Purpose Statement
Topics in the Training Module allow departments to further organize training content within Categories. By grouping related training material under clearly defined Topics, departments can build structured, scalable training programs that support accurate objective tracking, course creation, and compliance reporting.
Background Information
Topics act as the middle layer of organization within the Training Module, sitting between Categories and Courses. For example, a Fire Category may include Topics such as Pump Operations, Hose Advancement, or Search and Rescue, while an EMS Category may include Topics like Cardiology, Pharmacology, or Airway.
Using Topics helps departments logically break down broad Categories into focused subject areas. This structure improves consistency during course and class creation, simplifies filtering and reporting, and ensures Objectives are applied within the correct training context. Topics are managed in the Training Module setup area and can be created individually or imported in bulk.
Required Permissions
To manage Topics in the Training Module, users must have:
Access to the Training Module
Training Administrator or System Administrator permissions
Permission to access Training Module Setup
These permissions are typically assigned to training officers, administrators, or designated data managers.
Video
Step-by-Step Guide
Access Topics Setup
Open the Training Module.
Select Setup.
Navigate to Topics.
Manage the Topic List View
Use the available filter options at the top of the Topics list to narrow results.
Use the search feature (magnifying glass) to search for a specific topic
Use the Column selection tool to remove columns from your view
None of these tools are sticky filters, the list will return to it's default view if the user navigates away from Topics
Add a Topic Manually
Select Add Topic.
Enter a Topic Name (required).
Optionally associate:
One or more existing Categories
One or more existing Courses
Select Create to save the Topic.
Categories and Courses can be associated later if they have not yet been created.
Import Topics in Bulk
Select Import Topics.
Upload a CSV file (max size is 64MB)
Reference the provided sample spreadsheet to ensure proper formatting.
Complete the import to create Topics in bulk.
Importing Topics at this point will not create associations between Categories or Courses. Those must be manually created within each Topic
Manage Existing Topics
Within the Topics list, users can:
Edit a Topic by selecting the pencil icon
Deactivate a Topic
Deactivating a Topic will maintain its historical data but it will no longer exist as a selectable option
Delete a Topic by selecting the trash can icon
Edit or Clone Topics
If a Topic has been used in the Training Module
Selecting Edit triggers a warning message.
Choose:
Continue to Edit to modify the existing Topic
Clone Topic to create a copy without affecting historical data.
Cloning a Topic will mark the original Topic as Inactive and no longer selectable.
Cloning is recommended to preserve data integrity and historical training records.
Best Practices
Use clear, descriptive Topic names that align with operational or certification standards.
Associate Topics with the appropriate Categories to maintain consistent training relationships.
Import Topics during initial setup to save time and reduce manual entry.
Deactivate Topics instead of deleting them to preserve historical data.
Clone Topics when updates are required after they have been used in training classes.
Troubleshooting & FAQs
Why should I deactivate a Topic instead of deleting it?
Deactivation preserves historical training records, while deletion permanently removes data.
What happens if I delete a Topic that was used in a class?
Deleting a used Topic can result in loss or corruption of historical training data.
Can I associate Categories or Courses later?
Yes. Associations can be added or updated at any time.
Why do I see a warning when editing a Topic?
The Topic has been used in a training class, and editing may affect existing records.
Who should manage Topics?
Training Administrators or System Administrators responsible for training structure and compliance.