Purpose Statement

The Full Occupancy Record print option enables fire inspectors and pre-planning personnel to generate comprehensive PDF documents containing complete occupancy data from the Pre-Plan Organizer. This feature provides inspection teams with physical reference documentation of all building information for field inspections, emergency planning, pre-incident strategy development, and compliance record keeping. The printed records include all occupancy fields organized into logical sections, ensuring personnel have access to critical property information even when digital systems are unavailable.

Background Information

• Field inspection reference documents for building surveys
• Pre-incident planning packets for training sessions
• Physical backup records for critical infrastructure properties
• Compliance documentation for regulatory submissions
• Station-based reference materials for first-due response areas

• Access to the Pre-Plan Organizer module
• At least one occupancy record in the system
• Appropriate permissions to view occupancy data
• PDF viewing capability (browser or dedicated reader)

Required Permissions

• Pre-Plan Organizer Access: View permission for the Pre-Plan Organizer module
• Occupancy Data Access: Read permission for occupancy records
• Print Function Access: Permission to generate reports and print documents from the Pre-Plan Organizer

Step-by-Step Guide

1. Locate the occupancy records you want to print using filters or search
2. Click the checkbox next to each occupancy you want to include
3. For multiple records, select up to 1,000 occupancies in a single print job
4. The system will highlight all selected records
   
5. Can bulk print or print individual occupancy from the Actions column
   

1. Click the Print button in the toolbar or the Bulk Actions dropdown
2. A dropdown menu will display available print format options

1. From the print options dropdown, select Full Occupancy Record
2. The system will prepare to generate a comprehensive PDF with all occupancy data

1. Click Confirm or Generate to initiate the print process
2. The system will compile all selected occupancy records into a single PDF document
3. Wait for the processing indicator to complete (time varies based on number of records selected)

1. The PDF will automatically open in a new browser tab or window
2. Review the document to ensure all expected records are included
3. Save the PDF to your local device or network location as needed
4. Print physical copies using your browser's print function or PDF reader
   

​Permission-Based Field Visibility

The Full Occupancy Record print function respects field-level permissions. 

Only fields you have permission to view in the system will appear in your 

generated PDF. This ensures sensitive occupancy data remains restricted 

to authorized personnel. If fields are missing from your printout that 

other users can see, contact your system administrator to review your 

field permissions.

Best Practices

Selection and Organization:

• When printing multiple records, organize your selection by geographic area or inspection route for field efficiency
• Use consistent naming conventions when saving PDF files for easy retrieval (e.g., "District3_Occupancies_2025-10-06.pdf")
• Limit batch prints to operationally relevant groupings rather than maximum capacity to reduce file size and processing time

Data Quality Review:

• Review generated PDFs for empty fields that may indicate incomplete data entry
• Use printed records as checklists during field inspections to identify information gaps
• Update occupancy records in the system promptly after field visits to maintain current data

Document Management:

• Store printed records in secure locations when they contain sensitive property information
• Establish retention schedules for physical and digital copies according to departmental policies
• Version control: Include print date in filenames to track when records were generated

Operational Usage:

• Print updated records before scheduled inspections to ensure field personnel have current information
• Include Full Occupancy Records in pre-incident planning packets for apparatus locations
• Distribute records to relevant personnel (company officers, training staff) as part of familiarization programs

Common Mistakes to Avoid:

• Don't assume all fields are complete—always review for empty fields requiring data collection
• Avoid printing excessively large batches that may cause performance delays
• Don't rely solely on printed records—ensure digital records remain the authoritative source
• Never share printed records containing sensitive information with unauthorized personnel

Troubleshooting & FAQs

Q: The Full Occupancy Record option doesn't appear in my print dropdown menu. Why?

A: This typically indicates a permissions issue. Verify you have access to the Pre-Plan Organizer module and print function permissions. Contact your system administrator to review and adjust your user permissions if needed.

Q: My PDF contains empty fields. Is this an error?

A: No, this is intentional. The Full Occupancy Record displays all fields even when empty to maintain consistent formatting and help identify data gaps that need to be filled during inspections.

Q: How do checkbox fields display in the printed PDF?

A: Checkbox fields display as "Yes" when checked and "No" when unchecked, making the status clear in the printed document.

Q: What happens with multi-select dropdown fields?

A: Multi-select fields display only the values that were selected in the system. If no values are selected, the field appears empty.

Q: Can I print legacy occupancy fields?

A: No, only Enhanced fields are supported in the Full Occupancy Record print function. Legacy field data will not appear in the generated PDF.

Q: The PDF generation seems slow. Is something wrong?

A: PDF generation time varies based on the number of records selected and system load. Large batch prints (500+ records) may take several minutes to process. If the process exceeds 10 minutes or fails, try reducing the number of selected records and contact support if issues persist.

Q: How are records organized when printing multiple occupancies?

A: Each occupancy record begins on a new page in the PDF. Records are organized in the order they were selected, with all fields grouped into standardized sections (Summary, Demographics/Info, Area, Access, Construction, Occupancy Loads, Risk Assessment, Resources Requirements, and Needed Fire Flow).

Q: Can I customize which sections or fields appear in the print output?

A: No, the Full Occupancy Record print function generates a standardized format containing all available Enhanced fields. This ensures consistency and completeness across all printed records.

Q: What should I do if I notice fields missing from the PDF that exist in my occupancy record?

A: Verify that the missing fields are Enhanced fields (not Legacy fields). If Enhanced fields are missing, document which fields and contact First Due support for assistance.

Q: Is there a limit to how many occupancies I can print at once?

A: Yes, the system supports batch printing of up to 1,000 occupancy records in a single PDF generation. For larger print jobs, divide selections into multiple batches.