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
Navigate to Training from the main menu.
Select Instructor Management.
Open the Instructors section.
Add Internal Instructors
Select Add Instructor.
A modal opens allowing the user to filter personnel using the available options at the top.
Select personnel as needed
Current instructors are highlighted in the list
Select Add Instructor(s) when all are selected.
Add Instructors from Personnel Records
Navigate to a member’s Personnel Profile.
Enable the Instructor toggle.
The member is automatically added to the Instructor list.
Assign Instructor Types (Individual)
Select the pencil icon under the Actions column for the selected Instructor
Choose the appropriate Instructor Type from the dropdown
Save your changes.
Instructor Types are created and managed in a separate section outlined below.
Deactivate Instructors
Select the deactivate icon next to an instructor.
Instructors can be de-activated from the user Personnel file as well
Deactivating an instructor:
Preserves historical training data
Removes them from the available instructor list during class creation
Assign Instructor Types in Bulk
Select Assign Instructor Types.
Choose the applicable instructor types
Select Next
A modal opens with filtering options at the top.
Select individual names to include in the selected instructor type.
Select Save when finished.
Create and Manage Instructor Types
Select Add Instructor Type.
Enter a Name for the instructor type.
Select Create.
From the Actions column, admins can:
Edit the instructor type name
Deactivate the instructor type
Delete the instructor type from the list
Add External Instructors
Select Add External Instructor.
Enter the Name (required).
Optionally add:
Title
Organization
Email address
Select Create when finished.
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.