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PSTrax Control Panel Settings

Explore advanced Control Panel settings and configurations beyond your standard admin dashboard. 

 About This Guide 

Your PSTrax account includes a wide range of Control Panel settings that go beyond what is exposed in your department's standard admin area. This guide catalogs those additional settings, organized by module, so you can quickly find the option that fits your department's needs. 

👉Note: Any of the settings in this guide can be enabled, disabled, or reconfigured for your account by the PSTrax team. To request a change, please contact PSTrax Support at help@pstrax.com

Sections in this guide

Section Covers
General Department Settings Time zone, alert defaults, password policy, user permissions
Vehicle / Station Module V/S inspections, journals, alerts, tasks, status email
SCBA Module SCBA inventory checks, weekly enforcement, custom fields
PPE Module PPE inventory, Technician role, gear assignment, custom fields 
Assets Module Asset inventory, truck checks, visibility, custom fields
Supplies Module Supplies barcoding, Procurement workflow
Controlled Substances Module Narcotics module, PIN requirements, tags, backdating

General Department Settings

Feature / Setting What It Does & Available Options
Department Name  The display name for your department throughout PSTrax. Can be updated at any time.
Location Geographic location of your department. Used for regional defaults and reporting context. 
Time Zone  Sets your department's local time zone. Drives the time stamps shown on checks, logs, and scheduled emails. Includes options for North America, Europe, Middle East, Asia, Australia, and New Zealand. 
Default Send Alert Yes / No. Default option when adding comments to or closing an alert — controls whether the 'Send Alert' notification is pre-checked.
User General Alerts Yes / No. Controls whether standard users can set General Alerts for PPE, SCBA, or Assets. General Alerts are alerts that do not need to be tied to a specific piece of gear or vehicle (e.g., a module-wide note or notification). All users can still set item-specific alerts regardless of this setting. If No, only Admins can create General Alerts.
Enforce Password Policy Yes / No. When enabled, user passwords must contain at least 8 digits, 1 uppercase letter, and 1 number.
Display Badge / ID in User Dropdowns and Tables Yes / No. Shows each user's Badge or ID number next to their name in dropdowns and tables — helpful for departments with multiple users sharing a first or last name.
User Station Control Yes / No. Allows individual users to select which stations they have access to. If No, station access is controlled only by Admins.
Restrict User Settings Edits Yes / No. If Yes, users without Manage Personnel permission cannot change their own shift, badge/ID, cell phone, or cell service carrier.
Enable Search Limit on Gear Lists Yes / No. Disables auto-populate on Gear List pages and removes the Alerts panel from equipment module home pages. Recommended for large departments with high gear counts to improve page load performance.
User Who Sets Alert Is Alert Recipient by Default Yes / No. When a user creates an alert, the alert is automatically assigned back to that user as the default recipient.

 

Vehicle / Station Module 

Feature / Setting What It Does & Available Options
Use Station Journal Yes / No. Enables the Station Journal feature for posting departmental notes and updates.
   
Journal Days Numeric. Sets how many days of Journal posts are displayed on the home screen (default: 7 days). After this period, Journal posts are automatically archived unless pinned to the home screen.
Default Department-Wide Journal Post Yes / No. When enabled, new Journal posts default to being shared with the entire department rather than a single station.
Alert Days Numeric. Sets how many days V/S alerts display on the home screen (default: 30 days). After this period, V/S alerts remain visible on the Open Alerts page to await resolution — they are not closed or archived, only removed from the home page view. (This behavior is V/S-specific.)
Status Email Time Sets when the daily V/S Status Email is sent. Defaults to a daily slot in your department's time zone. Can also be set to a specific day of the week or disabled. See the full list of options below.
Enable Alert Categories Yes / No. Turns on Alert Categories for the V/S module, allowing alerts to be grouped and filtered by your own defined categories.
Restrict Alerts Yes / No. If Yes, alerts can only be logged as the currently logged-in user. If No, alerts can be logged on behalf of any user.
Combine Alerts Yes / No / Never. Sets the default behavior when multiple alerts are being set at once — whether they should be combined into a single notification.
Enable Department Checklists Yes / No. Enables department-level standalone Checklists. These checklists are not tied to any specific vehicle, station, or schedule — they are standalone checklists available department-wide outside of routine V/S inspections.
Show Tasks Due Checks Due Only or Checks + Tasks Due. Controls whether the V/S home screen shows only inspection checks or also includes due tasks alongside them.
Hide Tasks Yes – Tasks + TGs, Yes – Tasks Only, or No. Collapses tasks listed on V/S checks to reduce visual clutter during daily inspections.
Hide Inspection Notes Yes / No. Hides the Notes field from the standard V/S inspection view.
Display Pass/Fail in Logs Yes / No. Shows the pass/fail indicator inline within the V/S log views.
Apparatus Managers Can Manage Schedule Yes / No. If Yes, Apparatus Managers can activate and deactivate vehicles. If No, they can only move, edit, and place vehicles in- or out-of-service.
Custom Alert Fields Up to 3 Custom Alert Fields on V/S alerts. When enabled, each field appears on the Alert form and as a column on the Alerts page. Field types: Text, Number, Date, or Dropdown / Select. Each field can be set to Required or Not Required. Custom Alert Fields are global to the module — they cannot be enabled for only specific vehicles or categories.

Status Email Time — Full List of Available Options

The V/S Status Email Time setting supports a wide range of delivery schedules. Default: a daily combined slot in your department's local time zone (e.g., 'Mountain 10PM Combined'). 

Schedule What It Does & Available Options
Do Not Send Disables the V/S Status Email.
   
Time-Zone Daily Combined Sends a daily combined status email at a fixed local time. Options span all supported time zones: Eastern, Central, Mountain, Pacific, Alaska, Newfoundland, and Australia. Slot times include 2PM, 4PM, 6PM, 6 and Midnight, 4 and 11PM, 8PM, 10PM, Midnight, and equivalents in each zone.
Weekly — Specific Weekday Sends once per week on the selected weekday. Options: Every Sunday through Every Saturday.
Monthly — Day of Month Sends on a specific day of the month in the chosen time zone: 1st or 15th, available for each supported time zone.
Monthly — Specific Weekday Sends on the first occurrence of a specific weekday each month: e.g., Eastern – Monday, Central – Monday, Mountain – Monday, etc., for each supported time zone.

👉Tip: If you'd like to consolidate notifications, set V/S to a daily combined slot and SCBA/PPE/Assets to the same monthly date so all reports land predictably. 

SCBA Module

Feature / Setting What It Does & Available Options
Use Last SCBA Logged on Truck Checks Four options controlling how previously logged SCBA gear is presented on truck checks:
  • Last Logged / Dropdown: Auto-populates the previously logged SCBA and provides a search dropdown to change it.
  • Last Logged / Text Only: Auto-populates the previously logged SCBA and provides a search text entry to change it.
  • Not Visible / Dropdown: Does not auto-populate; provides a search dropdown.
  • Not Visible / Text Only: Does not auto-populate; provides a search text entry.
Enforce SCBA Weekly Inspection Yes / No. If Yes, lists unchecked SCBA units as due if they have not been logged within one week.
Hide Airfill Yes / No. If Yes, hides the 'Log Airfill' button on SCBA on-truck checks.
Status Email Date Sets when the SCBA Status Email is sent. Defaults to the 15th of the month. Available options are the 1st of the month, the 15th of the month, or every Monday — each available in your department's time zone.
Custom Inventory Columns Up to 3 Custom Columns on the SCBA Inventory page. Each column can be configured as Text, Number, Date, or Dropdown / Select (dropdown options are a comma-separated list, e.g., Active, Inactive). Each column can be set to Required or Not Required. 

👉Best Practice: Not recommended for dates that regularly update (such as next testing dates), as the “Events” features in PSTrax handle those changes automatically upon logging events. 

Custom Alert Fields Up to 3 Custom Alert Fields on SCBA alerts. When enabled, each field appears on the Alert form and as a column on the Alerts page. Field types: Text, Number, Date, or Dropdown / Select. Each field can be set to Required or Not Required. Custom Alert Fields are global to the module — they cannot be enabled for only specific vehicles or categories.

PPE Module

Feature / Setting What It Does & Available Options
Enable PPE Technician Role Yes / No. Activates the PPE Technician permission tier — a role that sits below Admin but above standard User. When enabled, PPE Events can be configured to be performed by Users-and-above, Technicians-and-Admins, or Admins only. Useful for departments with dedicated PPE staff who need elevated permissions without full Admin rights.
Allow PPE Technician to Assign Gear Yes / No. Controls whether the PPE Technician role can assign gear to users.
Allow PPE Technician to Edit Gear Yes / No. Controls whether the PPE Technician role can edit existing gear records.
PPE Restricted to User's Gear Only Three options that control what gear a standard user can see:
  • Users can only see their own gear
  • Users can only see their own gear + unassigned gear
  • Users can see everyone's gear
PPE Users Can Assign Unassigned Gear to Themselves Yes / No. Allows standard users to assign unassigned gear to their own profile without Admin involvement.
Hide Log All Gear Yes / No. If Yes, removes the 'Log All Gear' shortcut link from PPE scheduled checks.
Set In-Service Date When Assigning Gear Yes / No. If Yes, the gear's In-Service date is automatically set to the date the gear is assigned to a user.
Send Weekly Schedule Notification to Users Yes / No. When enabled, users receive a weekly email outlining their scheduled PPE checks.
Status Email Date Sets when the PPE Status Email is sent. Defaults to the 15th of the month. Available options are the 1st of the month, the 15th of the month, or every Monday — each available in your department's time zone.
Custom Inventory Columns Up to 3 Custom Columns on the PPE Inventory page. Each column can be configured as Text, Number, Date, or Dropdown / Select (dropdown options are a comma-separated list, e.g., Active, Inactive). Each column can be set to Required or Not Required.

👉Best Practice: Not recommended for dates that regularly update (such as next testing dates), as the “Events” features in PSTrax handle those changes automatically upon logging events. 

Custom Alert Fields Up to 3 Custom Alert Fields on PPE alerts. When enabled, each field appears on the Alert form and as a column on the Alerts page. Field types: Text, Number, Date, or Dropdown / Select. Each field can be set to Required or Not Required. Custom Alert Fields are global to the module — they cannot be enabled for only specific gear types or categories.

 Assets Module 

Feature / Setting What It Does & Available Options
Manage On-Truck Checks through Assets List Yes / No. Controls how Assets are scheduled and tracked:
  • Yes: Assets are scheduled through the Asset list and Events, with each asset permanently assigned to a specific vehicle or unit.
  • No: Assets function similarly to SCBA checks — using dropdown selection on the vehicle without permanent assignment.
Checks on Unassigned Gear Visible to Assets Users Admins + Users or Admin Only. Controls whether standard Assets users can see checks on gear that has not been assigned to a vehicle or user.
Status Email Date Sets when the Assets Status Email is sent. Defaults to the 15th of the month. Available options are the 1st of the month, the 15th of the month, or every Monday — each available in your department's time zone.
Custom Inventory Columns Up to 3 Custom Columns on the Assets Inventory page. Each column can be configured as Text, Number, Date, or Dropdown / Select (dropdown options are a comma-separated list, e.g., Active, Inactive). Each column can be set to Required or Not Required.

👉Best Practice: Not recommended for dates that regularly update (such as next testing dates), as the “Events” features in PSTrax handle those changes automatically upon logging events. 

Custom Alert Fields Up to 3 Custom Alert Fields on Assets alerts. When enabled, each field appears on the Alert form and as a column on the Alerts page. Field types: Text, Number, Date, or Dropdown / Select. Each field can be set to Required or Not Required. Custom Alert Fields are global to the module — they cannot be enabled for only specific asset types or categories.

 Supplies Module 

Feature / Setting What It Does & Available Options
Use Supplies Barcodes Yes / No. Turns on barcode scanning support for Supplies checks. Allows scanning to identify items during inventory and restock workflows.
Use Procurement Yes / No. Enables the Supplies Procurement / Ordering workflow, which lets departments generate and submit orders through PSTrax. Integrates with supported vendors (currently Life-Assist, with additional vendor integrations on the roadmap). Contact your PSTrax CSM for details on vendor setup and account linking.

 Controlled Substances Module 

Feature / Setting What It Does & Available Options
Use PIN for Narcotics Checks With Password / Without Password / No.
  • With Password: Requires a PIN number and the user's password for all CS module actions.
  • Without Password: Requires only a PIN number.
  • No: PIN is not required for CS module users.
Enable Narcotics Tags Yes / No.
  • Yes: Records the Tag # for each controlled substance unit (used for chain-of-custody).
  • No: Does not use control tags.