Purpose Statement

The Renew Credential workflow allows agencies to manually renew credentials that are not configured for automatic renewal. This process helps administrators assign a renewed credential to selected users and then update credential details such as issue date, expiration date, credential ID, description, and supporting documentation.

Background Information

The Renew Credential workflow is intended for credentials where the renewal criteria has been set to Do not automatically renew. This setting indicates that the agency will manage renewals manually instead of allowing First Due to automatically create a new issue date and expiration date.

This workflow should not be used for credentials that are linked to a Training Plan. Credentials connected to a Training Plan must be managed through the Assign Users workflow instead.

Required Permissions

The specific permission required to renew credentials was not provided in the source material. Users completing this workflow should have access to:

Administrators should verify the user’s role and permissions in First Due before assigning responsibility for credential renewals.

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Step-by-Step Guide

Navigate to Manage Credentials

• Go to Training.
• Select Manage Credentials.

Start the Renew Credential Workflow

• Open the Actions dropdown.
• Select Renew Credential.

Select the Credential

• In the modal, review the list of credentials available for manual renewal.
• Select the appropriate credential.
• Click Next.

Assign Users to the Credential

1. Use the available filters to narrow the list of users.
   • Filter options may include schedule-related options, but filters such as Group, Qualifier, or Rank may be better suited for this workflow.
2. To assign the credential to all system users, use the toggle switch.
3. Move the appropriate users from the Available list to the Selected list.
   • Users may be added individually or all at once after filtering.

Save the Renewal Assignment

• Confirm that all applicable users appear on the Selected side.
• Click Save to complete the renewal assignment process.

Review the Assigned Credential Status

• After the renewal is saved, assigned users will display a status of Ready to be Assigned.
• This status means the credential is waiting for an issue date and, if applicable, an expiration date.

Add Issue and Expiration Details for an Individual User

• Locate the user in the credential list.
• In the Actions column, select the checkbox icon.
• In the modal, enter the applicable credential details, such as:
  • Issue date
  • Expiration date
  • Credential ID
  • Description
  • Copy of the issued credential
• Save the updates.

Bulk Update Issue and Expiration Dates

• Select the users who need the same renewal information updated.
• Open the Actions dropdown.
• Select Update.
• In the modal, choose the fields that need to be managed.
• Select Continue.
• Enter the appropriate Issue and Expiration dates.
• Click Update.
• The selected issue and expiration details will be applied to all selected users.

Best Practices

• Confirm that the credential is set to Do not automatically renew before using the Renew Credential workflow.
• Do not use this workflow for credentials linked to a Training Plan. Use the Assign Users workflow instead.
• Use filters such as Group, Qualifier, or Rank to identify the correct users more efficiently.
• Review the Selected user list before saving to avoid assigning the renewal to the wrong personnel.
• Use the bulk update option when multiple users share the same issue and expiration dates.
• Attach a copy of the issued credential when available to support accurate recordkeeping.
• Verify issue and expiration dates before updating multiple users in bulk.

Troubleshooting & FAQs

Why is a credential not appearing in the Renew Credential modal?

Only credentials configured with the renewal criteria set to Do not automatically renew are available in this workflow. Review the credential configuration to confirm the renewal setting.

Can I use this workflow for credentials connected to a Training Plan?

No. Credentials linked to a Training Plan should be managed through the Assign Users workflow.

What does the status “Ready to be Assigned” mean?

This status means the credential has been renewed for the user but still needs an issue date and, if applicable, an expiration date.

Can I update issue and expiration dates for multiple users at once?

Yes. Select the applicable users, choose Update from the Actions dropdown, select the fields to update, enter the issue and expiration dates, and click Update.

Which filters should I use when assigning users?

While schedule-related filters are available, filters such as Group, Qualifier, or Rank may be more useful when identifying users for credential renewal.

Can I attach a copy of the issued credential?

Yes. When updating an individual user’s credential details, the modal allows you to attach a copy of the issued credential.