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Tracking Attendance for Long Incidents

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One of the Fire departments using FP2 recently had a fire that lasted a whopping 67 hours.  Their question was, “how do we document the time our firefighters spent on this incident in FP2?

When documenting an incident that lasts more than 24 hours, there are 2 main issues that need to be addressed:

1.How to account for the coming and goings of firefighters who may leave the scene and return at a later time.
2.Firefighters may be present for longer than 24 hours, and on different days.


Let’s look at how we’d normally tackle this. FP2 doesn’t normally allow the same firefighter to appear multiple times on the same incident- but in this case, it may be necessary.

First, to account for the comings and goings:


In the Main Menu Bar, select Set-up ->Custom Settings ->Incidents ->Personnel  ->Allow Duplicate Personnel checkbox-CHECK.

Figure 1: Attach Personnel records to the Incident more than once (to account for firefighters coming and going.) 'Allow duplicate personnel' checkbox is found at the bottom left of the screen.


Second, we want to account for Incidents that exceed 24 hours in duration:

Incident Report -> Times tab -> Incident Times column -> BIS Date, enter the final day of the Incident with the calendar button ->Save Report.

Figure 2: Back in Service Date (found at the bottom of the left column)


The Back-in-Service Date documents Incidents that last multiple days. Use the calendar button to log the day the Incident ended.

(Please note that the BIS Date is only to document Incidents that last longer than 24 hours. A firefighter can be tracked for attendance during any time of the day/night. A call that spans the evening into the early morning of the next day won't need the steps described in this tutorial, as long as the attendance record is not longer than 24 hours.)

This information will be included then on the Total Incident time for the report... but will not flow over to the firefighter attendance records.

Without calendar dates to define the times of attendance, the system cannot figure out accurate time measurement for individual firefighters.

The following steps have been created to provide FP2 with calendar dates so that it can accurately track time and record attendance records for incidents that last longer than 24 hours.

Tracking Attendance for Long Duration Incidents

1.Create the main Incident Report and complete with all pertinent information, including the attendance of Personnel through the Personnel Tab. Personnel in Attendance should include everyone who was present on the first day of the Incident.

Figure 3: Personnel Tab: Tracking Attendance.


Complete this report for the first calendar day of the Incident. This is our main Incident report.

2.Use the Assistant Reports tab for documenting additional days.

Click the green plus icon to add a record to the report, and select the Assistance radio button. Use this method to create separate assistance reports for each additional calendar day that the Incident lasted by changing the date field found at the top of the Record Window.

Figure 4: Add Assistant Reports to the core Incident Report for each additional calendar day that the Incident lasted.


3.Add Personnel that were present for each Calendar Day using the Personnel Tab.

Example: A fire started on May 25th and ended May 28th. We create an Incident Report and enter in the date field May 25th. We note when it ended by entering in the BIS date (shown in Figure 2). In this report all personnel that were in attendance on May 25th are listed in the Personnel Tab. We create an Assistant Report for May 26th and list the attendance for this day in the Personnel Tab. We create another Assistant Report to track attendance for May 27th, and another for May 28th.


4.Save the report.


       In  FP2 Version 1.199, we will be amending how the system reads personnel entered on the assistance reports-  to be able to calculate separate firefighters "on scene" from "total response personnel" in multiple attendance records. It will not change how the total staff hours are calculated.