Setup & Onboarding
Live in About 3 Hours.
No implementation consultant. No 6-week rollout. Four sequential phases — department setup, configuration, people, then live. Chiefs do it themselves.
Phase 1 Foundation — Department Identity & Fleet ~30 min
01
Upload Logo & Station Details
Logo appears in nav bar. FDID, State Code, NFIRS Registry ID — required for incident reporting setup.
Settings → General 02
Add All Apparatus
Every vehicle in your fleet. Unlocks: Inventory location, Drill apparatus usage, Checklists, SCBA assignment, Maintenance logs.
Settings → Apparatus 03
Configure Gear Types
Define PPE categories (Helmet, Coat, Pants, Boots…) and Expected Life Years. Drives automatic replacement forecast dates.
Settings → Gear Types Phase 2 Configuration — Dropdowns, Skills & Permissions ~60 min
04
Review All Dropdown Options
Customize Member Status, Drill Types, Gear Conditions, Training Types to your department's terminology.
Settings → Dropdown Options 05
Add Officer Positions
Chief, Asst. Chief, Captain, Lieutenant, Safety Officer, Training Officer. Sets term limits. Populates Officer Terms module.
Settings → Officer Positions 06
Configure Onboarding Steps
Application, Background Check, Gear Issued, Medical, OSHA Training. Auto-assigned to every new member record.
Settings → Onboarding Steps 07
Set Up Inventory Categories & Locations
Categories, Rooms, Lockers/Compartments. Enables precise station inventory location tracking.
Settings → Inventory / Locations 08
Add Vendors & Issuers
Suppliers for inventory and maintenance. Certification-issuing organizations (State Fire Academy, Red Cross, etc.).
Settings → Vendors / Issuers 09
Build the Skills Catalog
Add all tracked competencies with NFPA references, categories, Required For classification. Drives drill sign-off sheets.
Settings → Skills Catalog 10
Configure Evolution Bands
0–30 days = Current (green), 31–90 = Still Good (amber), 91–180 = Review Needed (orange), 181+ = Overdue (red).
Settings → Evolution Bands 11
Set Role Permissions
Configure Officer and Member access levels per module. Read vs. Read/Write vs. None. Affects all users immediately.
Settings → Role Permissions 12
Configure Email (SMTP)
Enable automated certification expiry alerts, onboarding notifications, and system messages. Required for email delivery.
Settings → Email Configuration Phase 3 People — Users, Members & Records ~60 min
13
Create User Accounts
Admin, Chief, Officer, Member accounts. Link each to a member record. Controls login access and what each person sees.
User Management 14
Import / Add All Members
Full roster with status, classification, badge numbers, contact info, join dates. Foundation for all people-related modules.
Member Roster 15
Add Member Certifications
Enter current certs for each member with issue and expiry dates. System begins monitoring immediately.
Certifications module 16
Enter Existing Gear Records
Assign gear to each member with purchase/issue date. Replacement forecast starts calculating from day one.
Gear & PPE module 17
Add SCBA Units & Mask Fits
Enter existing SCBA fleet with hydrostatic dates. Record current mask fit test dates per member.
SCBA & Air Bottles 18
Add Hose Inventory
Enter hose sections with last test date. System flags sections due for annual service testing.
Fire Hose Testing Phase 4 Go Live — First Drill & Full Operations ~30 min
19
Run Your First Drill
Create a drill record, take attendance, run skill sign-offs. Finalize — watch LOSAP credits auto-post to all members.
Drill Management 20
Log Your First Call
Enter a call log record with incident type, apparatus, and responding members. LOSAP call credits post automatically.
Call Log 21
Run Your First Apparatus Check
Complete a daily checklist on your first apparatus. Verify the digital record is timestamped and stored correctly.
Apparatus Checklists 22
Review Your First Dashboard
Certification alerts, LOSAP standings, gear lifecycle, recent activity — all live from your first data entries.
Main Dashboard Coming From Spreadsheets or Another System?
We support data import from CSV exports and common fire records systems. For Standard and Multi-Station plans, we can assist with data migration so you start with your existing records intact — not starting from zero.