Purpose Statement

This feature enables multiple users to simultaneously work on different aspects of a fire incident report. While one user completes the main fire incident report, other users can access and document apparatus-specific information (apparatus details, personnel assignments, and narratives) directly from the Fire Incident List. This parallel workflow improves efficiency and reduces bottlenecks during incident documentation.

Background Information

Traditionally, apparatus information could only be entered within the fire incident report itself, creating a sequential workflow where users had to wait for others to complete their sections. This new concurrent access feature transforms incident documentation into a collaborative process.

Key Benefits:

• Multiple users can work on the same incident simultaneously
• Apparatus information can be documented while the main report is being completed
• Reduces overall documentation time for complex incidents involving multiple apparatus
• Maintains data integrity through a locking mechanism that prevents conflicting edits

Common Use Cases:

• Large-scale incidents with multiple apparatus requiring simultaneous documentation
• Agencies where apparatus operators document their own unit information
• Workflows where report writers and apparatus operators work in parallel
• Time-sensitive documentation scenarios requiring faster completion

Prerequisites:

• Active fire incident in the system (status: Incomplete or Pending Authorization)
• Apparatus assigned to the incident
• User permissions to access and edit fire incident reports

Required Permissions

Users need the following permissions to document apparatus information from the Fire Incident List:

• Fire Incident List Access - View and access the Fire Incident List
• Edit Fire Incident Reports - Ability to edit fire incident information
• Apparatus Information Management - Permission to enter and modify apparatus details

Contact your system administrator if you need these permissions enabled.

Video

Step-by-Step Guide

Step 1: Navigate to the Fire Incident List

Navigate to Incident Documentation and select Fire Incident List to view all incidents.

Step 2: Locate and Access the Apparatus Icon

Locate the incident you need to document and select the apparatus icon next to the incident row. This opens the Apparatus Details Modal.

Important Status Behavior:

• Authorized reports: The apparatus icon will be disabled and inaccessible

• Pending Authorization reports: Selecting the apparatus icon will change the report status to Incomplete (this prevents authorization without validation of changes)
  
• Incomplete and Not Started reports: Find the appropriate incident in the Fire Incident List and select the apparatus icon to document all relevant apparatus information for individual units

Step 3: Select the Apparatus to Document

Within the Apparatus Details Modal, use the Apparatus Name dropdown to select which apparatus you want to document information for.

Step 4: Enter Apparatus Information

Once an apparatus is selected, you can enter or edit information across three tabs:

1. Apparatus Name: The identifier or unit designation for the apparatus (e.g., Engine 4, Ladder 1, Medic 5). This field is typically pre-populated based on the apparatus assigned to the incident.
   
2. Use: The operational purpose or function of the apparatus during this incident. Select from the dropdown menu to indicate how the apparatus was utilized (e.g., Suppression, Medical, Support, Standby).
   
3. Response Mode: The type of response provided by the apparatus. Select from the dropdown menu to indicate the response classification (e.g., Emergency Response, Non-Emergency, Mutual Aid).
   
4. Copy Unit Times: A quick-action button that allows you to copy timestamp information from one apparatus assigned to the incident to selected apparatus, streamlining data entry when multiple units have similar time entries.
   
5. Was this unit in its assigned station when dispatched to this call?: A toggle switch (Yes/No) to indicate whether the apparatus was at its home station or another location when dispatched. If toggled to No or off, a modal will appear giving users the ability to enter the address or latitude/longitude of the apparatus at the time of dispatch.
   
6. Unit Canceled?: A toggle switch (Yes/No) to indicate if the apparatus was dispatched but subsequently canceled before arriving on scene. Enabling this reveals additional fields for when and where the cancellation occurred.
   
7. Cancellation Timing Options (when Unit Canceled is enabled):
   
1. Prior To Dispatch Acknowledgment: The unit was canceled before acknowledging the dispatch
   
2. Prior To En Route: The unit was canceled after acknowledgment but before going en route
   
3. While En Route: The unit was canceled while traveling to the scene
   
4. On Scene: The unit was canceled after arrival on scene
   
8. Dispatch: The date and time the apparatus was dispatched to the incident. Uses date picker and time selector for precise entry.
   
9. Dispatch Acknowledged: The date and time the apparatus crew acknowledged receipt of the dispatch. Uses date picker and time selector.
   
10. En Route: The date and time the apparatus began traveling to the incident scene. Uses date picker and time selector.
    
11. Arrived: The date and time the apparatus arrived on scene. Uses date picker and time selector.
    
12. Apparatus Arrived Patient: The date and time the apparatus arrived at the patient's location (primarily used for EMS incidents). Uses date picker and time selector.
    
13. Apparatus Transfer of Care: The date and time patient care was transferred to another provider or facility (primarily used for EMS incidents). Uses date picker and time selector.
    
14. Canceled: The date and time the apparatus was canceled (only appears when "Unit Canceled?" is toggled on). Uses date picker and time selector.
    
15. Clear: The date and time the apparatus became available and cleared from the incident. Uses date picker and time selector.
    
16. Back in Service: The date and time the apparatus returned to service and was available for additional calls. Uses date picker and time selector.
    
17. Actions Taken: A dropdown menu to select the specific actions or tasks performed by this apparatus during the incident (e.g., Fire Control, Patient Care, Ventilation, Forcible Entry).
    
18. Time Entry Helper Icons:
    
1. Clock icon: Allows you to set the current date/time with one click
   
2. Copy icon: Copies the timestamp directly above
   

1. The # of People will auto-populate depending on personnel assigned below
   
2. If utilizing the Scheduling module, personnel assigned to that apparatus will auto-populate
   
3. Select Add to add personnel to each apparatus
   
4. Use the Trash Can button to remove personnel that were inappropriately assigned
   
5. Select the Edit or Pencil Icon to input Riding Position and Actions Taken for each individual 
   

1. Use Narrative Template to import saved narrative templates
   

Reference Resource: For detailed guidance on completing each section, see the related article: Completing an Incident Report - Apparatus

Step 5: Understand the Apparatus Lock Indicator

When viewing from the Fire Incident List: If another user is currently editing an apparatus, you will see a red indicator show on the Apparatus Details that the apparatus is locked. You cannot enter information for that apparatus until the other user closes the modal.

When working within the fire report: If someone accesses an apparatus from the incident list while you're in the main fire report, a lock icon will appear next to that apparatus name, indicating it's being edited externally.

Step 6: Save and Close the Apparatus Modal

After completing your documentation, save your changes and close the Apparatus Details Modal. This releases the lock and allows other users to access that apparatus.

Important: Always close the modal properly rather than closing the browser tab to ensure the apparatus is unlocked for other users.

Best Practices

Do's:

• Close the Apparatus Details Modal properly after completing your documentation to release the lock
• Communicate with your team about who is documenting which apparatus to avoid conflicts
• Check for lock indicators before attempting to edit apparatus information
• Save your work frequently within the modal to prevent data loss

Don'ts:

• Don't close the browser tab while the Apparatus Details Modal is open (this keeps the apparatus locked)
• Don't attempt to bulk authorize incidents when apparatus are locked from the list
• Don't refresh CAD data when any apparatus are locked
• Don't leave apparatus modals open unnecessarily, as this blocks other users

Efficiency Tips:

• Assign specific apparatus to specific users for parallel documentation
• Use this feature during large-scale incidents to distribute workload
• Document apparatus information immediately after the incident while details are fresh

Troubleshooting & FAQs

Q: Why did my report status change from "Pending Authorization" to "Incomplete" when I edited apparatus information?

A: This is intentional behavior designed to prevent authorizing reports without validating changes. When apparatus information is edited from the list on a Pending Authorization report, the status automatically changes to Incomplete. A log entry is added to the history tracking this status change. Review all changes before re-submitting for authorization.

Q: I closed my browser tab with an apparatus open. Now it shows as locked. How do I unlock it?

A: The user who closed the tab must return to the Fire Incident List, select the apparatus icon to reopen the locked apparatus modal, and then properly close the modal. A system update is coming soon that will show which user has locked the apparatus.

Q: Why can't I refresh CAD data for this incident?

A: CAD refresh is disabled when at least one apparatus is locked from the list. This includes the apparatus itself and associated times and personnel. Wait until all apparatus modals are properly closed, then try refreshing CAD data again.

Q: My scheduling integration or third-party integration isn't working. What's wrong?

A: If at least one apparatus is locked, scheduling and third-party integrations will not be allowed. Close all apparatus modals to enable these integrations. An improved user notification for this restriction is being developed.

Q: Why isn't the bulk authorize function working?

A: Bulk authorization will not complete if at least one apparatus is locked from the list. Refresh the page and ensure all apparatus modals are closed before attempting bulk authorization again.

Q: I don't see the apparatus icon for a report. Why not?

A: The apparatus icon is not available for reports with a "Not Started" status. The report must be in progress (Incomplete) or Pending Authorization for the apparatus icon to appear.

Q: Can multiple people edit the same apparatus at the same time?

A: No. The system uses a locking mechanism to prevent conflicting edits. Only one user can edit a specific apparatus at a time, whether from the incident list or within the main fire report.