Occupancy Log

Occupancy Log

Purpose Statement

The Occupancy Log allows inspectors to record visits, complaints, and phone conversations that aren't tied to formal inspections but are crucial for understanding the full occupancy history. This feature provides a comprehensive documentation system for all interactions and activities related to specific occupancies, ensuring complete record-keeping for compliance and reference purposes.

Background Information

The Occupancy Log serves as a centralized documentation hub for all non-inspection activities related to specific properties or occupancies. This feature is essential for fire prevention and inspection departments to maintain detailed records of all interactions, complaints, visits, and communications. The log provides historical context for inspectors and administrators, supporting better decision-making and compliance tracking. Common use cases include documenting complaint investigations, follow-up visits, phone consultations, and informal property assessments.

Required Permissions

  • Occupancy Log - Create: Allows users to create a log and only edit the logs they have created
  • Occupancy Log - Edit All or Delete: Allows editing any log, even if another user created it, and to delete logs created by any user

Video


Step-by-Step Guide


Permissions:




Occupancy Log - Create: Allows users to create a log and only edit the logs they have created.

Occupancy Log - Edit All or Delete: Allows editing any log, even if another user created it, and to delete logs created by any user.



1. Click in address column to open the Occupancy Record.
The Occupancy Record can be accessed by selecting the Address on these pages:
  1. Preplan Organizer
  2. My Assigned Preplans
  3. Inspection Organizer
  4. Inspections List
  5. My Inspections

Click in address column to open the Occupancy Record.



2. Click on Log.


Click on Log



3. Advanced search fields available:
  1. Log ID#, Date, Time, Duration, Log Entry Type, Involved Party, Log Entry, Logged By.






4. Click on Add Log to add an entry.


Click on Add Log to add an entry.



5. Create Entry Log modal.
  1. Date and time stamp is current time and can be edited. Duration is recorded in minutes.


Create Entry Log modal.



6. Select Type of Log Entry.


Select Type of Log Entry



7. Enter Log Entry text.
  1. Text is limited to 2500 characters per Log Entry.
  2. Note tools available for formatting text and adding a web link.

Enter Log Entry text.



8. Click on Add Attachment to upload an attachment.


Click on Add Attachment to upload an attachement.



9. Click on Create.


Click on Create



10. 130 characters of text will display.  Select "Show Log Entry" to display all text (#1). Occupancy Log Entry can be edited or deleted (#2) with permissions as described above.


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Best Practices

  • Document all significant interactions immediately while details are fresh
  • Use consistent terminology and formatting across all log entries
  • Include specific details such as names, times, and outcomes
  • Attach relevant photos, documents, or correspondence when available
  • Use the appropriate log entry type to ensure proper categorization
  • Keep entries concise but comprehensive within the 2500 character limit
  • Review and verify accuracy before creating entries, especially dates and times

Troubleshooting & FAQs

Q: I can't edit a log entry I need to modify. What should I do? A: Check your permissions. You need "Occupancy Log - Edit All or Delete" permission to edit entries created by other users.

Q: My text is being cut off when I try to save a log entry. Why? A: Log entries are limited to 2500 characters. Use the character counter and consider breaking longer entries into multiple logs if necessary.

Q: Can I delete a log entry after it's been created? A: Only users with "Occupancy Log - Edit All or Delete" permission can delete any log entries. Users with "Occupancy Log - Create" permission can only edit their own entries.

Q: How do I access occupancy logs from different areas of the system? A: Access is consistent across all modules - click on the address column from Preplan Organizer, My Assigned Preplans, Inspection Organizer, Inspections List, or My Inspections, then select the Log tab.




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