Purpose Statement

The Instructor Management area within the Training module allows administrators to create, manage, and organize instructors used during training class creation. This ensures instructors are accurately assigned, categorized, and available for selection while preserving historical training data.

Background Information

Instructor Management supports both internal personnel and external instructors, giving departments flexibility in how training is delivered and documented. Administrators can assign instructor types, manage instructor availability, and bulk-update instructor classifications to streamline class setup and reporting.

Common use cases include:

• Managing eligible instructors for training classes

• Differentiating instructor roles (e.g., Lead Instructor, Assistant Instructor)

• Adding outside instructors such as vendors or partner agencies 

Required Permissions

To manage instructors, users typically require:

• Training Module – Admin access

• Instructor Management or Personnel Management permissions

Users without these permissions will not be able to add, edit, or deactivate instructors.

Video

Step-by-Step Guide

Step 1: Access Instructor Management

1. Navigate to Training from the main menu.

2. Select Instructor Management.

3. Open the Instructors section.

Step 2: Add Internal Instructors

1. Select Add Instructor.

2. A modal opens allowing you to filter personnel using the available options at the top.

3. Current instructors are highlighted in blue on the left and appear in the selected list on the right.

4. Select additional personnel as needed on the left, remove instructors by selecting their name on the right

5. Select Save once instructor selection is complete.

   

   
   

Step 3: Add Instructors from Personnel Records

1. Navigate to a member’s Personnel Profile.

2. Enable the Instructor toggle.

3. The member is automatically added to the Instructor list.

Step 4: Assign Instructor Types (Individual)

1. Locate the instructor in the list.

2. Select the pencil icon under the Actions column.

3. Choose the appropriate Instructor Type from the dropdown

4. Save your changes.

Instructor Types are created and managed in a separate section outlined below.

Step 5: Deactivate Instructors

1. Select the X icon next to an instructor.

2. Deactivating an instructor:

   • Preserves historical training data

   • Removes them from the available instructor list during class creation

Step 6: Assign Instructor Types in Bulk

1. Open the Actions dropdown.

2. Select Assign Instructor Types.

3. Choose the applicable instructor types and select Assign.

4. A modal opens with filtering options at the top.

5. Select individual names to include in the selected instructor type.

6. Select Save when finished.

Step 7: Create and Manage Instructor Types

1. Navigate to the Instructor Types section.

2. Select Add Instructor Type.
   (Pause for demo)

3. Enter a Name for the instructor type.

4. Select Create.

From the Actions column, admins can:

• Edit the instructor type name - pencil icon

• Deactivate the instructor type - X

• Delete the instructor type from the list - Trash Can

Step 8: Add External Instructors

1. Navigate to the External Instructors section.

2. Select Add External Instructor.
   (Pause for demo)

3. Enter the Name (required).

4. Optionally add:

   • Title

   • Organization

   • Email address

5. Select Create when finished.

The Actions column for external instructors provides the same functionality as internal instructors, including editing and deactivation.

Best Practices

• Use Instructor Types to clearly define roles during class creation.

• Deactivate instructors instead of deleting to preserve reporting accuracy.

• Use bulk assignment for large instructor lists to save time.

• Add external instructors for compliance and accreditation documentation.

Troubleshooting & FAQs

Q: Does deactivating an instructor remove past training records?
A: No. Deactivation only removes the instructor from future class selection.

Q: Why can’t I see an instructor during class creation?
A: The instructor may be deactivated or not assigned an appropriate instructor type.

Q: Can instructors be added automatically from personnel records?
A: Yes. Enabling the Instructor toggle in a member’s personnel file adds them to the Instructor list.