The system of record for running a department.
Admin is the platform a department purchases and manages centrally. A department administrator creates and invites accounts for firefighters and EMS personnel, who then access whatever the department has purchased.
Ten modules, one connected department record.
Admin is designed as a set of modules that share the same underlying data — an apparatus, a member, or a piece of gear is the same record everywhere it shows up.
Department Management
The core record of your department — who's in it, where they work, and what they're allowed to do.
- Department profile
- Stations
- Members
- Roles & permissions
- Announcements
- Documents
SOP / SOG Management
Your department's standard operating procedures and guidelines, kept current and provably read.
- Upload and create SOPs and SOGs
- Organize by category
- Version history and archive
- Notify members of updates
- Member acknowledgement
Protocol Management
A searchable, version-controlled library for department-specific medical and operational protocols.
- Department-specific protocols
- Searchable protocol library
- Shorthand search
- Version history
- Update notifications and acknowledgement
Fleet Management
A complete profile for every apparatus — mileage, hours, maintenance, and what's coming due.
- Mileage & engine hours
- Oil changes & preventive maintenance
- Repairs & service history
- Tires & batteries
- Annual & pump inspections
- Upcoming maintenance
Gear & Equipment Management
Every item tracked from issue to retirement, with full inspection and maintenance history attached.
- Item, manufacturer, model, serial/asset number
- Assigned person or apparatus
- Issue, expiration & replacement dates
- Inspection & maintenance history
- Current condition & replacement history
Daily Rig Checks
Recurring apparatus inspection checklists, with a permanent record of who checked what and what they found.
- Custom checklists per apparatus
- Fuel, fluids, tires, lights, radios, SCBA, tools, pump, medical equipment
- Completed-by, date/time, and result
- Problems found flow straight into Issue Reporting
Station Operations
The recurring work of running a station, assigned and tracked like everything else.
- Cleaning, kitchen, bathrooms, laundry, apparatus bay, restocking
- Daily, weekly, monthly, quarterly, and annual cadences
- Assign to a member, crew, shift, station, or apparatus
Issue Reporting
Any member can report a problem from their phone, with photos, the moment they find it.
- Equipment, issue, and severity (e.g. Out of Service)
- Description and photo upload
- Flows to Admin and Maintenance automatically
- Full history stays attached to the equipment record
Maintenance
Where reported issues become tracked, resolved work — not a text message someone forgets.
- View reported issues
- Assign maintenance & mark equipment out of service
- Record repairs, documentation, parts & costs
- Mark resolved & schedule follow-up
- Permanent maintenance history
Training Management
Assign training, track completion, and never miss an expiring certification again.
- Assign training to members
- Track completion & expiration
- See overdue training at a glance
- Automatic member notifications
- Full training history per member
Any member can report a problem the moment they find it.
A firefighter or EMS provider reports an issue from their phone — what's wrong, how severe it is, and a photo. From there it's no longer a note to self; it's a tracked record.
Member reports issue → Admin reviews it → Maintenance is assigned → the repair is resolved → the full history stays attached to that piece of equipment, permanently.
Example issue report
Out of Service- Equipment
- SCBA #721-04
- Issue
- Damaged facepiece strap
- Severity
- Out of Service
- Description
- Strap is damaged and cannot be properly secured.
Action Required
Dashboard concept- Equipment issues awaiting reviewNeeds review
- Overdue inspectionsNeeds review
- Gear nearing replacementNeeds review
- Fleet maintenance dueNeeds review
- Training due or expiredNeeds review
- SOPs requiring acknowledgementNeeds review
One screen that shows what actually needs attention.
Instead of checking ten places, an administrator opens Admin and sees exactly what's outstanding — issues, overdue inspections, gear nearing replacement, fleet maintenance, training, and SOPs waiting on acknowledgement.
Your department's protocols stay yours
Admin is built to organize and version your department's SOPs, SOGs, and protocols — it doesn't replace them. Your locally adopted, department-approved material remains the official source; Admin simply makes it easier to manage, distribute, and confirm your members have read it.
Ready to see what Admin looks like for your department?
Tell us about your department's size and needs, and we'll follow up with next steps.