Purpose Statement

Activity types serve as organizational categories for tracking personnel activities across incident documentation and training events. They enable departments to accurately categorize work for payroll processing, compliance reporting, and operational analysis. By establishing standardized activity types, departments can ensure consistent documentation practices and generate accurate payroll summaries that reflect the full scope of personnel activities.

Background Information

Activity types function as classification labels that help departments organize and track different kinds of personnel activities throughout First Due. These classifications appear in two primary areas:

Incident Documentation: When documenting incidents, activity types help categorize personnel involvement and generate accurate payroll summaries that reflect the nature of the work performed during emergency responses.

Activities and Training: For scheduled activities and training events, activity types categorize the purpose of each event, ensuring proper tracking in payroll summaries and providing clear documentation for certification requirements and compliance reporting.

Each activity type includes a name (the full descriptive title), a shortcode (abbreviated reference), and a color code (for visual identification in calendars and reports). This standardization ensures consistency across all modules and helps personnel quickly identify activity categories at a glance.

Common use cases include creating activity types for:

• Different incident response categories (structure fire, medical emergency, hazmat response)
• Training categories (live fire, classroom instruction, skills practice)
• Administrative activities (station duties, equipment maintenance, public education)
• Specialized operations (technical rescue, wildland firefighting, water rescue)

Required Permissions

Based on the functionality described, the following permissions are relevant for managing activity types:

• Personnel Module Setup - Required to access Personnel > Setup menu and configuration options

Video

Step-by-Step Guide

Accessing Activity Type Setup

1. Navigate to the Personnel Module setup area

   • Click on Personnel in the main navigation menu
   • Select Setup from the Personnel submenu
   • The Personnel Setup page will display with various configuration options
     

1. Open the Activity Types configuration

   • Locate and click on Activity Types in the setup menu
   • The Activity Types list page will load, displaying all existing activity types configured for your department
     

Creating a New Activity Type

3. Initiate the creation process

   • Click the Add Activity Type button located at the top of the Activity Types list
   • A new activity type form will appear with empty fields ready for configuration
     

3. Configure the activity type details

   • Name: Enter the full descriptive name for the activity type (e.g., "Structure Fire Response," "CPR Training," "Equipment Maintenance")
   • Shortcode: Enter an abbreviated reference code (typically 2-6 characters) for quick identification in reports and calendars
   • Color: Select a color from the color picker that will be used to visually identify this activity type in calendars, dashboards, and reports
   • Notes (optional): Add any relevant notes, guidelines, or descriptions that help clarify when this activity type should be used
   • Review all entries for accuracy
   • Click Save to create the new activity type
     

3. Verify the activity type was created

   • The system will return to the Activity Types list page
   • Your newly created activity type should appear in the list with all configured details
     

Managing Existing Activity Types

1. You can manage existing activity types by:
   • Clicking the pencil to edit them. 
   • Clicking the trash can to delete them. 
     

Best Practices

Establishing Naming Conventions

• Use clear, descriptive names that immediately convey the activity purpose
• Maintain consistent formatting across all activity type names (e.g., always use title case)
• Avoid abbreviations in the full name field; save those for the shortcode
• Consider organizing names with prefixes for related activities (e.g., "Training - CPR," "Training - HAZMAT," "Training - Technical Rescue")

Creating Effective Shortcodes

• Keep shortcodes brief but meaningful (typically 2-6 characters)
• Use standardized abbreviations that are widely recognized in your department
• Avoid creating shortcodes that could be easily confused with each other
• Document your shortcode system in the notes field or in department SOPs

Color Coding Strategy

• Develop a color scheme that groups related activities (e.g., all training activities in shades of blue, all emergency responses in shades of red)
• Ensure colors have sufficient contrast for visibility in various lighting conditions and on different devices
• Consider color-blind accessibility when selecting colors
• Maintain consistency with any existing department color standards

Organizational Tips

• Create activity types before scheduling events or documenting incidents to ensure proper categorization from the start
• Regularly review your activity type list to identify unused or redundant categories
• Consolidate similar activity types to prevent over-categorization
• Use the notes field to document specific guidelines for when each activity type should be used

Common Mistakes to Avoid

• Creating too many highly specific activity types that could be consolidated into broader categories
• Deleting activity types that are referenced in historical records without considering reporting impacts
• Using inconsistent naming patterns that make it difficult to locate activity types quickly
• Failing to communicate new activity types to personnel who will be using them
• Creating shortcodes that are too cryptic for personnel to remember or interpret

Troubleshooting & FAQs

Q: Can I change an activity type after it has been used in incident reports or training events? A: Yes, you can edit activity types at any time using the pencil icon. However, be aware that changes to the name, shortcode, or color will affect how this activity type appears in all historical records and reports where it was used. If you need to significantly change an activity type's purpose, consider creating a new activity type instead.

Q: What happens to historical data if I delete an activity type? A: Deleting an activity type may cause issues with historical records and reports where that activity type was previously assigned. Before deleting, review your incident documentation and training records to determine if the activity type is currently in use. Consider archiving or renaming activity types instead of deleting them if they contain historical data.

Q: How many activity types should I create? A: The ideal number varies by department size and operational complexity. Most departments function well with 15-30 activity types that cover their core operational categories. Avoid creating too many highly specific categories, as this can make selection cumbersome. Focus on categories that are meaningful for payroll tracking and operational analysis.

Q: Can different personnel see different activity types? A: Activity types are generally available department-wide once created. All authorized users who can document incidents or schedule training will see the same list of activity types. If you need to restrict certain activities to specific user groups, consider using permissions or creating separate event categories.

Q: The activity type I need isn't showing up when I'm documenting an incident. What should I check? A: First, verify that the activity type was successfully created by navigating to Personnel > Setup > Activity Types and confirming it appears in the list. If it exists but isn't available for selection, check that you're in the correct module (some features may have module-specific activity lists). If problems persist, contact your system administrator to verify your permissions.

Q: Can I use the same shortcode for multiple activity types? A: While the system may technically allow duplicate shortcodes, this is strongly discouraged as it will create confusion in reports and make data analysis difficult. Each activity type should have a unique shortcode to ensure clear identification across all documentation.

Q: How do activity type colors appear in reports and calendars? A: The colors you assign to activity types will display as background colors for events in calendar views and may appear as color-coded indicators in various reports and dashboards. The specific display varies by report type, but the color coding provides quick visual reference for personnel reviewing schedules and activity summaries.

Q: Can I export my list of activity types? A: Export capabilities may vary depending on your system configuration. Check with your system administrator about available reporting tools that can generate lists of your configured activity types, including their shortcodes and associated details.