Events & Activities: Creating a New Event (Event Tab)
Events & Activities: Creating a New Event (Event Tab)
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.
Video
Step-by-Step Guide
Accessing Event Creation
Navigate to the Events and Activities Module
From the main navigation menu, select "Events and Activities"
Select "Event List" from the module options
Start Event Creation
Click "Create New Event" to open the event creation window
Configuring Required Event Fields
Enter Event Name
Provide a clear, descriptive name for the event
Use naming conventions that help identify the event type and purpose
Select Event Type
Choose an event type from the provided dropdown list
Event types are pre-configured in the Events and Activity setup section
Set Start Date and Time
Select the event start date using the date picker
Set the specific start time for the event
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
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
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
Select Apparatus Assignment
Use the apparatus dropdown to associate specific apparatus with the event
This helps with resource planning and scheduling coordination
Choose Fire Station Assignment
Select the specific fire station associated with the event
This assists with location planning and resource allocation
Set Shift Assignment
Choose the specific shift associated with the event
This ensures proper personnel scheduling and availability
Configuring Event Location
Enter Event Address
Type the event address in the address field
The system will search First Due occupancies for matching addresses
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
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
Configure Standard Timing
Set specific start and end times for regular events
Ensure times align with department scheduling and operational requirements
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
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.
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
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
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
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
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
Troubleshooting & FAQs
Q: Why doesn't the checklist section appear when I select an event type? A: The checklist section only appears when you select an event type that has a checklist assigned to it. Checklists are created and assigned to event types by administrators or program managers in the Events and Activity setup section. If you need a checklist for your event type, contact your administrator.
Q: I can't find the address I'm looking for in the address search. What should I do? A: If the address isn't found in the First Due occupancies database, click the plus sign (+) next to the address field. This will allow you to search Google addresses or manually enter an address. It's always recommended to use a known First Due system address or Google address when possible for accuracy.
Q: What happens if I don't fill out the optional fields when creating an event? A: While only four fields are required (event name, event type, start date/time, end date/time), completing optional fields significantly improves event coordination and communication. Incomplete events may lack important details for participants and resource planning.
Q: How do I know if I should require a status update for my event? A: Use the "Require status update" option for events that need explicit completion confirmation, such as training sessions, inspections, or activities with specific completion requirements. This forces the assigned user to manually mark the event as complete.
Q: Can I change the event details after creating the event? A: Yes, event details can be modified after creation using the pencil (edit) icon in the event list. However, some changes may affect participants who have already signed up or been assigned to the event.
Q: Why can't I select certain apparatus, stations, or shifts in the dropdown menus? A: The available options in these dropdowns depend on your user permissions and the current system configuration. Contact your administrator if you need access to additional apparatus, stations, or shifts for event planning.
Q: What file types can I attach to events? A: The system typically accepts common document formats including PDF, Word documents, images, and other standard file types. Check with your system administrator for specific file type restrictions and size limitations.
Q: Can I create an event without selecting an event type? A: No, event type is one of the four required fields for event creation. Event types are pre-configured in the Events and Activity setup section and help categorize and organize events within the system.
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