Business Portal - How to manage your AHJs
Purpose Statement
The AHJ Management feature enables service providers to associate their business with multiple fire departments (Authorities Having Jurisdiction) across different regions. This functionality allows you to view jurisdiction-specific requirements, access contact information, and streamline ITM report submissions across all your service areas. By centralizing AHJ relationships in one location, service providers can efficiently manage multi-jurisdiction operations and ensure compliance with each department's unique policies and procedures.
Background Information
Service providers in the fire protection industry frequently work across multiple jurisdictions, each with its own fire department, inspection requirements, and reporting protocols. The AHJ Management feature in Business Portal eliminates the need to navigate separate systems or maintain spreadsheets of department contacts and requirements. This centralized hub allows you to:
- Quickly identify which jurisdictions you're authorized to serve
- Access jurisdiction-specific guidance and special instructions
- Add new AHJ relationships as your service area expands
- View complete contact information for each fire department
- Prepare for ITM submissions with full awareness of local requirements
Common Use Cases:
- Fire protection service companies operating in multiple cities or counties
- Sprinkler inspection contractors serving regional or statewide territories
- Fire alarm testing companies with multi-jurisdiction contracts
- Suppression system maintenance providers expanding into new markets
Required Permissions
To access and manage AHJ associations in Business Portal, users must have:
- Business Portal Access - Active login credentials for the Business Portal
- Service Provider Role - Account designated as a service provider (not individual property owner)
- AHJ Management Permissions - Ability to view and add AHJ associations
Video
Step-by-Step Guide
1. Click on Sign In.
2. Click on First Due Logo.
3. Click on AHJ Management and on My AHJs.
4. You will be directed to a list of all the AHJs that you are associated with. Click on the "Eye" Icon to view details about that specific AHJ.
5. Review the detailed information displayed:
- AHJ Name - Official fire department name
- Address - Primary department location
- Phone - Main contact number
- Email - General or ITM-specific email contact
- Special Instructions - Jurisdiction-specific guidance on policies, procedures, submission requirements, or compliance expectations
- Work Type - Available submission categories for this jurisdiction (e.g., ITM Submission, Permit Applications)
6. Click on "+Add AHJ" to associate yourself to another AHJ.
7. Browse or search the filtered list to locate the specific fire department you wish to associate with.
Select the AHJ you wish to associate with and click on "Add".
8. A success message will appear confirming "AHJ was added successfully".
Best Practices
Do's:
- Review special instructions for each AHJ before submitting your first ITM report to ensure compliance with local requirements
- Keep AHJ contact information readily accessible for quick reference when questions arise
- Periodically review your AHJ list to ensure it reflects your current service areas
- Add new AHJs proactively when expanding into new territories or securing new contracts
- Document any verbal communications with AHJs in your internal notes or CRM for future reference
Don'ts:
- Don't assume all AHJs have identical submission requirements - always check special instructions
- Don't add AHJs to your list unless you have active service contracts or authorization to work in that jurisdiction
- Don't overlook updated special instructions - these may change based on new local ordinances or departmental policies
- Don't use outdated contact information - always reference the Business Portal for current AHJ details
Efficiency Tips:
- When planning service routes, reference your AHJ list to identify geographic clusters for optimized scheduling
- Before bidding on new contracts, add the prospective AHJ to review their specific requirements and special instructions
- Create internal documentation that maps your technicians' certifications to specific AHJ requirements
Troubleshooting & FAQs
Q: I can't find the AHJ I need to add in the search results. What should I do?
A: First, verify you've selected the correct state in the filter. If the AHJ still doesn't appear, it may not yet be configured in First Due's system. Contact First Due support with the fire department's name and location so they can add it to the database.
Q: What does it mean if an AHJ has no special instructions listed?
A: This indicates the fire department has not provided additional guidance beyond standard ITM submission protocols. Follow general best practices and contact the AHJ directly if you have specific questions about their requirements.
Q: Can I remove an AHJ from my list if I no longer service that area?
A: AHJ associations typically remain in your account for historical record-keeping purposes. If you need to remove an AHJ due to contractual changes or other business reasons, contact First Due support for assistance.
Q: Do I need permission from the fire department before adding them as an AHJ?
A: Adding an AHJ to your Business Portal list establishes your ability to submit reports to that jurisdiction. You should only add AHJs where you have legitimate business operations, service contracts, or authorization to perform fire protection work. The fire department will review and approve or reject submitted ITM reports based on their internal processes.
Q: Why can't I see the "+Add AHJ" button?
A: This typically indicates a permissions issue. Verify you're logged in with a Service Provider account (not a property owner account) and that your user role includes AHJ Management permissions. Contact your Business Portal administrator if the issue persists.
Q: How quickly are special instructions updated when an AHJ makes changes?
A: Fire departments can update their special instructions at any time through their First Due admin portal. Changes are reflected immediately in Business Portal. We recommend reviewing special instructions periodically, especially before major submissions or at the start of each inspection season.
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