Purpose Statement
Credentials allow training administrators to create and manage the certifications, licenses, and other credentials held by agency members within the Training Module. Creating credentials in First Due helps agencies track member qualifications, manage renewal cycles, and support compliance with local, state, and agency-specific training requirements.
Background Information
The Credentials section of the Training Module is used to add and manage credentials for agency personnel. Credentials may include certifications, licenses, or other qualifications that members are required to maintain.
When creating a credential, administrators can define the credential type, issuing state, issuing authority, renewal cycle, renewal criteria, grace period, and whether users are allowed to submit their own credential documentation.
Credentials can also be linked to Training Plans. When a credential is linked to a Training Plan, recertification requirements are managed through the Training Plan instead of directly within the credential.
Required Permissions
Users must have access to the Training Module and permission to manage credentials.
Exact permission names may vary by agency configuration. If a user cannot access or create credentials, review their role permissions or contact a system administrator.
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Step-by-Step Guide
- Navigate to Credentials
- Go to the Training Module and select Credentials.
Start a New Credential
Select the Add Credential button to begin creating a credential.
Enter the Credential Name
In the credential creation area, enter the name of the credential.
Use a clear and recognizable name so administrators and users can easily identify the credential later.
Select the Credential Type
Select the appropriate Credential Type.
Credential types are pre-loaded in First Due and cannot be adjusted.
After a credential type is selected, the ID field will automatically populate based on the selected type and assign a number to the credential.
Adjust the Credential ID, If Needed
The Credential ID is autogenerated once the type is selected. If based upon agency requirements, the ID can be customized by selecting the toggle switch above the ID field.
If no custom ID is needed, leave the auto-generated ID in place.
Select the Issuing State
Select the State that issues the credential.
Add the Issuing Authority, If Applicable
Optionally, select the Issuing Authority associated with the credential.
Issuing Authorities are created in different areas depending on agency configuration:
- Agencies without Evaluations create Issuing Authorities in the Training Module.
- Agencies with Evaluations create Issuing Authorities in the Evaluations Module.
Establish a Credential Cycle, If Needed
If the credential expires, establish a credential cycle.
This field is not required because not all credentials expire.
Administrators can set the credential cycle using:
- Days
- Weeks
- Months
- Years
Select the Renewal Criteria
Choose how credential renewal periods should be established.
The available renewal criteria options are:
Date All Completion Requirements Are Met
When a user completes all requirements, the system generates a new start date and reassigns the credential.
For example, if a member has a credential valid from January 1 through December 31 but completes all renewal requirements on October 1, the system will generate a new issue date based on the October completion date.
Date of Expiration
The system generates a new issue date and expiration date once the current credential expires.
Do Not Automatically Renew
This option disables the auto-renewal process. Administrators must manually edit the issue date and expiration date to maintain an active credential status.
This option is best used for credentials that do not have an expiration date.
Link a Training Plan, If Applicable
Optionally, link the credential to a Training Plan.
When a Training Plan is linked, recertification requirements are managed from the Training Plan instead of the credential.
If the agency is only entering credentials into First Due for recordkeeping and is not tracking progress toward completion, linking a Training Plan is not required.
Establish a Grace Period, If Needed
If applicable, establish a grace period to allow users additional time to complete requirements beyond the credential cycle.
Allow User Submission, If Applicable
Use the Allow User Submission toggle to allow end users to upload their credential documentation through the My Credentials menu.
This is useful when members receive a new or updated credential and need to submit the documentation themselves.
Review Credential Completion Type
The option to select a Credential Completion Type may be available.
As a best practice, credential requirements should be managed through a linked Training Plan rather than directly from the credential.
In future versions of credential creation, managing requirements directly from the credential may no longer be available.
Save the Credential
After all required and applicable fields have been completed, select Save.
The credential will be added to the Credential List.
Best Practices
- Use clear credential names that match agency terminology.
- Link credentials to Training Plans when recertification requirements need to be tracked.
- Use the auto-generated credential ID unless the agency has a specific credential ID structure.
- Only establish a credential cycle for credentials that expire.
- Use Do Not Automatically Renew for credentials that do not have expiration dates.
- Enable Allow User Submission when members are responsible for uploading their own credential documentation.
- Manage requirements from Training Plans whenever possible.
- Review Issuing Authorities before creating credentials to ensure the correct authority is available for selection.
- Avoid duplicating credentials with similar names, as this can cause confusion when assigning or tracking member credentials.
Troubleshooting & FAQs
Why can’t I create a new credential?
You may not have the required permissions to create or manage credentials. Contact your system administrator to review your Training Module permissions.
Why did the credential ID automatically populate?
The credential ID is generated based on the selected credential type. Administrators can enable the credential ID toggle to enter a custom value if needed.
Can credential types be edited?
No. Credential types are pre-loaded in First Due and cannot be adjusted.
Where are Issuing Authorities created?
Issuing Authorities are created in the Training Module for agencies that do not use Evaluations. Agencies that use Evaluations create Issuing Authorities in the Evaluations Module.
Is a credential cycle required?
No. Credential cycles are optional because not all credentials expire.
What renewal option should I use for credentials that do not expire?
Use Do Not Automatically Renew for credentials that do not have an expiration date.
Should I manage requirements from the credential or from a Training Plan?
As a best practice, requirements should be managed from a linked Training Plan. Future versions of credential creation may no longer support managing requirements directly from the credential.
What does Allow User Submission do?
The Allow User Submission toggle allows end users to upload credential documentation through the My Credentials menu.
What happens after I save the credential?
After saving, the credential is added to the Credential List and can be managed by training administrators.