Managing Occupancy Status - Active / Inactive
Purpose Statement
This feature allows authorized users to change occupancy status between Active and Inactive within the Pre-Planning module. Active occupancies appear in standard searches and operations, while Inactive occupancies are preserved in the system but hidden from normal view. This functionality helps departments manage their pre-plan database by temporarily or permanently removing outdated occupancies without losing historical data.
Background Information
Occupancy status management is essential for maintaining an accurate and current pre-planning database. Fire/EMS departments often need to deactivate occupancies due to building demolition, change of use, or temporary closures while preserving the associated data for compliance and historical purposes. The system maintains all occupancy data regardless of status, ensuring no information is permanently lost when changing status.
Common use cases include:
- Temporarily deactivating occupancies during construction or renovation
- Managing seasonal buildings or facilities
- Removing obsolete occupancies while preserving inspection history
- Organizing active pre-plans for field personnel access
Required Permissions
Users must have the following permissions to manage occupancy status:
- Pre-Planning Module Access: Required to access Pre-Plan Organizer
- Edit Occupancy Records: Necessary to modify occupancy status
- Advanced Search Access: Needed to locate specific occupancies using filtering
Step-by-Step Guide
- Navigate to Pre-Planning > Pre Plan Organizer.
- Find your Occupancy using Advanced Search.
- (A) Select the Advanced Search button
- (B) Use one or more filters to refine your search
- (C) Select the Search button
- To determine occupancy status, navigate to the "Columns to show" dropdown and select Address Status. This will reveal the occupancy Address Status column in the Pre-Plan Organizer.
- To change the occupancy status, locate the Address Status column and select theicon.
IMPORTANT: Once an occupancy has been set to inactive, the occupancy disappears from the Pre-Plan Organizer. The data is preserved even though the occupancy is no longer visible. An inactive occupancy can be reverted to active status, see steps 5 and 6. - To change the status of an occupancy to inactive, select Inactive from the dropdown menu in the dialog box. Next, select the Change button. To change the status of an occupancy from inactive to active perform step 4 and change the status from inactive to active.
Best Practices
- Document Status Changes: Maintain records of why occupancies were deactivated for future reference
- Regular Review: Periodically review inactive occupancies to determine if they should be reactivated or permanently archived
- Team Communication: Notify field personnel when frequently-used occupancies are being deactivated
- Batch Processing: Use Advanced Search filters to efficiently manage multiple occupancies with similar characteristics
- Verification: Always verify occupancy status changes took effect by checking the Address Status column
- Avoid Accidental Deactivation: Double-check occupancy selection before changing status to prevent unintended data hiding
Troubleshooting & FAQs
Q: An occupancy disappeared from my Pre-Plan Organizer. Where did it go? A: Check if the occupancy status was changed to Inactive. Inactive occupancies are hidden from standard view but preserved in the system.
Q: How do I view inactive occupancies? A: Use Advanced Search filters to specifically search for inactive occupancies, or contact your system administrator for guidance on viewing inactive records.
Q: Can I permanently delete an occupancy instead of making it inactive? A: Permanent deletion may not be available to all users. Inactive status preserves data while removing it from active operations. Contact your administrator for permanent deletion options.
Q: Will changing occupancy status affect inspection history or other related data? A: No. All associated data (inspections, pre-plan details, etc.) remains intact when changing occupancy status. Only the visibility in standard searches is affected.
Q: Can I bulk change the status of multiple occupancies?
A: The current process requires individual status changes. Use Advanced Search to filter and locate groups of occupancies that need status updates.
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