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PowerDMS

PowerDMS is a cloud-based solution designed to help public and private sector organizations manage the entire policy lifecycle through electronic signature capture, revision tracking and more. Key features include audit trails, po...Read more about PowerDMS

Rave Alert

The Rave Alert mass notification system gets the right message to the right user at the right time from any internet-connected device. Send your message from anywhere to anywhere in a matter of seconds. It only takes three clicks ...Read more about Rave Alert

GovPilot

GovPilot is a cloud-based solution that helps municipalities automate daily tasks and streamline communications between multiple departments. Key features include task assignment, GIS mapping, event-based triggers, project trackin...Read more about GovPilot

InTime

InTime is a cloud-based scheduling and workforce management software designed specifically for public safety professionals. It is suitable for police, fire and sheriff departments as well as corrections agencies, 911 dispatchers, ...Read more about InTime

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eSchedule

eSchedule is a web-based solution designed to help emergency medical services, fire departments, nurses, law enforcement agencies and emergency communication centers manage timesheets, payroll, training, certifications, vehicle ma...Read more about eSchedule

TraxWorx

PhaRmLogs is designed to help ambulance companies, fire departments, law enforcement and other EMS-based organizations manage and track their assets, checkouts and logs. Customers can select specific modules for processes such a...Read more about TraxWorx

Rescue Hub

Rescue Hub is a training management solution that helps fire departments manage training operations via a unified portal. The platform allows users to create custom fire service training programs, track progress, share documents a...Read more about Rescue Hub

Protecnus

Protecnus is a web-based preventive and corrective maintenance solution designed to help businesses organize and plan technical services across a variety of sectors, including air conditioning, fire fighting systems, sanitary equi...Read more about Protecnus

Emergency Reporting

Emergency Reporting is a cloud-based fire department and emergency medical service (EMS) solution that helps businesses manage records, budgets, audit trails and fire incident reports in compliance with national fire incident repo...Read more about Emergency Reporting

AMCS Fleet Maintenance

AMCS Fleet Maintenance (formerly Dossier) is a hybrid fleet maintenance solution that helps fleet owners and managers to manage business operations involved in maintaining a fleet. Key features include a central automated dashboar...Read more about AMCS Fleet Maintenance

AssetPool

AssetPool is a digital asset management and inspection tool that can be used on your phone and computer. There is no need for paper checklists anymore. AssetPool is designed to seamlessly transition your business and manual proces...Read more about AssetPool

PSTrax

PSTrax maximizes first responders' readiness with tailored software for efficiently managing vehicles, stations, equipment, supplies, and controlled substance checks, resulting in significant cost savings, and mitigating risk. Our...Read more about PSTrax

Responder360

Built for ALL Emergency Responders, including Fire, EMS, Law Enforcement, School Districts and any other organizations that benefit from pre-planned, coordinated emergency response. Responder360’s multi-faceted incident response m...Read more about Responder360

ESO Fire RMS

ESO Fire RMS is a records management solution designed to help fire departments handle incidents, personnel, inspections, checklists, permits, assets and more. Administrators can create scheduling plans for staff members and issue...Read more about ESO Fire RMS

CityReporter

CityReporter is a cloud-based solution that assists local governments and contractors with safety, maintenance, and compliance inspections. It includes inspection management module for building and construction permits, parks and ...Read more about CityReporter

Operative IQ

Operative IQ is an operations management platform that helps law enforcement, EMS, fire services, hospitals, educational programs, and veterinary clinics with inventory management, RFID, reporting, narcotics tracking, service desk...Read more about Operative IQ

Aladtec

Aladtec, powered by TCP Software, is a cloud-based employee scheduling system created specifically for Public Safety agencies. It’s ideal for the 24/7 scheduling challenges and staffing requirements found in Law Enforcement, EMS, ...Read more about Aladtec

First Due

First Due is a fire department management solution designed to help firefighters and first responders collect critical information regarding various structures and pre-plan inspection and incident response events. It offers virtua...Read more about First Due

CyberStockroom

CyberStockroom is a cloud-based inventory management solution targeting small, growing businesses. Key features include applications for inventory management, demand forecasting/replenishment, inventory planning, lot traceability ...Read more about CyberStockroom

VCS

VCS is a workforce management platform designed to help small to large organizations prepare work schedules in real-time and analyze the productivity and engagement of employees. Features include monitoring, workflow management, r...Read more about VCS

Buyers Guide

Last Updated: March 16, 2023

In the U.S., a fire department responds to a fire incident every 24 seconds.

With so many incidents to cater to, fire departments need to enhance their operational efficiency by improving incident and fleet management capabilities. If your fire department relies on clunky spreadsheets and manual data entry, you're hurting your ability to respond in a timely, efficient manner—and save lives.

Fire department software can help your fire station improve overall operational efficiency by automating core tasks such as incident, fleet, and personnel management.

In this guide, we'll cover:

What is fire department software?

Common features of fire department software

What type of buyer are you?

Benefits and potential issues

Key considerations

What is fire department software?

Fire department software is designed to help fire stations manage operations, personnel, equipment, and inventory. These tools help fire departments automate manual tasks such as record keeping and dispatch management, helping them respond to emergencies much more efficiently.

Screenshot-of-personnel-management-dashboard-in-fire-department-software

An example of a personnel management dashboard in fire department software (Source)

Common features of fire department software

Most fire department software products have common features, which can make it difficult to narrow your search and find a specific tool that meets the unique operational needs of your fire department.

Whatever product you pick, be sure it includes these most common fire department software features:

Incident management

Records all fire-related incidents reported by the public and escalates situations to the fire department nearest the incident location.

Fleet management

Helps fire departments manage their fleet of firetrucks and emergency vehicles, including maintenance, mileage, locations, and department allocation.

Personnel management

Tracks personnel schedules, availability, and performance.

GPS tracking

Tracks the location of firetrucks and other emergency vehicles to coordinate operations from a central control room.

Dashboard

Centralized view to capture and track how all GDPR sensitive data is classified, labeled, protected, used, and stored.

Inventory management

Helps fire departments manage equipment such as extinguishers, fire hoses, and helmets to ensure all equipment is accounted for and available for incident response.

Scheduling

Schedule vehicle maintenance, equipment repair, and internal and external training for employees and the public.

What type of buyer are you?

Fire departments vary in size and type depending on the density and requirements of the population where they are based.

Larger cities, for example, require more personnel, equipment, and vehicles than smaller towns. Airports, on the other hand, often employ private fire departments to handle emergency incidents.

Before you invest in fire department software, make sure you identify what type of buyer you are and what unique operational requirements you need your software to meet.

  • Nonprofit fire departments: Also known as volunteer fire departments, nonprofit fire departments are often based in remote towns and smaller communities. Due to their distance from larger cities, local residents often create a dedicated team of volunteers to respond to emergency incidents on short notice. These nonprofit fire departments should look for free software that can integrate with fundraising tools to keep operational costs down.

  • Small fire departments: Fire departments with fewer than 100 personnel and a small fleet of vehicles fall within this category. Often located in small cities or towns with a small population density, fire departments in this group require the core common features of fire department software such as incident, fleet, and personnel management.

  • Midsize fire departments: These fire departments have between 100 and 500 personnel and are often located in larger suburbs close to metropolitan areas. Since these fire departments have more staff than the two smaller categories, they often require core features as well as optional features such as scheduling and inventory management.

  • Large fire departments: Fire departments located within metropolitan areas and large cities often have over 500 staff members and a plethora of firetrucks and emergency vehicles. Since they are located in densely populated areas, these departments often have multiple stations spread throughout a city and require a fully featured software suite to cater to their increased operational requirements.

Benefits and potential issues

No matter which category you fall in, it's important to understand the benefits of fire station software. These tools provide the following benefits (among others):

  • Faster response time to dispatch fire personnel: Once an incident is reported, the nearest station is notified through the software's incident management feature, and firefighters are dispatched quickly.

  • Increased operational efficiency: Fire department software often offers a dashboard that highlights key performance indicators (KPIs), such as equipment inventory, fleet information, and incident location. By reviewing KPIs in one location, fire department managers can optimize the operational efficiency of their fire stations.

  • Increased training and awareness of fire hazards: Most fire department software integrates with learning management systems, letting users create courses and training material to help new personnel understand fire hazards and safety measures.

Key considerations

When investing in fire department software, here are some considerations to keep in mind to make the most of your purchase:

  • Pricing: Fire department software is available in various pricing options based on included features. These options are often divided into three plans: basic, intermediate, and advanced. If you are purchasing software for the first time, start with the basic plan to assess if it meets your requirements before upgrading.

  • Third-party integration: Integrating fire department software with other tools increases the functionality of your current system(s) without making additional purchases. For example, if you already have a fleet management solution to manage firetrucks and are looking for fire department software to manage operations, make sure that the tools integrate with each other before making your purchase.

  • Mobile apps: Since fire station employees spend most of their time in the field responding to incidents, a mobile app can help them stay synchronized and in contact with their station. Determine whether mobile app functionality would benefit your station and your employees, and look for fire department software that offers a mobile app.

Note: The applications selected in this article are examples to show a feature in context and are not intended as endorsements or recommendations. They have been obtained from sources believed to be reliable at the time of publication.