How to: Create and edit certificates

Overview

The Certification Module allows your department to track, manage, and assign certifications across all members. It ensures only qualified personnel are scheduled for specific positions or apparatus, and provides an audit trail for training compliance and expiration tracking.

Prerequisites

• Admin or Training Officer access to manage certifications

• Department certification types and related positions should be defined

• Member profiles must be active and up to date

How to Create a Certification

1. Click Create Certification

• This opens the Add New Certificate form

2. Fill Out the Certification Details

• Certificate Name: Enter the title of the certification

• Description: Provide a brief explanation of what the certificate covers

• Members: Use the dropdown to select all members who currently hold the certificate

• Positions Affected: Choose which positions require this certification

• Expiration Date: Set the certificate expiry date, if applicable

• Training History: Log relevant training notes, history, or session details

3. Configure Optional Toggles

• No Expiry Date: Enables certificates that do not expire; no alerts will be triggered

• Is Schedule Certificate: Ensures the fill shift process considers this certificate when assigning members

• On Duty Employee: Certificate applies only when the member is actively on duty

4. Click Save

• The certificate will now be tracked and accessible within the module

Viewing & Managing Certifications

Each certification listed includes several action icons:

Tips & Best Practices

• Use Is Schedule Certificate for operationally critical certifications (e.g., Driver, Paramedic)

• Review upcoming expirations monthly to stay compliant - if an expiry date is set the system will notify you before expiry

• Use Training History to track when refresher sessions occurred

• Always update the Positions Affected when roles or apparatus requirements change