Command: Messaging

Command: Messaging

Purpose Statement

The Messaging feature in the Command Module enables incident commanders and authorized users to communicate with First Due system users by sending targeted messages to individuals or groups, utilizing pre-configured message templates for common communications, creating custom messages up to 500 characters, and managing message distribution based on user profile notification preferences. This communication tool supports incident notifications, personnel alerts, and operational updates while respecting user-defined message delivery methods.

Background Information

Effective incident management often requires rapid communication with personnel beyond those actively on scene, including notifications to off-duty personnel, alerts to specific groups or districts, and updates to command staff or specialized teams. The Messaging feature provides a structured communication platform integrated within the Command Module for these purposes.

Access and Interface

  • Messaging is accessed through the Options menu on the command board
  • Provides interface for composing and sending messages to First Due system users
  • Integrates with user profile notification preferences for message delivery

Recipient Selection Options

  • All Users: Select all system users simultaneously
  • Search Function: Find specific users by name or filter by criteria
  • Filter Categories: Qualifier, Rank, Group, Rotation, District
  • Duty Status Filters: Board Time (on-duty/off-duty personnel)
  • Multiple recipients can be selected for a single message

Message Templates

  • Pre-configured message templates available for selection
  • Templates can be created from the template list
  • Selecting a template overwrites any text currently in the message field
  • Templates can be saved for future use
  • Templates can be deleted when no longer needed

Message Composition

  • Maximum message length: 500 characters
  • Text field for custom message creation
  • Option to use templates or compose original messages
  • Supports attachments and pictures (affects delivery method)

Message Delivery Behavior

  • Send Now: Delivers message immediately to selected users
  • Message Delivery Method: Based on user profile notification preferences
  • Standard Messages: Sent according to user's configured message options (SMS, email, push notification, etc.)
  • Messages with Attachments: Automatically sent via email format only, regardless of user preferences

Template Management

  • Create new templates from composed messages using "Save as Template"
  • Name templates for easy identification and future use
  • Delete obsolete templates using trash can icon with confirmation

Required Permissions

Users must have the appropriate level of the Incident Commands permission configured in their role:
  1. Read: View command boards in read-only mode
  2. Update: Modify command board settings and information
  3. Create: Initiate new command boards and add custom items
  4. Delete: Remove command board elements and complete incidents

Alert
Additional permissions may be required for specific functions like messaging and roster access based on integrated modules.

Video 


Step by Step Guide

1. Select Messaging within the options menu.






2. In the pop-up window the following options are available:
  1. 2A.  Select toggle to send to all Users.
  2. 2B.  Type names of Individual Users, Groups, Qualifiers, or Ranks that you wish to send a message.
  3. 2C.  Select from the list of Message Templates if desired 
  4. 2D   Enter the message into the text field (500 character limit).
  5. 2E.  Add an image to the message  (NOTE:  If an image is attached, the message will only be sent in email format).






3. Selecting Send Now (if no attachments have been added) will send the message to all selected Users in the format(s) that they have chosen as their preference within their First Due Profile. 






4. If Send as Email Only is selected, the message will be sent in Email format only regardless of any Users selected preferences. 



5. To save a message as a template:
  1. 5A.  Type the desired message
  2. 5B.  Select Save as Template
  3. 5C.  Enter a Name for the Message Template and Select Save





Best Practices

Do's

  • Use descriptive template names that clearly indicate the message purpose for easy identification
  • Review selected recipients before sending to ensure the message reaches the intended audience
  • Keep messages concise and focused within the 500-character limit
  • Use message templates for frequently sent communications to ensure consistency and save time
  • Verify that critical messages include all necessary information before sending
  • Consider user profile notification preferences when timing message delivery

Don'ts

  • Don't forget that selecting a template overwrites any text currently in the message field—compose or save custom messages before selecting templates
  • Don't exceed the 500-character message limit, which may cause message truncation
  • Don't add attachments to messages unless necessary, as it forces email-only delivery regardless of user preferences
  • Don't send messages to "All Users" unless the information is truly relevant to the entire department
  • Don't create excessive duplicate templates that clutter the template list
  • Don't forget to delete obsolete templates to maintain an organized, current template library

Tips & Recommendations

  • Create message templates during pre-incident planning for common scenarios (recall notifications, incident updates, resource requests, etc.)
  • Use search filters strategically to target specific groups (on-duty personnel for immediate response, specific ranks for command notifications, districts for geographic alerts)
  • Coordinate with dispatch and communications personnel to avoid redundant notifications through multiple systems
  • Establish department protocols for when command module messaging should be used versus other communication methods
  • Review and update message templates periodically to ensure they remain current and relevant
  • Consider creating templates for different incident types or operational needs to streamline communication during emergencies

Troubleshooting & FAQs

Q: How do I know how my message will be delivered to recipients?
A: Message delivery is based on each user's configured message options in their First Due profile. Users can set preferences for SMS, email, push notifications, or other delivery methods. However, if you add attachments or pictures to your message, it will be sent via email format only to all recipients regardless of their profile preferences.

Q: What happens if I select a template after I've already typed a message?
A: Selecting a template will overwrite any text currently in the message composition field. If you've composed a custom message and want to preserve it, either send it first or save it as a template before selecting a different template.

Q: Can I edit a message template after creating it?
A: The messaging interface allows you to delete templates but does not provide direct template editing. To modify a template, select it to load the content, make your changes in the message field, then save it as a new template with the same or different name. Delete the old template if it's no longer needed.

Q: Is there a limit to how many recipients I can select?
A: The interface allows selection of multiple recipients including the "All Users" option. Specific numerical limits may depend on system configuration. For very large distribution lists, consider whether the message is truly relevant to all selected recipients.

Q: What happens if a user's notification preferences are set to receive no messages?
A: Messages will be delivered according to each user's profile notification preferences. If a user has disabled message notifications in their profile, they may not receive the message unless it contains attachments (which forces email delivery).

Q: Can I schedule messages to be sent at a later time?
A: The current messaging interface provides "Send Now" functionality for immediate delivery. Scheduled or delayed messaging would require alternative methods or system features beyond the command module messaging tool.



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