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)

InfoNote: 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

  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
IdeaRecommendation: 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

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.


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)
    • Related Articles

    • Events & Activities: Event List Overview

      Purpose Statement The Event List provides a centralized interface for comprehensive event management, enabling users to create, view, edit, and delete events from a single location. This functionality streamlines event administration by consolidating ...
    • Events & Activities: Where to create an Event

      Purpose Statement This guide provides a comprehensive overview of all available locations for creating events within the Events and Activities module. Understanding the multiple event creation access points enables users to efficiently create events ...
    • Events & Activities Setup: Event Types

      Purpose To explain how to create Event Types. Video Directions 1. Click on Events & Activities. 2. Click on Setup. 3. Click on Event Types. 4. Click on "Add Event Type". 5. To add a new event type simply name the event type and add a short code. 6. ...
    • Events & Activities: Creating a New Event (Payroll Summary Tab)

      Purpose Statement The Event Payroll Summary tab enables departments to track personnel attendance and allocate points or stipends for event participation. This functionality is primarily designed for volunteer or combination departments that need to ...
    • Events & Activities: Creating a New Event (Participants Tab)

      Purpose Statement The Event Participants tab enables event creators to assign required participants, configure signup eligibility, and manage event attendance through a comprehensive interface that integrates with the scheduling module. This ...