Inspectors can add inspections to their calendar
Purpose Statement
This feature allows inspectors to seamlessly integrate assigned inspections into their personal calendars, improving scheduling efficiency and work planning. When inspectors receive assignment notifications, they can directly add inspection events to their preferred calendar application with pre-populated details and appropriate time blocking.
Background Information
Fire department inspectors often manage multiple inspections across various properties and timeframes. This calendar integration feature streamlines the scheduling process by automatically creating calendar events from inspection assignments. The system supports all major calendar platforms and intelligently handles different scheduling scenarios - whether inspections have specific times, dates only, or are unscheduled. This automation reduces manual data entry and helps inspectors maintain organized schedules while ensuring no inspections are overlooked.
Required Permissions
- Inspector role or equivalent user permissions
- Access to receive inspection assignment notifications via email
- No additional system permissions required within the Fire/EMS platform
- Personal calendar application access (user's own calendar permissions)
Video
Step-by-Step Guide
- Apple Calendar
- Google Calendar
- Microsoft Viva Calendar
- Mozilla Calendar
- Yahoo Calendar
Example email received by the Inspector:
This creates a calendar event:
- If the scheduled inspection has a scheduled date and time -> the event will be set to the selected date and time, and it will block one hour.
- If the scheduled inspection has a scheduled date but no time -> the event will be set to the selected date and block out the day.
- If the scheduled inspection has no scheduled date -> The event will be set to the current time.
- Users can change the event in any scenario before saving it in their calendars.
Best Practices
- Review Event Details: Always verify the pre-populated information matches your inspection requirements before saving
- Customize Time Blocks: Adjust the default time allocation based on the complexity and expected duration of your specific inspection
- Set Reminders: Configure calendar reminders to ensure adequate preparation time
- Include Travel Time: Consider adding buffer time for travel between inspection locations
- Sync Regularly: Ensure your calendar application syncs properly across all devices you use in the field
- Update Changes: If inspection details change, update your calendar event accordingly to maintain accurate scheduling
Troubleshooting & FAQs
Q: What happens if I don't see the "Add to Calendar" option in my email? A: Verify your email client is displaying HTML emails properly. Contact your system administrator if the feature consistently doesn't appear.
Q: Can I change the event after adding it to my calendar? A: Yes, you can modify any aspect of the calendar event after it's created, including date, time, duration, and notes.
Q: What if my preferred calendar isn't listed? A: The system supports the five major calendar platforms. For other calendar applications, you may need to manually create the event using the inspection details from the email.
Q: How does the system determine the time blocking for inspections? A: The system follows these rules:
- Scheduled date and time: Creates 1-hour block at specified time
- Date only: Creates all-day event
- No date specified: Creates event at current time
- All events can be customized before saving
Q: Will the calendar event update automatically if the inspection details change?
A: No, calendar events are static once created. You'll need to manually update your calendar if inspection details change after the initial creation.
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