.

Why can’t I edit or delete an apparatus?

The incident may be locked, the user may not have sufficient permissions, or agency settings may restrict changes to CAD-imported information. Contact an administrator for assistance.

What should I do if the CAD information is incorrect?

Correct the information when editing is permitted and verify the changes against the official dispatch record. Notify an administrator if incorrect information continues to import.