Qualifiers are visual indicators that display specialized certifications, roles, or skills next to personnel names on the scheduling board. This feature helps schedulers quickly identify qualified personnel for specific assignments, equipment operations, or specialized response requirements. By implementing qualifiers, departments can ensure proper staffing levels for critical capabilities while maintaining compliance with operational standards and certifications. Qualifiers also come into play with Call Shift Rankings, as ranking lists are built around the Qualifier. 

Background Information

In emergency services operations, personnel possess various certifications, specialized training, and operational qualifications that determine their assignment eligibility. Qualifiers provide a standardized method for marking and tracking these capabilities directly on the shift board. Common qualifications include apparatus operator certifications (Engineer, Chauffeur), specialized rescue skills (Rope Rescue, Swift Water), medical certifications (Paramedic, EMT), and leadership roles (Acting Officer, Task Force Leader).

Qualifiers appear as color-coded short codes next to individual names on the shift board, allowing schedulers to make informed staffing decisions at a glance. This visual system reduces scheduling errors, ensures compliance with minimum staffing requirements, and streamlines the process of identifying available personnel for specialized responses.

Required Permissions

To manage qualifiers, users must have administrative access to the Scheduling module with the following permissions:

• Access Scheduling
  
• Access Setup
  

Video

Step-by-Step Guide

Step 1: Access the Qualifiers Setup

1. Navigate to Scheduling in the main menu
2. Select Setup from the dropdown options
3. Click on Qualifiers to open the qualifier management interface
   

Step 2: Review Existing Qualifiers . Before creating new qualifiers, review your current configuration:

• Reorder qualifiers: Select the four-arrow icon next to any qualifier and drag it to change the display order on the shift board
• Edit existing qualifier: Click the pencil icon to modify qualifier settings
• Delete obsolete qualifier: Click the trashcan icon to remove qualifiers no longer in use (note: this action may be irreversible)
  

Step 3: Create a New Qualifier

1. Click the Add Qualifier button
   

1. Enter a descriptive Qualifier Name (e.g., "Paramedic," "Engineer," "Hazmat Technician")
2. Type a Short Code in the designated field—this abbreviated code will appear next to personnel names on the shift board (recommended: 2-4 characters, such as "PM" for Paramedic or "ENG" for Engineer)
   

Step 4: Configure Display Settings

1. Check the Show on Shift Board box if you want this qualifier to be visible on the shift board (leave unchecked for internal tracking qualifiers that don't require visual display)
2. Select a color from the color picker to associate with this qualifier—choose colors that provide clear visual distinction from other qualifiers and maintain readability
   

Step 5: Assign Personnel to the Qualifier

1. Click Manage Users to open the personnel assignment interface
   

1. Review the list of available personnel on the left side
2. Select individuals who possess this qualification by clicking on their names
3. Click the right arrow (→) button to move selected personnel to the "Assigned" list
4. To remove personnel from a qualifier, select them from the assigned list and click the left arrow (←)
   

Step 6: Save Your Configuration

1. After assigning all appropriate personnel, click Save in the user management window
   

1. Review your qualifier settings one final time
2. Click Save at the bottom of the qualifier setup page to apply all changes
   

Best Practices

Naming Conventions

• Use clear, standardized names that align with your department's terminology and certification standards
• Be consistent with abbreviations (e.g., always use "EMT" rather than mixing "EMT" and "Emergency Medical Technician")
• Consider using your department's official certification titles to avoid confusion

Short Code Strategy

• Keep short codes to 2-4 characters for optimal shift board readability
• Use widely recognized abbreviations (PM for Paramedic, ENG for Engineer)
• Avoid ambiguous codes that could be confused with other qualifications
• Test short code visibility on mobile devices, as field users may access shift boards from smartphones or tablets

Color Selection

• Choose high-contrast colors that remain distinguishable in various lighting conditions
• Avoid using similar shades for different qualifiers (e.g., don't use light blue and dark blue for two different certifications)
• Consider color-blind accessibility when selecting your palette
• Reserve red or orange colors for time-sensitive or critical certifications

Personnel Management

• Regularly audit qualifier assignments to ensure certifications remain current
• Create a schedule for reviewing and updating qualifiers in alignment with certification expiration dates
• Consider integrating qualifier updates with your department's training records system
• Document your qualifier structure and color coding system in your department's standard operating procedures

Organizational Tips

• Limit the total number of qualifiers to avoid visual clutter on the shift board (typically 8-12 maximum)
• Order qualifiers by priority or frequency of use for easier reference
• Consider creating qualifier groups or categories for large departments with many specializations
• Hide qualifiers that are tracked internally but don't require shift board visibility

Troubleshooting & FAQs

Q: I created a qualifier, but it's not appearing on the shift board. What's wrong? A: Verify that you checked the "Show on Shift Board" box when configuring the qualifier. If this box is unchecked, the qualifier will be tracked in the system but won't display visually. Edit the qualifier and enable this setting, then save your changes.

Q: The short code is too long and overlaps with other information on the shift board. How do I fix this? A: Edit the qualifier and reduce the short code to 2-4 characters. Longer codes can cause display issues, especially on mobile devices. Use standard abbreviations that your personnel will recognize.

Q: Can I assign multiple qualifiers to the same person? A: Yes, personnel can have multiple qualifiers assigned to them. All applicable qualifiers will display next to their name on the shift board. Be mindful of visual clutter—if many personnel have numerous qualifiers, consider whether all qualifiers need to be visible on the shift board.

Q: I accidentally deleted a qualifier. Can I recover it? A: Deleted qualifiers typically cannot be recovered. You'll need to recreate the qualifier and reassign personnel. To prevent accidental deletion, consider implementing a department policy requiring administrative approval before removing qualifiers.

Q: The qualifier color looks different on mobile devices than on desktop. Why? A: Device display settings, screen brightness, and color calibration can affect how colors appear. Choose high-contrast colors and test visibility on the actual devices your personnel use for shift board access.

Q: How do I know which personnel should be assigned to each qualifier? A: Reference your department's certification records, training database, and personnel files. Cross-check with your training officer or certification coordinator to ensure accuracy. Consider integrating qualifier updates with your certification renewal process.

Q: Can supervisors or field users create qualifiers? A: No, creating and managing qualifiers requires Scheduling Admin or System Administrator permissions. Standard users can view qualifiers but cannot modify them. This restriction ensures consistency and prevents unauthorized changes to the scheduling system.

Q: What happens to scheduled shifts if I delete a qualifier that's currently in use? A: Deleting a qualifier removes it from personnel records and the shift board display, but it typically does not affect existing shift assignments. However, you may lose historical tracking data.