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Print Full Occupancy Record from Pre-Plan Organizer

Purpose Statement

The Full Occupancy Record print option allows fire inspectors and pre-planning personnel to generate comprehensive PDF documents containing occupancy data from the Pre-Plan Organizer.

This feature provides personnel with a portable reference for field inspections, emergency planning, pre-incident strategy development, training, and compliance record keeping. Full Occupancy Records organize property information into standardized sections so critical occupancy information can be referenced when needed.

Background Information

The Full Occupancy Record print function provides portable documentation of property data stored in the First Due Platform. Departments can use these records during on-site inspections, training exercises, pre-incident planning, and other activities where a physical or saved PDF copy of occupancy information is useful.

Users can print an individual occupancy or use bulk printing to generate records for up to 1,000 occupancies in a single print job.

The Full Occupancy Record uses a standardized format and displays supported fields even when they contain no data. This consistent layout can also help personnel identify missing information that should be collected or updated during future site visits.

Common Use Cases:

  • Field inspection reference documents for building surveys
  • Pre-incident planning packets for training sessions
  • Physical backup records for critical infrastructure properties
  • Compliance documentation
  • Station-based reference materials for first-due response areas

Prerequisites:

  • Access to the Pre-Plan Organizer
  • At least one occupancy record in the system
  • Appropriate permissions to view occupancy data
  • PDF viewing capability through a browser or PDF reader

Required Permissions

Users must have appropriate access to the Pre-Plan Organizer and the occupancy information they intend to print.

The Full Occupancy Record also respects field-level permissions. Information that a user is not authorized to view will not appear in the generated PDF.

If occupancy records, print options, or expected fields are unavailable, contact your system administrator to review your permissions.

Video

Step-by-Step Guide


Step 1: Navigate to the Pre-Plan Organizer

Navigate to the Pre-Plan Organizer.


 

Step 2: Select the Occupancy Records

  1. Locate the occupancy records you want to print using the available search or filters.
  2. Select the checkbox next to each occupancy you want to include.
  3. When bulk printing, select up to 1,000 occupancies for a single print job.
  4. You can also print an individual occupancy using the appropriate option in the Actions column.


 

Step 3: Access the Print Options

  1. Select the appropriate Print or bulk action option.
  2. Review the available print formats.
     

Step 4: Select Full Occupancy Record

  1. Select Full Occupancy Record from the available print options.
  2. The system will prepare the selected occupancy data for PDF generation.


 

Step 5: Generate the PDF

  1. Initiate the PDF generation process.
  2. The system will compile the selected occupancy records into a PDF document.
  3. Allow the system time to process the request. Processing time may vary depending on the number of occupancy records selected.

Step 6: Access the Generated PDF

  1. Access the generated PDF when processing is complete.
  2. Review the document and confirm that the expected occupancy records and information are included.
  3. Save the PDF as needed.
  4. Print physical copies using your browser or PDF reader when required.

 

Permission-Based Field Visibility

The Full Occupancy Record respects field-level permissions. Only fields you are authorized to view will appear in the generated PDF, helping restrict sensitive occupancy information to authorized personnel.

If expected fields are missing from the printout, contact your system administrator to review your permissions.

Best Practices

Selection and Organization

  • Organize bulk selections by geographic area, inspection route, district, or other operational grouping.
  • Use consistent filenames when saving PDFs so records are easy to locate.
  • Consider dividing large print jobs into operationally relevant groups to make the resulting documents easier to manage.

Data Quality Review

  • Review empty fields to identify information that may still need to be collected.
  • Use printed records as a reference during field inspections to identify data gaps.
  • Update the occupancy record after field visits when new or corrected information is collected.

Document Management

  • Secure physical and digital records that contain sensitive property information.
  • Follow departmental retention policies for printed and saved copies.
  • Consider including the print date in saved filenames to distinguish older records from newer versions.

Operational Usage

  • Generate updated records before scheduled inspections when current information is needed.
  • Include Full Occupancy Records in pre-incident planning or training materials when appropriate.
  • Provide records only to personnel who are authorized to access the included occupancy information.

Common Mistakes to Avoid

  • Do not assume an empty field indicates a printing error. Empty fields may represent information that has not been entered.
  • Avoid relying on an outdated printed copy when occupancy information may have changed.
  • Do not distribute records containing sensitive property information to unauthorized personnel.
  • Remember that Legacy fields are not supported in the Full Occupancy Record output.

Troubleshooting & FAQs

The Full Occupancy Record option doesn't appear in my print options. Why?

Verify that you have access to the Pre-Plan Organizer and the appropriate functionality. Contact your system administrator to review your permissions if the option remains unavailable.

My PDF contains empty fields. Is this an error?

No. The Full Occupancy Record displays supported fields even when they are empty. This maintains a consistent format and can help identify information that still needs to be collected.

How do checkbox fields display in the printed PDF?

Checkbox fields display as Yes when checked and No when unchecked.

What happens with multi-select dropdown fields?

Multi-select fields display the values selected in the system. If no values are selected, the field appears empty.

Can I print Legacy occupancy fields?

No. Only Enhanced fields are supported by the Full Occupancy Record print function. Legacy field data does not appear in the generated PDF.

Why is my PDF taking longer to generate?

Processing time can vary based on the number of occupancy records included and system conditions. If you experience difficulty generating a large batch, try reducing the number of selected occupancies.

How are records organized when printing multiple occupancies?

Each occupancy begins on a new page. Occupancy information is grouped into standardized sections, including:

  • Summary
  • Demographics/Info
  • Area
  • Access
  • Construction
  • Occupancy Loads
  • Risk Assessment
  • Resources Requirements
  • Needed Fire Flow

Can I customize which sections or fields appear in the Full Occupancy Record?

No. The Full Occupancy Record uses a standardized format containing the available supported Enhanced fields.

What should I do if a field from my occupancy record is missing from the PDF?

First, verify whether the missing field is an Enhanced field rather than a Legacy field. Also consider whether field-level permissions affect your access. If an Enhanced field you are authorized to view is still missing, contact First Due Support for assistance.

Is there a limit to how many occupancies I can print at once?

Yes. You can bulk print up to 1,000 occupancy records in a single print job. Divide larger selections into multiple batches.