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Purpose Statement

The Instructor Management section allows departments to manage both internal and external instructors within the First Due system. This centralizes instructor designation, classification, and status to streamline training coordination and maintain compliance.

Background Information

Instructor Management is divided into three main areas: Instructors, Instructor Types, and External Instructors. These areas enable departments to:

• Designate personnel as instructors

• Define instructor roles and classifications

• Track instructors outside the department, such as guest or neighboring agency instructors

This functionality supports accurate training records and integration with scheduling and training modules.

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.
  

• To add instructors, click Add Instructor
  
  
  
  
  

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

• Use Include All Available Users or Remove All Selected Users for bulk actions

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

• Click Save to confirm changes
  
  
  
  
  

• Adding/Removing Instructor Designation via Personnel Module
  

  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
     
     
     
     

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
   
   
   

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

Best Practices

✅ Use clear naming conventions for Instructor Types to maintain consistency.
✅ Regularly review active instructor lists to ensure accuracy.
✅ Utilize bulk actions cautiously to avoid unintended deactivations.
✅ Confirm permission settings restrict personnel edits appropriately.

Troubleshooting & FAQs

Q: Why can’t I delete an Instructor Type or External Instructor?
A: Deletion is only possible if they have never been associated with training classes. Otherwise, they must be deactivated.

Q: How do I reactivate a deactivated instructor or type?
A: Filter to show inactive items (IS ACTIVE = No), select the record, and confirm reactivation.

Q: I don’t see the personnel edit option in the Personnel module.
A: Editing instructor designation requires specific permissions; contact your administrator.

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