Getting started with PSTrax

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• The Basics
• Vehicle & Station
• SCBA
• PPE
• Assets
• Supplies
• Procurement
• Controlled Substances

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The Basics

Log into PSTrax, learn how to navigate the system, and make sure your account is set up correctly. Here are some resources to get you started:

User

1. Log into PSTrax on whatever device / browser you prefer, using the login information provided by your system administrator. If you plan on accessing PSTrax from a phone or tablet, add a shortcut to your device. 
2. Manage your user settings to set notification information, select a home station and landing page, and update your preferences.
3. Get to know the Station Home Page and how to navigate through PSTrax. 

Admin

1. Make sure your user list is up-to-date and everyone is set up with the appropriate permission levels. You can add, edit, and deactivate users as needed.
2. Check out the Getting Started page in our Knowledge Base for more tools, resources, and best practices to help you make the most of PSTrax.
   
   

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Vehicle & Station

The Vehicle & Station modules allow you to log checks on your vehicles (operational checks, inventories, etc.) and stations (maintenance, chores, specialty equipment, etc.) whenever they come due. Here are some resources to get you started:

User

1. Review any policies or guidelines set forth by your department regarding use of PSTrax (e.g. training, SOPs, roll-out plan, etc.). 
2. Log in, select a station, and make sure you see the Vehicle & Station link in the navigation panel. If you don't, ask a system administrator to give you access to the module. 
3. Watch these quick training videos on the most common user functions:
   • Logging scheduled checks - Complete inspections that are due on your vehicles or stations.
   • Logging as-needed checks - Complete on-demand inspections like post-incident checks, fuel logs, or other checks that aren't tied to a schedule.
   • Setting alerts - Notify the appropriate personnel whenever there's an issue, malfunction, or discrepancy with your vehicle or station equipment.

Admin

1. Read through our Success Guide for step-by-step instructions on how to successfully set up, rollout, and go live with the Vehicle & Station modules.
2. Watch these quick training videos on the most common admin functions:
   • Managing vehicles - Log when vehicles go out-of-service, get moved, and more.
   • Editing checklists - Add, edit, or remove items from your checklists as your needs change.
   • Managing alerts - Stay on top of issues with your vehicles and station equipment.
   • Seting up alert categories & recipients - Make sure the appropriate users are set to receive notifications when issues occur.
   • Using the Fleet Status Report - Easily search across your entire fleet to see which apparatus are available, view outstanding checks and alerts, and more without having to switch into different stations. 
   • Adding / retiring / deleting vehicles - Keep things updated in PSTrax to accurately reflect your current equipment.
   • Viewing logs & reports - See what got done, when it got done, and who did it. 
3. Check out the Vehicle & Station page in our Knowledge Base for more tools, resources, and best practices to help you make the most of PSTrax.
   
   

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SCBA

Track the full history of each pack, cylinder, mask, and other SCBA equipment from purchase to retirement. Here are some resources to get you started:

User

1. Review any policies or guidelines set forth by your department regarding use of PSTrax (e.g. training, SOPs, roll-out plan, etc.). 
2. Log in, select a station, and make sure you see the SCBA link in the navigation panel. If you don't, ask a system administrator to give you access to the module. 
3. Watch these quick training videos on the most common user functions:
   • Logging scheduled checks - Log SCBA inspections when they come due in the schedule.
   • Logging as-needed checks - Log SCBA inspections after an incident or any other time you need to.
   • Logging an air fill - Log each time a cylinder is refilled.
   • Setting alerts - Notify the appropriate personnel whenever there's an issue, malfunction, or discrepancy with your SCBA equipment.
   • Using the gear list - View details, log events, and set alerts on your SCBA equipment.

Admin

1. Read through our Success Guide for step-by-step instructions on how to successfully set up, rollout, and go live with the SCBA module.
2. Watch these quick training videos on the most common admin functions:
   • Managing gear - Track SCBA inventory across the entire organization.
   • Adding gear - Add new equipment to your SCBA inventory.
   • Managing events - Set up inspections, testing, and repair events for your SCBA equipment.
   • Setting up on-truck checks - Assign SCBA to vehicles (or stations) to get inspected.
   • Logging admin-only events - Log hydro testing, flow testing, repairs, and more.
   • Managing alerts - Stay on top of issues with your SCBA inventory.
   • Setting up alert recipients - Make sure the appropriate users are set to receive notifications when issues occur.
   • Viewing logs & reports - View logged inspections, upcoming test dates, repair costs, and more.
3. Check out the SCBA page in our Knowledge Base for more tools, resources, and best practices to help you make the most of PSTrax.
   
   

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PPE

Track the full history of personal equipment (bunker, wildland, extrication, hazmat etc.) from purchase to retirement. Here are some resources to get you started:

User

1. Review any policies or guidelines set forth by your department regarding use of PSTrax (e.g. training, SOPs, roll-out plan, etc.). 
2. Log in, select a station, and make sure you see the PPE link in the navigation panel. If you don't, ask a system administrator to give you access to the module. 
3. Watch these quick training videos on the most common user functions:
   • Logging scheduled checks - Log PPE inspections when they come due in the schedule.
   • Logging as-needed checks - Log post-incident checks, cleaning, and other PPE inspections whenever you need to. 
   • Setting alerts - Notify the appropriate personnel whenever there's an issue, malfunction, or discrepancy with your PPE gear.
   • Using the gear list - View details, log events, and set alerts on your PPE gear.

Admin

1. Read through our Success Guide for step-by-step instructions on how to successfully set up, rollout, and go live with the Vehicle & Station modules.
2. Watch these quick training videos on the most common admin functions:
   • Managing gear - Track PPE inventory across the entire organization.
   • Adding gear & gear types - Add new equipment to your PPE inventory.
   • Managing events - Set up inspections, testing, and repair events for your SCBA equipment.
   • Logging admin-only events - Log advanced inspections, cleanings, repairs, and more.
   • Managing alerts - Stay on top of issues with your PPE inventory.
   • Setting up alert recipients - Make sure the appropriate users are set to receive notifications when issues occur.
   • Viewing logs & reports - View logged inspections, upcoming test dates, repair costs, and more.
3. Check out the PPE page in our Knowledge Base for more tools, resources, and best practices to help you make the most of PSTrax.
   
   

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Assets

Track the full history of critical assets (radios, TICs, EMS equipment, etc.) from purchase to retirement. Here are some resources to get you started:

User

1. Review any policies or guidelines set forth by your department regarding use of PSTrax (e.g. training, SOPs, roll-out plan, etc.). 
2. Log in, select a station, and make sure you see the Assets link in the navigation panel. If you don't, ask a system administrator to give you access to the module. 
3. Watch these quick training videos on the most common user functions:
   • Logging scheduled checks - Log asset inspections when they come due in the schedule.
   • Logging as-needed checks - Log asset inspections whenever you need to.
   • Setting alerts - Notify the appropriate personnel whenever there's an issue, malfunction, or discrepancy with your equipment.
   • Using the assets list - View details, log events, and set alerts on your equipment.

Admin

1. Read through our Success Guide for step-by-step instructions on how to successfully set up, rollout, and go live with the Vehicle & Station modules.
2. Watch these quick training videos on the most common admin functions:
   • Managing assets - Track all critical equipment across the entire organization.
   • Adding assets & types - Add new equipment to your asset inventory.
   • Managing events - Set up inspections, testing, and repair events for your equipment.
   • Logging admin-only events - Log calibrations, testing, repairs, and more.
   • Managing alerts - Stay on top of issues with your critical equipment.
   • Setting up alert recipients - Make sure the appropriate users are set to receive notifications when issues occur.
   • Viewing logs & reports - View logged inspections, upcoming expiration dates, repair costs, and more.
3. Check out the Assets page in our Knowledge Base for more tools, resources, and best practices to help you make the most of PSTrax.
   
   

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Supplies

The Supplies module is built to track medical items, station inventories, and other consumables so that you can see how many items you have on hand and when they need to be reordered. Here are some resources to get you started:

User

1. Review any policies or guidelines set forth by your department regarding use of PSTrax (e.g. training, SOPs, roll-out plan, etc.). 
2. Log in, select a station, and make sure you see the Supplies link in the navigation panel. If you don't, ask a system administrator to give you access to the module. 
3. Watch these quick training videos on the most common user functions:
   • Logging scheduled checks - Log inventory counts when they come due in the schedule.
   • Logging as-needed checks - Log usages, transfers, restocks, and more whenever you need to. 
   • Setting alerts - Notify the appropriate personnel whenever items need to be restocked.

Admin

1. Read through our Success Guide for step-by-step instructions on how to successfully set up, rollout, and go live with the Vehicle & Station modules.
2. Watch these quick training videos on the most common admin functions:
   • Managing items - View, edit, and add items in your master supplies inventory.
   • Managing containers - Assign items to supply closets, vehicles, bags, and any other location where supplies are housed.
   • Scheduling an inventory count - Schedule when and how often to perform inventory counts.
   • Managing roles & capabilities - Set up custom permission levels for your personnel.
   • Setting up alert recipients - Make sure the appropriate users are set to receive notifications when items go below their minimum levels.
   • Logging admin-only events - Log transfers, restocks, and more whenever you need to.
   • Viewing logs & reports - View logged inspections, upcoming expiration dates, items to be restocked, and more.
3. Check out the Supplies page in our Knowledge Base for more tools, resources, and best practices to help you make the most of PSTrax.
   
   

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Procurement

Procurement is a standalone feature integrated within the Supplies module, designed to streamline your purchasing process. It allows you to easily track, order, and receive supplies. You can create purchase orders to submit directly to your vendors and then update the order as you receive and restock the items. Here are some resources to get you started:

1. Review any policies or guidelines set forth by your department regarding use of PSTrax (e.g. training, SOPs, roll-out plan, etc.). 
2. Watch these quick training videos on the most common functions:
   • Set up vendors - Add vendors that you order products from.
   • Set up products - Link your products within Procurement to items within Supplies.
   • Create purchase orders - Generate POs for items that need to be restocked.
   • Receive and restock orders - Update the PO as items are received and then restock them into your supply rooms.
3. Check out the Procurement page in our Knowledge Base for more tools, resources, and best practices to help you make the most of PSTrax.

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Controlled Substances

Track every time controlled substances are added, counted, transferred, or removed - for each individual vial/unit. Here are some resources to get you started:

User

1. Review any policies or guidelines set forth by your department regarding use of PSTrax (e.g. training, SOPs, roll-out plan, etc.). 
2. Log in, select a station, and make sure you see the Controlled Substances link in the navigation panel. If you don't, ask a system administrator to give you access to the module. 
3. Watch these quick training videos on the most common user functions:
   • Logging an inventory count - Log a count of your controlled substances during shift change, a scheduled audit, a broken tag event, and more.
   • Logging a usage - Document when controlled substances are removed from your possession (administered, expired, broken, recalled, other).
   • Logging a transfer / restock - Log when controlled substances are transferred from one internal location to another - like from a station vault into a vehicle's drug box.

Admin

1. Read through our Success Guide for step-by-step instructions on how to successfully set up, rollout, and go live with the Vehicle & Station modules.
2. Watch these quick training videos on the most common admin functions:
   • Logging an external restock - Add controlled substances into PSTrax when they are received from an external vendor, hospital, or pharmacy.
   • Managing containers - Set up controlled substance containers (drug boxes, vaults, vending machines), assign drug types, and set par levels.
   • Managing events - Log when controlled substances are restocked, transferred, counted, or used.
   • Viewing logs & reports - View logged inspections, current inventory, upcoming expiration dates, and more for your controlled substances.
   • Editing transactions - Correct errant controlled substance transactions so that everything is logged and documented properly.
   • Managing alerts - Stay on top of issues with your controlled substance checks.
3. Check out the Controlled Substances page in our Knowledge Base for more tools, resources, and best practices to help you make the most of PSTrax.