Purpose Statement

This article explains how to add credentials to a personnel record in First Due. Users can select an existing credential or create a new credential to track personnel certifications, qualifications, and expiration dates.

Background Information

The Credentials tab within a personnel record allows users to view and manage credentials associated with individual personnel.

Credentials can be selected from existing credentials configured within the Training module or created directly during the credential assignment process.

When assigning a credential, users must provide an issue date and either an expiration date or indicate that the credential does not expire.

Required Permissions

Users must have the appropriate permissions to access personnel records and manage credentials.

Note: The specific First Due permission names and settings should be verified with your agency administrator.

Video

Step-by-Step Guide

Step 1: Navigate to the Personnel List

1. Open the Module Stack.
2. Select Personnel.
3. Click Personnel List.
   
   
   
    

Step 2: Open a Personnel Record

1. Locate the personnel record you want to update.
2. Click the Pencil Icon to open it.
   
   
   
    

Step 3: Access the Credentials Tab

1. Scroll down within the personnel record.
2. Select the Credentials tab.
   
   
   
    
3. Review any credentials already associated with the personnel record.

Step 4: Add a Credential

1. Click Add in the upper-right corner of the Credentials section.
   
   
    

    

2. Choose whether to:
   • Select an Existing Credential: Use a credential already configured in the Training module.
   • Add a New Credential: Create a credential that does not currently exist in the system.
     
     
     
      

Step 5: Create a New Credential (If Needed)

If the credential does not already exist:

1. Click Add New.
   
   
    

    

2. Enter the required information:
   
   
   
    
   • Credential ID: Enter a unique identifier for the credential.
   • Credential Name: Enter the name of the credential.
3. Click Add to save the new credential.

Note: After creating the credential, return to the personnel record to assign it.

Step 6: Select the Credential

1. Return to the personnel record.
2. Open the Credentials tab.
3. Click Add.
4. Open the credential dropdown.
5. Select the credential you want to assign.
   
   
   
    

Note: Newly created credentials will appear in the credential dropdown.

Step 7: Enter the Issue Date

Locate the Issue Date field.



 

1. Click the date field.
2. Select the date the credential was issued.

Note: The Issue Date is required.

Step 8: Configure the Expiration Date

If the credential has an expiration date:

1. Click the Expiration Date field.
   
   
   
    
2. Select the appropriate expiration date.

If the credential does not expire:

1. Click the No Expiration icon next to the Expiration Date field.
   
   
   
    
2. The expiration date will no longer be required.
3. To restore the expiration date requirement, click the icon again.

Step 9: Save the Credential

1. Review the selected credential and date information.
2. Click Add to save the credential assignment.
3. Verify that the credential appears within the personnel record's Credentials tab.

The credential is now associated with the selected personnel record.

Best Practices

• Verify Credential Information: Confirm that the credential ID and name are accurate before creating a new credential.
• Check Existing Credentials: Search the credential dropdown before creating a new credential to avoid duplicate entries.
• Use Accurate Issue Dates: Enter the actual date the credential was issued.
• Manage Expiration Dates: Enter expiration dates when applicable to support accurate credential tracking.
• Use No Expiration Appropriately: Only select the No Expiration option for credentials that do not have an expiration date.
• Review Personnel Records: Periodically verify that personnel credentials remain accurate and up to date.

Troubleshooting & FAQs

Why can't I find the credential I want to add?

The credential may not exist in the system. Select Add New to create it using the required Credential ID and Credential Name fields.

Why am I unable to save a new credential?

Verify that both the Credential ID and Credential Name fields have been completed.

Is an issue date required when assigning a credential?

Yes. An Issue Date must be entered before the credential can be assigned to the personnel record.

What if the credential does not have an expiration date?

Click the No Expiration icon next to the Expiration Date field. This removes the requirement to enter an expiration date.

Can I change a credential from No Expiration to having an expiration date?

Yes. During the credential assignment process, click the No Expiration icon again to restore the Expiration Date field.

Why isn't my newly created credential showing on the personnel record?

Creating a credential does not automatically assign it to the personnel record. Return to the Credentials tab, click Add, select the newly created credential, enter the required date information, and save the assignment.

Can I view credentials that are already assigned to a personnel record?

Yes. Open the personnel record and select the Credentials tab to view the credentials currently associated with that individual.