Managing the Occupancy Record

Managing the Occupancy Record

Purpose Statement

The Occupancy Record management feature allows fire department personnel to efficiently navigate, view, and update comprehensive property information including occupancy details, contacts, pre-planning data, permits, inspections, violations, invoices, and attachments. This centralized system ensures accurate property data maintenance and supports effective fire prevention and inspection operations.

Background Information

The Occupancy Record serves as the central hub for all property-related information within the Fire/EMS platform. This feature is essential for fire prevention officers, inspectors, and administrative personnel who need to maintain accurate property databases, schedule inspections, track violations, and manage compliance documentation. The system integrates multiple data types into a single, accessible interface that supports both field operations and administrative functions.

Required Permissions

To manage Occupancy Records, users must have the following permissions:

  • Inspection Module Access
  • Occupancy Record Edit/Update permissions
  • Contact Management permissions
  • Pre-planning Data Access (if updating pre-plan information)
  • Attachment Management permissions (for file uploads/deletions)

Video



Step-by-Step Guide

1. Click on Inspections.


Click on Inspections



2. Click on Inspection Organizer.


Click on Inspection Organizer



3. Select an inspection type and then change.


Select an inspection type and then change.




4. Enter the address of the Occupancy to update.


Enter the address of the Occupancy to update.



5. Click on Search.


Click on Search



6. Click on the address.


Click on the address.



7. Fields at the top of the record can be updated.


Fields at the top of the record can be updated.



8. Click on Occupancy, update Occupancy data as needed
Click on Occupancy, update Occupancy data as needed

Notes
Note: This is the only location to update an address in the database.



9. Click on Contacts, update contacts as needed.






Add/Edit Contact Modal:





10. Click on Pre-planning. Update Pre-planning data as needed.


Click on Pre-planning. Update Pre-planning data as needed.




11. Click on Permits. Update Permit data as needed.


Click on Permits. Update Permit data as needed.




12. Click on Inspections. Schedule Inspections, view completed inspections, start scheduled Inspections, schedule reinspection's, view email status, cancel inspections, and delete inspections.







13. Click on Violations. View Violations as needed.


Click on Violations. View Violations as needed.



14. Click on Invoices. Add Invoices, edit invoices, delete invoices and view line items list.


Click on Invoices. Add Invoices, edit invoices, delete invoices and view line items list.




15. Click on Attachments - Add, view, and delete attachments.


Click on Invoices. Add, view, and delete attachments.
Notes
Note: Attachments here do not display in the preplan.



16. Click on Print Data to print occupancy data.


Click on Print Data to print occupancy data.




17. Select Print Options.


Select Print Options



18. Click on Print.


Click on Print





19. Click on Preplan Map to view the preplan map.


Click on Preplan Map to view the preplan map.



21. Click on Save to save any changes.


Click on Save to save any changes.

Best Practices

  • Always verify address accuracy when updating occupancy data, as this is the system's single point of address management
  • Regularly update contact information to ensure accurate communication during emergencies
  • Maintain current pre-planning data to support effective emergency response
  • Use descriptive file names when adding attachments for easier identification
  • Review violation status regularly to ensure compliance tracking
  • Schedule follow-up inspections promptly to maintain inspection cycles
  • Keep permit information current to support compliance reporting

Troubleshooting & FAQs

Q: Why can't I find the property I'm searching for? A: Verify the address format and spelling. Try searching with partial address information or check if the property exists in the system.

Q: My changes aren't being saved. What should I do? A: Ensure you click "Save" before navigating away from the record. Check that you have proper edit permissions.

Q: Can I update the address from other locations in the system? A: No, the Occupancy tab within the Occupancy Record is the only location where address information can be modified in the database.

Q: Why don't my attachments appear in the preplan? A: Attachments added through the Occupancy Record's Attachments tab are separate from preplan attachments and will not display in preplan views.

Q: How do I know if an inspection email was sent successfully? A: Check the email status within the Inspections tab of the Occupancy Record to verify delivery status.


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