Purpose Statement

The daily log entry creation functionality enables personnel to document routine activities, training exercises, station duties, and other operational tasks with comprehensive details including timing, personnel assignments, apparatus associations, and activity classifications. This documentation supports operational oversight, compliance requirements, and departmental record-keeping for all station and field activities.

Background Information

Daily log entries serve as the foundation for operational documentation, providing detailed records of departmental activities that can be used for reporting, analysis, and compliance purposes. While only basic information is required to create an entry, comprehensive documentation ensures accurate record-keeping and supports effective departmental management.

The system integrates with the scheduling module for personnel selection and connects with activity types configured in the personnel setup module. This integration ensures consistent categorization and enables detailed tracking of personnel involvement, equipment usage, and operational patterns across the department.

Required Permissions

Based on the system permissions structure, users need the following permissions to create daily log entries:

• Events > General > Events
• Events > General > Create and Edit Daily Log
• Events > General > View Daily Log

Note: Activity types are created by administrators in the personnel setup module. Users can select from available activity types but cannot create new ones during daily log entry creation.

Video

Step-by-Step Guide

Accessing Daily Log Creation

1. Navigate to Daily Log Interface
   • Go to Events and Activities module → Daily Log
     
     
     
     
     
2. Initiate Daily Log Creation
   • Click the "Add Daily Log" button to open the entry creation form
     

Completing Required Information

1. Enter Date and Time
   • Complete the date and time field (required field)
   • This establishes when the logged activity occurred
   • Use accurate timing for proper chronological documentation
     
2. Provide Activity Description
   • Enter a description of the entry in the description field (required field)
   • Use clear, detailed language that explains the activity performed
   • Include relevant details that would be useful for future reference
     

Configuring Activity Classification

1. Select Event Type Association
   • Choose an appropriate event type to associate with this daily log entry
   • Event types help categorize the nature of the logged activity
   • This association supports reporting and activity analysis
     
2. Choose Activity Type
   • Select an activity type from the available options
   • Activity types are created by administrators within the personnel setup module
   • This classification enables consistent activity categorization across the department
     

Adding Resource and Location Information

1. Associate Apparatus
   • Select the apparatus involved in or associated with the logged activity
   • This tracks equipment usage and maintenance activities
   • Useful for apparatus-specific reporting and operational analysis
     
2. Specify Station Assignment
   • Choose the station associated with the daily log entry
   • This establishes location context for the documented activity
   • Supports station-specific activity tracking and management
     
3. Set Shift Information
   • Select the shift during which the activity occurred
   • This enables shift-based activity analysis and reporting
   • Helps track operational patterns across different shifts
     

Setting Activity Duration

1. Specify Activity Duration
   • Enter the duration for the logged activity
   • This information supports time tracking and resource allocation analysis
   • Use accurate timing for operational planning and assessment
     

Assigning Personnel to Daily Log Entry

1. Access Personnel Assignment
   • Click to select users to associate with the daily log activity
   • This opens the "Assigned Users" popup window with personnel selection tools
     
     
     
     
2. Add All System Users
   
1. This will add all users within the system to the Daily Log Entry
3. Use Search and Filter Functions
   
   • Access advanced search and filter options based on the scheduling module
   • Apply filters by selecting options from available fields and clicking "Apply"
4. Select Personnel
   • Search for names in the search bar for both Available and Selected personnel lists
   • Scroll through filtered lists to locate desired personnel
   • Click on individuals in the "Available" side to automatically add them to "Selected" side
   • Click on individuals in the "Selected" side to return them to the "Available" list
5. Use Bulk Selection Options
   • Include All: Select "Include all users from available list" to add all filtered personnel
   • Remove All: Select "Remove all users from selected list" to clear all selections
6. Finalize Personnel Assignment
   • Review selected personnel to ensure accuracy
   • Click "Save" to assign the selected users to the daily log entry
   • The assigned personnel are now associated with the documented activity
     

Finalizing Daily Log Entry

1. Review Entry Information
   • Verify all entered information for accuracy and completeness and ensure description provides adequate detail for future reference
   • Confirm personnel assignments and resource associations are correct
2. Save Daily Log Entry
   • Click "Save" to create the daily log entry
   • The entry will appear in the daily log list upon successful creation
   • Verify the entry appears correctly in the daily log interface
     

Best Practices

Do's

• Enter as much information as possible beyond the minimum required fields for comprehensive documentation
• Use clear, descriptive language in activity descriptions that will be understandable to other personnel
• Assign all personnel involved in the activity for accurate record-keeping
• Select appropriate activity and event types for consistent categorization
• Use accurate timing and duration information for operational analysis
• Associate relevant apparatus and station information for complete documentation

Don'ts

• Don't use vague or unclear descriptions that don't convey the nature of the activity
• Don't skip personnel assignments if multiple people were involved in the documented activity
• Don't forget to save changes before navigating away from the daily log entry form
• Don't use inconsistent terminology that makes it difficult to locate entries later
• Don't omit duration information if the activity had a specific time requirement

Tips & Recommendations

• Develop standardized descriptions for common activities to ensure consistency across entries
• Use the scheduling module filters effectively to quickly locate personnel for assignment
• Include context in descriptions that would be helpful for future operational planning
• Coordinate with other personnel to ensure consistent daily log practices
• Review completed entries periodically to identify patterns or areas for operational improvement
• Consider creating activity templates or standards for recurring daily log types

Troubleshooting & FAQs

Q: Why can't I see certain activity types when creating my daily log entry?
A: Activity types are created by administrators within the personnel setup module. If you don't see expected activity types, they may not have been configured yet, or you may not have permission to use certain activity types. Contact your administrator to request additional activity types or clarify access permissions.

Q: I can't find specific personnel when searching for users to assign. What should I check?
A: The personnel search is based on the scheduling module within First Due. If users don't appear, they may not be configured in the scheduling system, or your search filters may be too restrictive. Try clearing filters or using broader search terms. Also verify that the personnel have appropriate permissions to appear in daily log assignments.

Q: What's the difference between event type and activity type in daily log entries?
A: Event types are configured within the events and activities module and help categorize the general nature of the logged activity. Activity types are created in the personnel setup module and provide more specific classification for the type of work or task performed. Both help with organization and reporting but serve different categorization purposes.

Q: Can I edit a daily log entry after I've created it?
A: Yes, daily log entries can typically be edited after creation using the pencil icon in the daily log list, provided you have the appropriate permissions. However, some departments may have policies restricting editing of historical entries for record-keeping integrity.

Q: Do I need to fill out all the optional fields when creating a daily log entry?
A: While only date/time and description are required, it's strongly recommended to complete as much information as possible. Additional details like personnel assignments, apparatus associations, and activity types provide valuable data for reporting, analysis, and operational oversight.

Q: Why don't I see the apparatus or station I need in the dropdown menus?
A: The available apparatus and stations depend on your system configuration and user permissions. If expected options don't appear, they may not be configured in the system, or you may not have permission to associate them with daily log entries. Contact your administrator if you need access to additional apparatus or stations.

Related Articles

1. Events & Activities: Daily Log Overview
2. Events & Activities: Daily Log History Overview
   
3. Events & Activities:  Daily Log List Overview