Training Setup: Instructor Management

Training Setup: Instructor Management

Purpose Statement

The Instructor Management section within the Training Module Setup allows administrators to designate, organize, and manage all instructors who will deliver training within the Fire/EMS department. This comprehensive system handles both internal personnel who serve as instructors and external instructors from other agencies or organizations, while also defining instructor types and roles to ensure proper classification and training delivery capabilities.

Background Information

Instructor Management serves as the central hub for organizing all teaching personnel within the training system, encompassing three critical areas: internal instructors (department personnel designated as qualified to teach), instructor types (classifications such as lead instructor, training officer, or company officer), and external instructors (guest instructors or personnel from neighboring agencies). This system integrates with the personnel module to streamline instructor designation and supports both active and inactive status management to maintain historical records while managing current instructor availability. Proper instructor management ensures training quality, maintains certification tracking, and supports compliance with training delivery requirements.

Required Permissions

These permissions are located in the Admin Section of Training Permissions:
  1. Manage Settings--Allows User to access the Settings, Notification, List Configuration and Instructor Management sections of Training Setup.

Video


Step-by-Step Guide

Managing Instructors


1.  Navigate to Training > Setup > Instructor Management > Instructors.




2.  Use the Search bar to locate instructors by name.




3.  Click Filter to refine results by name and rank; pin the filter panel open with the pin icon or close with the “X.”




4.  Sort columns ascending or descending by clicking headers; rearrange columns by dragging headers.




5.  Select one or more instructors using checkboxes, then use the Trash Can to bulk deactivate or use the  X icon to deactivate a single instructor. Both icons perform identical deactivation functions.




Add Instructor.

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T1.  To Add a instructor, click Add Instructor




2.  Choose an Instructor:

B.  Use the scheduling-based search filters if the Scheduling module is enabled

C.  Use Include All Available Users or Remove All Selected Users for bulk actions

D.  Select personnel from the available list; move selections between available and selected by clicking names

E.  Click Save to confirm changes






Adding/Removing Instructor Designation via Personnel Module

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1.  Navigate to Personnel > Personnel List.




2.  Find the individual and click the Pencil icon to edit.




3.  At the bottom of Personal Information, toggle Is Training Instructor on or off.






Managing Instructor Types

​

1.  Navigate to the Instructor Types tab.




2.  Use Search to filter Instructor Types.




3.  Sort columns by clicking headers (columns cannot be rearranged).




4.  Select multiple Instructor Types via checkboxes to delete using the Trash Can icon. Deletion is only allowed if types have never been used.




5.  To add, click Add Instructor Type, enter a name, and select Create.







6.  Deactivate  Instructor Types by clicking the X icon and confirming.




7.  Reactivate by filtering Is Active to NO, find the Instructor Type to reactivate, Select the Checkmark and confirm.




8.  Edit Instructor Types using the Pencil icon.




9.  Delete Instructor Types using the Trash Can icon



Warning
Instructor Types can only be deleted if they have never been utilized in a training class.  

Managing External Instructors


1.  Navigate to the External Instructors tab.




2.  Search and filter via the top search bar.




3.  Sort columns ascending or descending (no rearranging).




4.  Bulk delete via checkboxes and the Trash Can icon if the External Instructor has never been used.




5.  Add new external instructors by clicking Add External Instructor, entering the name, and selecting Create.




6.  Deactivate via X icon and confirm.




7.  Reactivate by filtering inactive, selecting, and confirming.





8.  Edit External Instructors using the Pencil icon.




9.  Delete External Instructors by selecting the Trash can Icon


Warning
External Instructors can only be deleted if they have never been utilized in a training class.  

Best Practices

Do's

  • Regularly review and update instructor qualifications and certifications
  • Use descriptive names for instructor types that clearly define roles and responsibilities
  • Maintain accurate records of both internal and external instructor capabilities
  • Take advantage of the personnel module integration for streamlined instructor management
  • Use the search and filter functions to efficiently manage large instructor lists
  • Keep external instructor information current, including contact details and specializations
  • Document instructor qualifications and areas of expertise for proper class assignments

Don'ts

  • Don't remove instructor status from personnel without considering impact on scheduled classes
  • Don't create duplicate instructor types with similar meanings
  • Don't forget to deactivate rather than delete when instructors are no longer available
  • Don't overlook the alternative personnel module method for managing instructor status

Tips & Recommendations

  • Create standardized instructor type categories that align with your department's training hierarchy
  • Use the bulk operations feature for efficient management of multiple instructors
  • Consider creating external instructor entries for frequently used guest instructors
  • Maintain a balance between active and inactive instructors to preserve historical data
  • Regularly audit instructor lists to ensure accuracy and current availability
  • Take advantage of the Scheduling module integration for advanced filtering when available
  • Document the qualifications required for each instructor type for consistency

Troubleshooting & FAQs

Q: Why can't I delete certain instructor types or external instructors?
A: Items that have been associated with training classes cannot be deleted. Use the deactivate function instead to preserve historical training records.

Q: Can I designate instructors through the Personnel module instead of Instructor Management?
A: Yes, you can toggle the "Is Training Instructor" field in individual personnel files. However, access to the Personnel module is permission-based and may not be available to all users.

Q: How do I view inactive instructors, instructor types, or external instructors?
A: Change the filter to "No" in "Is Active" and search to display inactive items. Remember to reset your search when finished.

Q: What instructor types should I create for my department?
A: Common examples include Lead Instructor, Training Officer, Company Officer, Subject Matter Expert, and Guest Instructor. Create types that reflect your department's training hierarchy and certification levels.

Q: How do I handle instructors from mutual aid departments?
A: Use the External Instructors section to create entries for instructors from neighboring agencies or departments who occasionally provide training.

Q: Can I bulk activate or deactivate multiple instructors at once? A: The system supports bulk removal of active instructor status using checkboxes and the trash can icon. Individual reactivation is done through the check mark system.

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