Purpose Statement

Personnel Module Settings allow administrators to customize how personnel information displays across the First Due platform and control what information end-users can update in their own personnel records. These settings ensure consistent personnel data presentation while empowering users to maintain accurate contact information and communication preferences.

Background Information

The Personnel Module Settings serve as the central control point for how personnel information appears throughout First Due and what self-service capabilities users have for maintaining their profiles. The banner configuration determines how personnel are identified in lists, reports, and workflows across the platform, while user permission settings balance data integrity with the practical need for users to keep their contact information current.

These settings are particularly important for emergency services organizations where accurate personnel identification and current contact information are critical for scheduling, dispatch, and communication. By allowing users to update specific profile elements, departments reduce the administrative burden on supervisors while ensuring personnel can maintain their own contact details and notification preferences.

Common use cases include customizing banner displays to match department badge formatting, enabling field personnel to update mobile numbers for emergency contact, and allowing users to manage their scheduling notification preferences without requiring administrator intervention.

Required Permissions

To configure Personnel Module Settings, users need:

• Personnel Module Setup - Access to personnel module settings

Video

Step-by-Step Guide

Accessing Personnel Module Settings

1. Navigate to Personnel > Setup in the main menu
2. Locate the General Settings section on the configuration page
   

Configuring the Personnel Banner

3. Review the banner customization options, which control how personnel appear throughout the platform:

   • Name Order - Select how names display (e.g., "Last, First" or "First Last") using the dropdown menu
   • Additional Banner Items - Choose up to three additional identifiers to display alongside the name
     

3. Select additional banner items from the available options:

   • Rank - Displays the personnel member's current rank or position
   • Agency ID - Shows the unique identifier assigned to the personnel member
   • Start Date - Displays when the personnel member began employment
     

3. Preview your banner configuration using the live preview that appears as you make selections. This preview shows exactly how personnel information will display in lists, dropdown menus, and throughout the platform.
   

Setting User Permission Controls

6. Configure what end-users can update in their own personnel records by enabling or disabling the following permissions:

   • Update Headshots - Allow users to upload and change their profile photos
   • Update Phone Numbers - Enable users to modify their contact phone numbers
   • Update Email - Permit users to change their email addresses
   • Adjust Scheduling Messaging Options - Allow users to control their scheduling notification preferences
     

6. Consider which permissions align with your department's data governance policies and operational needs when making these selections.
   

Saving Your Configuration

8. Click Save to apply all changes to the Personnel Module Settings
   

8. Verify your changes by navigating to a personnel record and confirming the banner displays as configured
9. Test user permissions by attempting to update your profile elements
   

Best Practices

Banner Configuration:

• Choose a name order that matches your department's standard formatting on badges, rosters, and official documents for consistency across systems
• Select banner items that provide the most useful at-a-glance identification for your personnel - rank and agency ID are typically the most valuable for emergency services
• Limit banner items to the most essential information to avoid cluttering the display in lists and dropdown menus

User Permission Management:

• Enable headshot updates to ensure profile photos stay current without requiring administrator intervention
• Allow phone number and email updates so personnel can maintain accurate contact information for emergency notifications
• Consider enabling scheduling messaging options so users can manage their own notification preferences based on their individual needs
• Balance user autonomy with data integrity - some departments may require administrator control over email addresses if they're tied to system authentication

Department-Specific Considerations:

• For departments with complex rank structures, including rank in the banner helps quickly identify command hierarchy
• Fire departments using apparatus staffing may benefit from displaying agency ID to match staffing rosters
• EMS agencies might prioritize start date display for tracking certification renewal schedules
• Volunteer departments should consider enabling all user permissions to reduce administrative overhead

Avoiding Common Mistakes:

• Don't disable all user permissions - this creates unnecessary administrative burden for updating routine contact information
• Avoid selecting banner items that contain sensitive information that shouldn't be widely visible
• Test banner configuration in different views (lists, dropdowns, reports) before finalizing to ensure readability
• Don't change banner formatting frequently, as users rely on consistent personnel identification

Troubleshooting & FAQs

The banner preview isn't showing my changes

• Ensure you've selected both a name order and at least one additional banner item
• Clear your browser cache and refresh the page
• Verify you have proper permissions to view personnel records

Users can't update their profiles even though permissions are enabled

• Confirm the user has the "Personnel - Can View Own Profile" permission enabled in their role
• Check that the specific update permission (headshot, phone, email, or messaging) is saved in the settings
• Verify the user is attempting to update their own record, not another personnel member's profile

Banner displays are inconsistent across different areas of the platform

• Some legacy views may not reflect the latest banner configuration immediately
• Contact First Due support if banner formatting doesn't update after saving and refreshing
• Ensure all users clear their browser cache after banner configuration changes

Should I allow users to update their email addresses?

• Consider your authentication method - if users sign in with email addresses, allowing changes may require additional email verification steps
• Departments using SSO authentication can typically enable email updates safely
• If email changes affect system access, keep this permission disabled and handle updates through your administrator workflow

What happens if I change the banner configuration after data is already entered?

• Banner changes only affect how information displays, not the underlying data
• Existing personnel records will immediately show the new banner format
• Reports and exports will reflect the current banner configuration
• Historical data remains intact regardless of banner display changes

Can different user roles have different self-update permissions?

• The Personnel Module Settings apply globally to all users who have the base "Personnel - Can View Own Profile" permission
• To restrict certain user types from updating specific fields, disable those permissions in the Personnel Module Settings and handle updates administratively
• For more granular control, consider using role-based permissions in combination with these settings