Purpose Statement

The Event tab within the event creation interface provides comprehensive tools for configuring all essential event details including timing, location, personnel assignments, attendee information, and supporting documentation. This centralized configuration ensures proper event planning, clear communication, and accurate record-keeping for all department activities and training sessions.

Background Information

The Event tab serves as the primary configuration interface when creating new events in the First Due system. While only four fields are technically required to create an event, completing all available information significantly improves event coordination, resource planning, and departmental communication.

The interface integrates with multiple system components including occupancy databases, shift scheduling, apparatus assignments, and checklist management. This integration ensures that events are properly coordinated with existing department resources and aligned with operational requirements.

Required Permissions

Based on the system permissions structure, users need the following permissions to create and configure events:

Required for Basic Event Creation:

• Events > General > Events
• Events > General > Event - Create Event Entry

Required for Advanced Event Configuration:

• Events > General > Add Event From Template (if using templates)
• Events > General > Create Recurrence (for recurring events)

Note: Event creators automatically have the ability to configure all aspects of events they create, but some advanced features may require additional administrative permissions.

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Step-by-Step Guide

Accessing Event Creation

1. Navigate to the Events and Activities Module
   • From the main navigation menu, select "Events and Activities"
     
   • Select "Event List" from the module options
     
     
     
     
     
2. Start Event Creation
   • Click "Create New Event" to open the event creation window
     

Configuring Required Event Fields

1. Enter Event Name
   • Provide a clear, descriptive name for the event
   • Use naming conventions that help identify the event type and purpose
2. Select Event Type
   • Choose an event type from the provided dropdown list
   • Event types are pre-configured in the Events and Activity setup section
3. Set Start Date and Time
   • Select the event start date using the date picker
   • Set the specific start time for the event
4. Set End Date and Time
   • Select the event end date using the date picker
   • Set the specific end time for the event
     

Understanding Checklist Integration

1. Automatic Checklist Assignment
   • When an event type with an assigned checklist is selected, the checklist section automatically appears
   • Checklists are created and assigned to event types by administrators or program managers in the Events and Activity setup
     
   • Assigned checklists provide structured task lists for event completion
     
   • Participants can access and complete checklists during or after the event
     

Configuring Event Status Requirements

1. Enable Status Update Requirement
   • Toggle "Require a status update on this event" if manual completion confirmation is needed.
   • This requires the assigned user to manually mark the event as complete
   • Use this feature for events that need explicit completion confirmation
     

Assigning Event Resources

1. Select Apparatus Assignment
   • Use the apparatus dropdown to associate specific apparatus with the event
   • This helps with resource planning and scheduling coordination
2. Choose Fire Station Assignment
   • Select the specific fire station associated with the event
   • This assists with location planning and resource allocation
3. Set Shift Assignment
   • Choose the specific shift associated with the event
   • This ensures proper personnel scheduling and availability
     

Configuring Event Location

1. Enter Event Address
   • Type the event address in the address field
   • The system will search First Due occupancies for matching addresses
     
     
     
     
     
2. Handle Address Not Found
   • If the address is not found in the system, click the plus sign (+)
   • This allows for Google address search or manual address entry
     
     
     
     
3. Edit Address Information
   • Use the pencil icon to edit address details at any time during event creation
   • This allows for address corrections or additional location details
     

Recommendation: Always associate addresses with known system locations or Google addresses for accuracy

Setting Event Timing Options

1. Configure Standard Timing
   • Set specific start and end times for regular events
   • Ensure times align with department scheduling and operational requirements
     
     
     
     
     
2. Create All-Day Events
   • Toggle "All-day event" to mark events that span entire days
   • This grays out both start and end time fields
     

Managing Recurring Events

1. Enable Recurrence
   • Toggle the recurrence option to create repeating events
     
   • Choose the Recurrence Type from the drop down list
   • This is useful for regular training sessions, meetings, or routine activities that are repetitive.
     
     
     
     
     
2. Set End Date Options
   • For open-ended recurring events, toggle "No end date"
   • This grays out the end date field and allows indefinite recurrence
   • Use carefully to avoid creating excessive future events
     

Planning Event Attendance

1. Identify Event Demographics
   • Use the event attendees section to specify expected participant demographics
   • This information assists with pre-planning and resource estimation
     
   • Attendee information helps estimate needed supplies, materials, and refreshments
     
   • Consider PR materials and documentation needs based on attendee numbers
     
2. Review Attendance Totals
   • The system automatically calculates total children and overall attendee numbers
   • Use these totals for capacity planning and safety considerations
     

Adding Event Documentation

1. Provide Event Description
   • Use the notes area to add thorough event descriptions
   • Include specific instructions, objectives, or important details
   • Clear descriptions improve participant understanding and preparation
2. Attach Supporting Materials
   • Use the attachments area to add relevant documents
   • Upload handouts, plans, instructions, or reference materials
   • Ensure attachments are accessible to event participants
     

Best Practices

Do's

• Complete as much event information as possible for clarity and communication
• Use consistent naming conventions for similar event types
• Associate addresses with known First Due system locations when possible
• Provide detailed event descriptions in the notes section
• Attach all relevant documentation before publishing the event
• Use recurring event options for regular activities to save time

Don'ts

• Don't create events with only the minimum required fields unless absolutely necessary
• Don't use vague or unclear event names that don't describe the purpose
• Don't forget to set appropriate start and end times for proper scheduling
• Don't omit attendee information when planning capacity or supplies
• Don't skip address verification if the event has a specific location

Tips & Recommendations

• Review similar past events for consistent formatting and information completeness
• Use the all-day event option for activities without specific time constraints
• Consider apparatus and station assignments for events requiring specific resources
• Leverage recurring event functionality for regular training or meeting schedules
• Include contact information or additional instructions in the notes section when helpful
• Upload materials early so participants can review them before the event
• Use status update requirements for events that need explicit completion tracking

Related Articles

1. Events & Activities: Event List Overview
2. Events & Activities: Where to create an Event
3. Events & Activities: Creating a Recurring Event
4. Events & Activities: Creating a New Event (Checklist Tab)
   
5. Events & Activities: Creating a New Event (Participants Tab)
6. Events & Activities: Creating a New Event (Payroll Summary Tab)