Purpose Statement

The user creation feature in First Due allows system administrators to establish new user accounts for department personnel, enabling them to access the platform and utilize its various modules. This process establishes the foundation for user permissions, personnel tracking, and system security by creating individual accounts with specific roles and access levels tailored to each user's responsibilities within the department.

IMPORTANT: If you work for more than one agency using First Due, a unique email address is required for each account you will access.  This security requirement ensures each agency can set permissions, views, features, addresses, layers, etc. for their users independent of other agencies. We apologize for the inconvenience and appreciate your understanding.

Background Information

User creation is a fundamental administrative function that serves as the entry point for all personnel into the First Due system. This feature supports both individual personnel accounts and specialized unit tracking accounts, making it essential for departments that need to monitor equipment, apparatus, and personnel activities. The process includes assigning appropriate permissions through role-based access control, ensuring that users can only access features relevant to their position and responsibilities. User accounts integrate with personnel records, scheduling systems, and reporting modules, making proper setup critical for comprehensive department management.

Required Permissions

1. Users - Read - Required to view user accounts and their basic information
2. Users - Update - Needed to modify existing user account details, settings, and configurations
3. Users - Create - Essential for adding new user accounts to the system
4. Users - Force User Logout - Administrative capability to forcibly log out users when needed
5. Users - Update user status - Allows changing user account status (active, inactive, suspended, etc.)

Video

Step-by-Step Guide

Access User Management Navigate to Admin/Users from the main menu to open the user management interface.

Initiate User Creation Click on "Add User" to begin the new user setup process.

Enter Basic User Information Fill in the required user details:

1. Email: Enter the user's primary email address (will serve as their username)
   
2. Send Password Invitation: Allows the user to receive a invitation to create a password.
3. Password: Create a secure password for the account
   
4. Name: Input the user's full name as it should appear in the system
   
5. Phone Number: Add the user's primary contact number
   

Configure Unit User Settings 

1. The Unit User toggle allows for tracking of units and apparatus.
   
2. When enabled, you can select a subtype (apparatus type) for the unit being tracked.
   
3. This feature is essential for departments utilizing unit tracking capabilities and should only be enabled for unit accounts, not individual personnel accounts.
   

Add Profile Image and Select Role 

1. Upload a profile image (optional) and assign the appropriate user role, which determines the permissions and system access the user will have within First Due.
   

Configure Account Options Determine the following settings based on your needs:

1. Active: Enable if the user should have immediate system access
   
2. Create Personnel: Choose to automatically generate a personnel record for this individual
   
3. Lock to Device: Enable to restrict the user to logging in on only one mobile device (particularly useful for unit-specific logins)
   

Save the User Account Click "Create" to create the user account with all specified settings.

Best Practices

1. Always verify email addresses before creating accounts to ensure users receive their credentials properly.
   
2. Use strong passwords that meet your department's security standards.
   
3. Only enable "Unit User" for actual apparatus or equipment tracking accounts, never for individual personnel.
   
4. When assigning roles, choose the most restrictive permission level that still allows the user to perform their duties effectively.
   
5. For unit accounts, always enable "Lock to Device" to prevent unauthorized access and ensure accurate tracking data.
   
6. Document all user creations for audit purposes and department records.
   

Troubleshooting & FAQs

Q: When should I use the "Unit User" setting? A: Only enable Unit User for accounts that will track apparatus, vehicles, or equipment. This should never be used for individual personnel accounts.

Q: Can I change user permissions after account creation? A: Yes, user roles and permissions can be modified through the user management interface after account creation.

Q: What happens if I enable "Lock to Device" by mistake? A: You can disable this setting by editing the user account. The user may need to log out and log back in for changes to take effect.