Keeping Pre-Plans Current: Reviews, Crews, and Batch Printing

A pre-plan is only useful if someone has walked the building recently. Command Established tracks when each pre-incident plan is due for review, reminds the right people, and lets you hand a whole set of reviews to a crew instead of chasing individuals. This article covers the review workflow end to end, plus a few things that make the day-to-day easier: viewing PDF attachments without downloading them, categorizing plans, filtering by status, and printing a batch.

Pre-plans live in the Pre-Plans module in the sidebar (press G then P from anywhere in the app to jump there). Every pre-plan has three tabs: Overview, Map, and Files.

Pre-Plan Status: Draft, Active, Needs Review

Every pre-plan has one of three statuses:

• Draft — still being written. Set this yourself in the Basic Information dialog.
• Active — complete and current.
• Needs Review — due for a walk-through. An Active plan flips to Needs Review automatically the day after its review due date, in your department's local time. You can also pick it by hand in the Basic Information dialog if you know a plan is out of date before the due date arrives.

Reviewing the plan (see below) puts it back to Active and rolls the due date forward.

Assigning a Review

Open the pre-plan, stay on the Overview tab, and find the Assignment & Review card. Click the pencil (Edit section) to open the form.

Assign To: a crew, a person, or both

The Assign To picker lists your department's Crews and People. You can pick one of each, so there are three ways to assign a plan:

When you pick a crew without a person, the picker reminds you: "Anyone in this crew can review it. Add a person to make one reviewer accountable."

If a plan has no assignee at all (or it is assigned to a crew only and that crew has been archived or has no active members), reminders go to department admins and owners instead, so nothing falls through the cracks. A crew + person plan always goes to the named person, even if the crew is later archived.

Scenario: the training officer and Engine 2. You want Engine 2's crew to re-walk the six commercial buildings in their first-due area this quarter, and you don't care which member does each one. Open each of the six pre-plans, edit Assignment & Review, choose the Engine 2 crew under Assign To, leave the person blank, set a due date, and save. All six count toward every Engine 2 member's My Pre-Plans dashboard widget (it lists five rows and a View all 6 link), and when the reminder fires, everyone on the crew roster hears about it. If a member later claims one, add their name on top of the crew and the reminders for that plan narrow to just them.

There is no multi-select "assign these ten" action on the list today; assignment is set plan by plan. To keep tabs on the crew's queue afterward, filter the list by the Assignee column and pick the crew. That filter only matches plans where the crew is the sole assignee; once a member's name is added on top of the crew, the plan shows under that person instead.

Review Cadence and Due Dates

• Review Cadence — None (one-time review), Monthly, Quarterly, Every 6 months, Annually, or Custom (days) (up to 365).
• Due Day of Month — for monthly and longer cadences, pick the 1st through 28th or Last day of month. "Last day" always lands on the true end of the month.
• Next Due Date (recurring) or Due Date (one-time) — the plan shows as Needs Review starting the day after this date.
• Remind Assignee (days before due) — how far ahead the early reminder goes out. Default is 7 days; set it to 0 to turn the early reminder off. If the due date is already inside that window when you save (a 7-day reminder on a plan due tomorrow, say), the early reminder sends right away rather than being skipped.

Who gets notified, and when

Two notifications are tied to each due date (a date that has already passed when you save it schedules neither):

• Pre-plan review due soon — sent the configured number of days before the due date.
• Pre-plan review due — sent at the end of the due day.

Both go to the audience in the table above. Because the crew roster is resolved at send time, someone who joins Engine 2 next month will get the reminders for plans assigned to Engine 2; someone who leaves stops getting them.

Completing a Review

When a plan is in Needs Review, anyone with Update access on Pre-Plans sees a green Mark as Reviewed button in the pre-plan header. Being assigned to the plan, or being on the assigned crew, doesn't grant that permission by itself: a crew member without it will get the reminders but won't see the button. Click it, optionally add notes about what you checked or what needs to change, and click Confirm Review.

That does three things: records who reviewed it and when, sets the status back to Active, and moves the due date to the next occurrence on the cadence (or clears it for a one-time review). Past reviews appear under Review History on the Overview tab, with a View all link for the full list.

Viewing PDF Attachments Without Downloading

The Files tab holds photos and documents for the plan (up to 30 files, 25 MB each). Photos and documents are listed separately.

For any PDF in the Documents list, click the eye icon (View) next to the file. The PDF opens in a dialog right inside the app, using your browser's built-in PDF viewer, so you get its usual page navigation and zoom without saving a copy to your device. The cloud icon next to it (Download) still opens the file in a new tab if you want a copy.

Only PDFs get the in-app viewer. Word, Excel, PowerPoint, and CSV files are download-only. Pre-plan attachments accept photos (JPEG, PNG, WebP, HEIC), PDF, Word, Excel, PowerPoint, and CSV; SVG isn't accepted here. Photos open in their own carousel: click the thumbnail, use the arrows or arrow keys to move between photos, and add captions if you have edit permission.

Tip: If your crews rely on attachments on scene, use Keep available offline from the pre-plan's actions menu (it requires Update access on Pre-Plans). The plan's files and map are cached on the device, and the header shows an Available offline chip. See the offline mode article for details.

Categorizing Pre-Plans

Each plan has a Category, separate from the free-form occupancy text: Residential, Commercial, Industrial, Educational, Assembly, Healthcare, Government, Storage, Mixed Use, or Other. Set it in the Basic Information dialog (the pencil beside the plan's name in the header) alongside the name, status, and risk level. Choose Uncategorized to clear it.

On the list, the category shows as its own column. Click the Category column header to filter by one or more categories; plans without a category are listed under Uncategorized.

Filtering by Status

Above the pre-plan list are four stat cards: Total Pre-Plans, Active, Needs Review, and Drafts. Click Active, Needs Review, or Drafts to narrow the list to that status; click it again (or click Total Pre-Plans) to clear the filter.

For a finer view of what's coming due, use the Due column filter: Overdue, Due in 30 days, Due later, or No due date. Overdue dates are shown in red.

The list remembers your sort, filters, and search per department, so coming back from a plan or the sidebar returns you to the same view.

Printing a Batch

Set up the list the way you want it (for example, Needs Review plus the Engine 2 assignee filter), then click the print button in the list header. It reads Print all when nothing is filtered and Print filtered when a filter or search is active, so it always prints exactly what you're looking at.

A print preview opens in a new tab with the plans sorted by name, each starting on a fresh page. Click Print to send it to your browser's print dialog.

Two limits to know about:

• Up to 200 plans per job. Past that you'll see a note that 200 of the matching plans are being printed, highest priority first; narrow the filters to print the rest.
• Past 20 plans, the per-plan site maps are left out so the printout doesn't stall on map tiles.

Related: What We've Run at This Address Before

Location history lives on the incident side rather than on the pre-plan itself. When a call is active, the responding screen shows the matched pre-plan and, next to it, an At this location card with everything else on file at the same street address: Past incidents, the Occupancy record (with a risk badge when its risk is high or critical), and that occupancy's Inspections and Permits. Each of those three lists shows the ten most recent records and is marked when there are more.

Matching is by street address, normalized so "123 Main Street" and "123 Main St" line up; city, state, and ZIP must agree too, so an incident with a blank ZIP won't match an occupancy that has one. Calls dispatched to an intersection or an address range have no street line to match on, so the card says so rather than guessing. Categories you don't have permission to read (permits, for example) are simply left out.

Frequently Asked Questions

Related Articles

• Work Orders — the same crew-or-person assignment model, for maintenance tasks
• Offline Mode — keeping pre-plans and their files on the device
• Permissions & Groups — setting up crews and permissions