Add Occupancy Record

You should add occupancy records for every property that your department inspects or builds preplans for.

Note: If you delete an occupancy record that has associated inspections, you are prompted to delete the related inspections. If you opt to leave the inspection records, the inspection records are not accessible until you add an occupancy record that uses the Occup ID of the deleted occupancy record.

  1. From the File menu, select the Occupancy Management option Occupancies and Preplans option.

  2. (If the Occupancy form with the last modified record is opened) Press New (or Ctrl + N) to add a new record.

  3. (If a blank Occupancy form is opened) You are ready to enter a new occupancy.

  4. (If the Query form is displayed) Press Cancel to add a new record.

  5. Type a description of the occupancy in Occupancy Name.

  6. Type an Occupancy ID, or if auto-generate IDs is enabled in Administration Options, press Tab to let the program assign an ID.

    Occupancy ID is used throughout the system to identify specific occupancies.

  7. Type or lookup a valid station codes for the Station that would respond to an incident at this occupancy.

    Note: These fields can be helpful in generating specific reports. For example, if you add station information to each occupancy, you can run the Occupancy List by Station report.

  8. Enter or lookup a Property ID. This field allows multiple occupancies to be associated with a single property.

    Note: Use property ID to associate occupancies together when they are on the same property or under the same roof. Examples include separate apartment buildings in a complex, strip malls, schools, and manufacturing facilities.  

  9. Enter the occupancy address information into the address fields.
  10. Type the Parcel ID assigned for the occupancy.

    If your area does not use parcel IDs, you can use this field to track other numbers assigned to specific occupancies (for example, box numbers). You can enter a maximum of 22 characters in this field.

  11. Press Supplemental Address to add additional location information like latitude and longitude, zone, county, and township.
  12. Press OK when finished.
  13. Check Self-Inspected Occupancy to mark this occupancy as self-inspected.

    This attribute can be used to limit lists of occupancies to be inspected.

  14. Check Primary Occupancy to mark the occupancy as the primary occupancy record of occupancies using a common Property ID.
  15. Check Hide Occupancy in Lookups to remove the occupancy from lookups.

    This should not be checked if you will use the Occupancy ID in incident reports.

  16. Response District and Inspection District both use the District lookup code.

    This allows for two separate values since they may be different.

  17. Click the Building tab.
  18. Specific Property Use is the only required field, but other fields in this section are used in incident reports when there are certain types of fire at the occupancy.

    NFIRS incident reports can include building information for certain incident types. When you complete a NFIRS incident report and use an Occupancy ID, building information associated with the occupancy is automatically inserted.

  19. Complete remaining fields as needed then save and close form.

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