Create and Manage Occupancies Outside of your Area (Shape File)

Create and Manage Occupancies Outside of your Area (Shape File)

Purpose Statement

This feature enables Fire/EMS agencies to create and manage occupancy records for locations that fall outside their primary jurisdiction boundaries as defined by their uploaded shape file. This capability is essential for maintaining inspection records, permits, and invoices for mobile food vendors and other temporary or mobile operations that may operate outside the agency's standard coverage area but still require oversight and documentation.

Background Information

Agencies often encounter situations where they need to track occupancies beyond their traditional jurisdiction boundaries. Mobile food vendors, temporary events, mutual aid scenarios, and special permit situations frequently require documentation and inspection tracking for locations outside the primary shape file boundaries. This feature allows agencies to maintain comprehensive records while clearly distinguishing these external occupancies from their primary jurisdiction properties. The system includes safeguards to prevent these occupancies from appearing on neighboring agencies' pre-plan maps, maintaining proper jurisdictional boundaries.

Required Permissions

Three specific permissions are required to create and manage occupancies outside your area:
Pre-Plan Permissions Bucket:
  • Create/Edit Occupancy Outside of Area
  • Manage Occupancy Location Settings
Location Permissions:
  • Override Shape File Boundaries for Occupancy Creation

These permissions must be assigned to the appropriate user roles through the Admin > Roles interface.

Video


Step-by-Step Guide



1. Click on Admin
  1. Three permissions are needed to allow a user to create and manage an occupancy outside of area (Shape File).


Click on Admin.



2. Click on Roles.


Click on Roles.



3. Click on Edit to edit a Role to enable the creation and management of an Occupancy outside of your area (Shape File).


Click on Edit to edit a Role to enable the creation and management of an Occupancy outside of your area (Shape File).



4. Click on + to expand the Pre-Plan permissions bucket.






5. Type "occupancy" to filter the permissions list. Select the two permissions indicated.






6. Type "location" to filter the permissions list. Select the permissions indicated.






7. Next, click on Pre-Planning.


Next, click on Pre-Planning.



8. Click on Pre-Plans Map.


Click on Pre-Plans Map.



9. Enter the address for the Occupancy outside of your area (Shape File). to Find a place.


Enter the address for the Occupancy outside of your area (Shape File). to Find a place.



10. Alternatively, move the map to find the location to add.


Alternatively, move the map to find the location to add.



11. Double click on the location to add and click on New Occupancy.


Double click on the location to add and click on New Occupancy.



12. Enter address details.


Enter address details.


13. Click on Publish.


Click on Publish.



14. Go to the Occupancy record you created on the Pre-plan Organizer or Inspections Organizer and click on Not Shared Location.
  1. Important: This setting will keep this Occupancy from displaying on a neighboring agency's pre-plan map.


Go to the Occupancy record you created on the Pre-plan Organizer or Inspections Organizer and click on Not Shared Location.



15. Click on Save.


Click on Save.
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Best Practices

  • Always enable the "Not Shared Location" setting for external occupancies to maintain proper jurisdictional boundaries
  • Use clear, descriptive naming conventions for mobile vendors (e.g., "Food Truck - [Business Name] - [Primary Location]")
  • Regularly review and update external occupancy records to ensure accuracy
  • Consider creating secondary addresses for individual mobile units when tracking multiple vendor locations
  • Coordinate with neighboring agencies when managing occupancies near jurisdictional boundaries
  • Document the business justification for creating external occupancies in the record notes

Troubleshooting & FAQs

Q: The system won't let me create an occupancy outside my shape file boundaries A: Verify that all three required permissions have been properly assigned to your user role through Admin > Roles.

Q: My external occupancy is showing up on a neighboring agency's map A: Ensure the "Not Shared Location" setting is enabled for that occupancy record. This setting must be manually activated for each external occupancy.

Q: I can't find the occupancy I created on the map A: External occupancies may not display prominently on the standard pre-plan map view. Use the Pre-plan Organizer or Inspections Organizer to locate and manage these records.

Q: Can I convert a regular occupancy to an external occupancy? A: Contact system support for guidance on converting existing occupancy records, as this may require database-level changes.

Related Articles

  • Managing Occupancy Markers or Address Points
  • Pre-Plan Map Navigation and Controls
  • User Role and Permission Management
  • Mobile Food Vendor Inspection Workflows
  • Secondary Address Management for Occupancies

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