Project codes in First Due allow fire and EMS departments to categorize and track personnel assignments to specific initiatives, training programs, grants, or operational projects. This feature enables administrators to organize activities, allocate resources effectively, and generate accurate reports for funding compliance, grant tracking, and departmental analytics. By implementing project codes, departments can maintain clear documentation of personnel involvement across multiple concurrent projects while simplifying payroll tracking and resource allocation.
Project codes serve as organizational tags that can be applied throughout the First Due platform to activities, training sessions, incidents, and time entries. They are particularly valuable for departments managing multiple concurrent initiatives such as federal grants (SAFER, AFG), special operations teams, community outreach programs, or interdepartmental projects requiring specific tracking and reporting.
Common use cases include:
To create and manage project codes, users must have:
Click the Add Project Code button to open the project code creation form
Enter a descriptive project code name in the designated field
Type a short code in the abbreviated name field
Choose a color to visually associate with the project code
Click Save to finalize the project code creation
Once project codes are created, you can manage them using the following tools:
Reorder project codes: Click and drag the four-arrow icon to adjust the position of codes in the list
Edit a project code: Click the pencil icon to modify the name, short code, or color
Delete a project code: Click the trashcan icon to remove codes that are no longer needed
Set the default project code: Click the star icon to designate a code as the default selection
Project Code Naming Conventions:
Color Assignment Strategy:
Default Code Selection:
Project Code Management:
Common Mistakes to Avoid:
Q: Can I rename a project code after it has been assigned to activities? A: Yes, you can edit project code names, short codes, and colors at any time using the pencil icon. Changes apply immediately throughout the platform, and historical assignments remain intact. However, ensure name changes don't create confusion in historical reporting or grant documentation.
Q: What happens to historical data if I delete a project code? A: Deleting a project code may affect historical reporting and data integrity. Before deletion, verify the code is not referenced in active grants, ongoing projects, or archived records you need to maintain for compliance. Consider marking codes as inactive rather than deleting them if you need to preserve historical associations.
Q: Why can't I see the project code option when creating activities? A: Verify that: (1) You have appropriate permissions to use project codes in that module, (2) Project codes have been created in the Personnel setup, and (3) The specific activity type supports project code assignment. Some activity types may have restrictions based on your department's configuration.
Q: How many project codes can I create? A: While First Due doesn't impose a strict limit, best practice recommends maintaining a manageable number of active codes (typically 10-20) to prevent selection confusion. Archive or delete obsolete codes regularly to keep the active list focused on current departmental priorities.
Q: Can project codes be used for payroll tracking? A: Yes, project codes integrate with First Due's time tracking and scheduling features, making them valuable for grant-funded position tracking and specialized assignment compensation. Coordinate with your payroll administrator to ensure project codes align with your department's payroll categories and reporting requirements.
Q: The color I selected isn't displaying clearly in the calendar view. Can I change it? A: Yes, edit the project code using the pencil icon and select a different color. Test the new color in various views (calendar, shift board, mobile app) to ensure adequate visibility and distinction from other project codes.
Q: How do I establish which project code should be the default? A: Analyze your department's most common activities and assignments. The default should represent the project code used most frequently across all personnel and operational areas. Review default settings quarterly to ensure they align with current departmental priorities and seasonal operations.