Purpose Statement

Pre-Plan permissions control the level of access users have to Pre-Planning features within First Due. Properly configuring these permissions helps departments establish consistent workflows, protect critical occupancy and address data, and ensure users have access appropriate to their responsibilities.

Pre-Plan permissions are organized into General, Edit, and Admin categories. Departments should assign permissions according to their established SOPs, SOGs, policies, and Pre-Plan program workflow.

Background Information

A successful Pre-Plan program depends on standardized, accurate, and appropriate data. Departments should establish an SOP, SOG, or policy that defines their Pre-Plan program, including which occupancies require Pre-Plans, who can create or modify information, and who is responsible for reviewing and publishing Pre-Plans.

Permissions are managed by role within First Due. Depending on the permission, available access levels may include:

• Allow — Provides the role with all functionality associated with the permission.
• Read — Provides view access.
• Update — Provides update access and automatically includes Read.
• Create — Provides create access based on the available permission options.
• Delete — Provides the highest available access and automatically includes subordinate permission levels.

Higher permission levels automatically grant the applicable lower levels. For example, selecting Update also selects Read.

Because some Pre-Plan permissions allow users to modify addresses, delete Pre-Plans, publish information, or change department-wide settings, access should be assigned carefully.

Pre-Planning Permissions

Permission requirements depend on what the user needs to accomplish within the Pre-Planning module. Permissions are configured by navigating to:

Main Menu > Admin > Roles & Permissions > Edit Role > Permissions 

Select the appropriate role, then review the permissions within the Pre-Planning & Admin section.

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Pre-Planning General Permissions

Edit Occupancy Address 

Allows users to edit the occupancy address within the occupancy record.

It is recommended that this permission be relegated to program managers or administrators only.

My Assigned Pre-Plans

This permission allows a user to view pre-plans that are assigned to them or a team that they are a part of.

This is generally assigned to all users to give them access to the My Assigned Pre-Plans section in the Pre-Plan module if the department's process is to assign pre-plans through First Due.

Occupancy Record

Allows users to access the Occupancy Record within the First Due System. This allows the user to view the record only.

This is generally assigned to all users to give them access to the Occupancy Record section when editing a Pre-Plan.

Pre-Plan Expiring Items

This permission allows a user to access the Expiring Items menu section and review expiring pre-planned unit information.

It also allows a user to edit any of the expiring items within the Expiring Items section in the Pre-Plan module.

Depending on your department's SOPs or SOGs, this can be given to any of the roles within your organization.

Pre-Plan Organizer

This allows the user to access the Pre-Plan Organizer but in a read-only status.

This permission can be delegated to all users since it is a read-only permission but is generally assigned to the program manager or administrator.

Pre-Plan Organizer Saved View

This allows a user to read, edit, create, and delete a saved view within the Pre-Plan Organizer.

Since all saved views are visible to all users, it is recommended that the Read permission be granted to all users and the Update, Create, and Delete be designated to program managers or administrators.

Pre-Plan Unit Categories

This permission allows the User to Create, Edit & Delete the Pre-Plan Unit Categories within the First Due System.

This permission should be saved for the program manager and the program administrator.

Pre-Plan Unit Types Manage

This permission allows the user to activate and deactivate the First Due provided pre-planned unit icons.

This also allows the user with this permission to create, edit, and manage custom pre-plan units.

This permission should be saved for the program manager and the program administrator.

Pre-Plans Edit

This allows the user to update existing pre-plan data on existing address points.

This permission is generally given to all users who will be editing or creating pre-plans.

Pre-Plans Read

This permission allows a user to view pre-plans but not to edit them.

This is assigned to all users who are going to be using the Pre-Plan module and will need to view, edit, create, or manage pre-plans.

Pre-Planning Edit Permissions

Calculate Needed Fire Flow Button

This allows a user to auto-calculate the needed Fire Flow of an occupancy.

This permission is generally granted to all users.

The Calculate Needed Fire Flow button is located in the Occupancy Details section of the pre-plan under the subsection Needed Fire Flow.

If the permission is activated, this Calculate Needed Fire Flow button will become available to the user.

Calculate Risk Assessment Button

This allows a user to auto-calculate the risk assessment of an occupancy.

This can be granted to all users if the department is utilizing this risk assessment feature within First Due.

The Calculate Risk Assessment button is also located in the Occupancy Details section of the pre-plan under the Risk Assessment subsection.

If the permission is activated, the Calculate Risk Score will be available to the user.

Change Address Status

This allows a user to change the status of an address between active and inactive.

It is recommended that this permission be relegated to the program manager or administrator level.

Change Primary Address

This allows a user to change the parent-child status of an address.

This permission is also recommended to be at the program manager or administrator level only.

Create New Occupancy on the Map

This permission allows a user to double-click on the Pre-Plan map to create a new occupancy with an address point.

It is recommended that this permission be relegated to program managers or administrators only.

Create New Occupancy Outside Area

This permission allows a user to create a new occupancy outside of their home jurisdiction and their current shape file.

This permission involves the editing of addresses within the First Due system and should be relegated to program managers or administrators only.

Edit Occupancy Local ID

This allows the user to edit the Local ID on the occupancy record.

Again, depending on department SOPs or SOGs, this can be given to any of the roles in your organization.

Edit Pre-Plan Organizer

This permission allows a user to assign pre-plans, change their due dates, change pre-plan cycles, and print occupancy data.

This permission needs the previous permission granted of Pre-Plan Organizer in order to access the Pre-Plan Organizer for editing.

Additionally, with all the editing features being enabled, this should be relegated to the program manager or the program administrator.

Field Management Manage Complex Name

This permission allows a user to create, edit, and delete the selectable options for Complex Name in the Field Management tool.

Depending on your department SOPs or SOGs, this can be given to any of the roles in your organization.

Field Management Manage Occupancy Class

This allows the user to create, edit, and delete the selectable options for Occupancy Class in the Field Management tool.

This permission can be given to any role in your organization depending on your department SOPs or SOGs.

Field Management Manage Target Hazard Reason

This permission allows a user to create, edit, and delete the selectable options for Target Hazard Reasons in the Field Management tool.

Again, depending on your department's SOPs or SOGs, this can be given to any of the roles in your organization.

Location Not Shared, Edit

This permission allows a user to turn on or off the location sharing with other jurisdictions.

This permission is generally restricted to a program administrator as this allows a location to be shared with outside jurisdictions.

With this permission active, a user editing a pre-plan can enable or disable the Not Shared location within the Address Detail section of the occupancy record.

If the permission is not enabled, the system will not allow the checkbox to be checked or unchecked.

Manage Pre-Plan Contact Types

This allows the user to add and manage new contact types.

This permission is recommended to be kept at the program manager or administrator level.

Manage Pre-Plan Settings

This allows a user access to the Pre-Plan Setup section within the Pre-Plan module.

This permission is recommended to be restricted to the program administrator.

Occupancy--Add Occupancy Log

This permission allows a user to add an entry into the occupancy log as well as to edit the log entries that they created.

Depending on your department's SOPs or SOGs, this can be given to any of the roles in your organization.

Occupancy--Edit and Delete Occupancy Log

This permission allows users to edit other users' log entries as well as delete all log entries.

This permission is recommended to be at the program manager or administrator level.

Places Move Pin Location

This permission allows the user to move the little greenhouse or occupancy icon via the Pre-Plan map while editing.

This permission is recommended to be kept at the program manager or administrator level.

Pre-Plan Annotation Color Create

This allows a user to create an entry in the annotation color palette.

Depending on your department's SOPs or SOGs, this can be given to any role within your organization.

However, for the purpose of standardization, it is recommended to be kept at the program manager or administrator level.

Pre-Plan Annotation Color Delete

This allows a user to delete an entry from the annotation color palette.

Again, this permission can be provided to all users depending on your SOPs or SOGs, but it is recommended to be kept at the program manager or administrator level.

Pre-Plan Annotation Color Update

This permission allows a user to modify an established entry from the annotation color palette.

As stated with the other two permissions, this can be given to any user depending on SOPs or SOGs, but it is recommended to stay at the program manager or administrator level.

Pre-Plan Assessor Images Allow Hide

This permission hides the assessor images from displaying on the dashboard.

Users can hide these images within the Attachment section of a pre-plan.

Due to the nature of this permission, it is recommended to be kept at the program administrator level.

Pre-Plans Approve

This allows the user to approve or deny pre-plans found in the Pre-Plan List or Pre-Plan Organizers that users have submitted for review.

This permission needs to be enabled for program managers or higher if a department chooses to have pre-plans submitted for review instead of being immediately published.

Pre-Plans Clone Primary Address

This allows the user to create a secondary address or child address that clones info from the primary address or parent address.

Because this involves the parent-child relationship, it is recommended that this stay at the program manager or program administrator level.

Pre-Plans Delete All

This allows the user to delete any pre-plan.

Because of the ramifications of this permission, it is recommended that this stay at the program manager level or administrator.

Pre-Plans Delete Saved

This allows a user to delete saved pre-planned drafts.

Again, due to the nature of this permission, it is recommended that it stay at the program manager or the administrator level.

Allow Edit Premise Code

This allows a user to edit the premise code within the occupancy record page.

Depending on your department's SOPs or SOGs, this can be given to any of the roles in your organization.

Create Parcel Key

This permission provides a user access to the field Parcel Number within the occupancy record.

Again, depending on the department's SOPs or SOGs, this can be given to any of the roles in your organization.

Pre-Planning Admin Permissions

Pre-Planning - Manage Occupancy Icon Settings

This permission allows the User to change the Occupancy Icon Settings including the Fill Color Rule and the Notifications Badge Rule.

Because of the ramifications of this permission, it is recommended that this stay at the program manager level or administrator.

Pre-Plans Publish

This allows a user to publish pre-plans.

Without this permission, users can only save the pre-plan to draft or submit for review based on the department's SOPs or SOGs.

If the adopted process is to allow all users the ability to publish any pre-plan without review, this permission should be given to all users.

However, if the process calls for a review of all pre-plans prior to publishing, then this permission should be left blank.

The publishing of pre-plans would then be delegated to program managers or administrators only who would require the Pre-Plans Approve permission.

Property Use

This allows the user to access and edit the occupancy Property Use within the occupancy record.

Depending on your department's SOPs or SOGs, this can be given to any of the roles in your organization.

Regional Pre-Plan Layer

This permission allows a user to view, edit, create, and/or delete regional pre-plan layers.

Since this permission pertains to the regional pre-plan layers, it is recommended that all users have the ability to Read, but Update, Create, and Delete should be restricted to the program manager or administrator.

Show Edit Pre-Plan Link in Dispatch Popup

This allows the user to see the Edit Pre-Plan button in Response Map when clicking on dispatch locations in web and mobile.

This permission should be given to all users who will be editing pre-plans.

For clarification, this permission disables and enables the Access Pre-Plan button within the dispatch popup from an incident icon.

Show Edit Pre-Plan Link in Nearest Address Popup

This allows the user access to the Edit Pre-Plan option when selecting the nearest address icon or greenhouse on the Responder and Pre-Plan maps in both mobile and web.

This permission should also be given to all users who will be editing pre-plans.

For further clarification, this permission toggles on and off the Access Pre-Plan button in the nearest address popup when selecting an occupancy icon.

Show Pre-Plan Link on Size Up Page

This allows a user to see the Edit Pre-Plan icon next to the occupancy address in the web dashboard view.

This permission should be given to all users who will be editing pre-plans.

When in the dashboard of an occupancy, this permission disables or enables the Edit Pre-Plan icon denoted by a pencil within the dashboard of the Responder module.

Update Parcel Key

This allows the user to update the parcel number per address point.

This permission is recommended to stay at a program administrator level only.

View Occupancy Data Report

This permission allows a user to view and print a report from occupancy data.

This permission requires access to the Occupancy Organizer.

Any users that have access to the Occupancy Organizer can be granted this permission as well.

The Occupancy Data Report can be found in the Pre-Plan Organizer. Navigate to the Main Menu > Pre-Planning > Pre-Plan Organizer.

This permission enables or disables the printer icon, which provides access to the Occupancy Data Report for each occupancy.

Selecting the printer will bring up a Print Occupancy Data window as well as a drop-down menu with several options including the Occupancy Data Report.

By selecting this and then selecting Print, a new window will open with the Occupancy Data Report, which is able to be saved as a PDF or printed out as a hard copy.

Related Admin Permissions

Field Management

This allows a user to access and edit the Field Management section of First Due.

Read is for view only and Update allows a user to make edits.

Due to the fact that the Field Management section is able to alter numerous fields within the Occupancy module and the First Due platform, it is strongly recommended that this permission be relegated to program administrators only.

Field Management--Manage Permissions

This allows a user to manage the role permissions within the Field Management section.

Again, due to the impact that this permission has, it is strongly recommended that this be relegated to a program administrator only.

Best Practices

• Establish a department SOP, SOG, or policy before assigning Pre-Plan permissions to ensure a standardized workflow.
• Follow the principle of least privilege. Give users only the permissions required for their responsibilities.
• Reserve permissions that alter addresses, parent/child relationships, department-wide settings, location sharing, map locations, or Pre-Plan deletion for program managers or administrators when appropriate.
• Restrict configuration permissions such as Manage Pre-Plan Settings and high-impact Field Management access to program administrators.
• Determine whether your department uses a publish immediately or submit for review workflow before assigning Pre-Plans Publish and Pre-Plans Approve.
• Keep annotation colors, unit types, contact types, and other standardized options controlled by designated program managers or administrators to maintain consistency.
• Review permissions whenever responsibilities or department workflows change.
• Be especially cautious when granting Delete access because higher permission levels can automatically include subordinate levels.

Troubleshooting & FAQs

Why can't a user see Pre-Plans?

Verify that the user's role has the appropriate Pre-Plans Read permission and any additional permissions required for the area they are attempting to access.

Why can't a user edit the Pre-Plan Organizer?

The user needs access to the Pre-Plan Organizer as well as the Edit Pre-Plan Organizer permission.

Why can a user save or submit a Pre-Plan but not publish it?

Verify whether the user's role has Pre-Plans Publish. Without this permission, users can only save a draft or submit the Pre-Plan for review according to the department's configured workflow.

Why can't a user approve a submitted Pre-Plan?

Verify that the role has Pre-Plans Approve. This permission is intended for users responsible for approving or denying Pre-Plans submitted for review.

Why can't a user access the Occupancy Data Report?

The user must have access to the Pre-Plan Organizer and the View Occupancy Data Report permission.

Why did selecting one permission level automatically select another?

Permission levels use a hierarchy. Selecting a higher level automatically grants applicable subordinate access. For example, selecting Update also grants Read.

Who should have permission to modify addresses or create new occupancies?

The documented recommendations generally reserve permissions that significantly alter address information, such as Change Address Status, Change Primary Address, Create New Occupancy on the Map, and Create New Occupancy Outside Area, for program managers or administrators.

Should every user have permission to publish Pre-Plans?

That depends on departmental policy. Departments that allow users to publish without review can grant publishing access accordingly. Departments requiring review should restrict publishing and use an approval workflow.