Certifications
Certifications tracks every credential your department relies on — firefighter and officer certifications, EMT / paramedic registry and state licences, CPR cards, NWCG red cards, guard cards, CDLs and DOT medical certificates for people; pump tests, aerial certifications, DOT inspections, registration, insurance and ambulance permits for units — with expiry dates, verification, continuing-education credits and role requirements that can warn or even remove a member from a role when a mandatory certification lapses.
Free for every department. Menu: Workforce & Business Ops → Certifications (administrators and members with View certifications). Every member sees and manages their own certifications under Profile → Certifications.
The pages
| Tab | What it is for |
|---|---|
| Dashboard | Who holds what, what is expiring and what has lapsed — for People or Units, filtered by category, group and role; Export CSV. |
| Certification types | The catalog: your own types and a template gallery of 90+ common credentials. |
| Settings | Enforcement mode, grace period, expiry notification days. |
| Compliance report | Printable / exportable report of role requirements versus what members hold (under Reports). |
Setting up
1. Certification types
Certifications → Certification types. A type has a stable code (used by role requirements, rate schedules and integrations — it cannot change once a role requirement references it), a category (Fire, EMS, SAR, Wildland, Emergency management, Industrial, Security, Medical, Driver, Vehicle, Other), a scope (Person or Unit), an issuing authority, a default validity in months or Never expires, credit hours per renewal for con-ed cycles, and Requires supervisor verification (new records stay Pending verification until someone with Manage certifications signs them off).
The fastest start is the Template gallery: filter, tick the credentials you track and Add selected. Each template becomes a type your department owns and can edit.
Highlights:
| Category | Templates |
|---|---|
| Fire | Firefighter I/II, Driver/Operator Pumper and Aerial, Hazmat Operations and Technician (12 months), Fire Officer I/II, Instructor I, Inspector I, Fire con-ed (24 months, 24 credit hours) |
| EMS / Medical | NREMT EMR / EMT / AEMT / Paramedic (24 months with 16–60 credit hours), State EMT / AEMT / Paramedic licences, BLS, ACLS, PALS, PHTLS, medical-director skills verification, First Aid/CPR/AED, Wilderness First Aid / First Responder |
| SAR | SARTECH I–III, rope and swiftwater technician, avalanche, K9 team, helicopter operations |
| Wildland | NWCG FFT2 / FFT1 / CRWB / ENGB / DIVS, Red Card, RT-130 annual refresher, Work Capacity Test |
| Emergency management | ICS-100/200/300/400, IS-700/800, CEM, AEM |
| Industrial | OSHA 10/30, HAZWOPER 40 and 8-hour refresher, forklift, confined space, lockout/tagout, respirator fit test, hearing conservation, bloodborne pathogens, TWIC, NCCCO crane |
| Security | Guard card, armed endorsement, firearm requalification, baton/OC permit, use of force, PI licence, BC security worker licence |
| Driver | CDL A/B and P/S/H/N/T endorsements, DOT medical certificate, annual MVR review, Clearinghouse query, ELDT, road test, drug & alcohol program, school-bus permit |
| Vehicle (units) | DOT annual inspection, registration, insurance, IFTA, state ambulance permit, NFPA 1911 pump test, aerial and ground-ladder tests, crane/hoist and equipment annual inspections |
Show inactive reveals retired types; a type with records can be deactivated but not deleted.
2. Settings
Certifications → Settings.
| Setting | Meaning |
|---|---|
| Enforcement mode | Off — requirements are informational (default). Warn only — role changes are allowed, warnings are shown and notifications sent. Enforce — adding an unqualified member to a role is blocked and members are removed from a role after the grace period once a mandatory certification lapses (audited; the member is notified). Switching to Enforce asks you to confirm how many mandatory requirements exist. |
| Grace period (days) | Days after a mandatory certification lapses before removal (default 30); each requirement can override it. |
| Treat records pending verification as valid | Whether an unverified record satisfies a requirement. |
| Notify (days before expiry) | Comma-separated lead days, e.g. 60,30,14,7,1; one notice per record per listed day. |
| Notify the holder directly / Send department administrators a nightly digest | Who hears about expiring and expired certifications. Group audiences for the Certification Expiring / Expired / Role Removed and Unit Certification events are configured under Notifications. |
3. Role requirements
Personnel → Roles → role → Required certifications (or Certifications → Certification types → Requirements).
Add one row per certification type: Mandatory (blocks or removes under Enforce; optional rows only show as Optional missing), an Any-of group number (rows sharing a number are alternatives — EMT or AEMT or Paramedic), Allow trainee and a grace override. The Member eligibility table below shows every member of the role as Qualified, Optional missing or Not qualified with the removal date under Enforce.
Day to day
Personal certifications
Profile → Certifications (yours) or Personnel → member → Certifications: Add Certification with the name, type, number, valid area, issuing authority, issued and expiry dates and an attachment (PDF, image or office document up to 10 MB). Records typed with a type that requires verification wait for sign-off.
Open a record for the full certification record page: Verify, Renew (new expiry and optionally a new number — reactivates an expired record), Suspend / Revoke / Mark trainee / Reinstate with a reason, and continuing-education credits (date, hours, category, description, file) with progress toward the hours the type needs per renewal.
| Status | Meaning |
|---|---|
| Active | Valid; counts toward requirements. |
| Pending verification | Entered but not yet signed off. |
| Trainee | Working toward the credential; satisfies a requirement only where Allow trainee is ticked. |
| Expired | Past the expiry date (set nightly by the worker); renew to reactivate. |
| Suspended / Revoked | Withdrawn by the department with a reason. |
Unit certifications and inspections
Units → unit → Certifications & inspections (or the dashboard's Units scope): registration, insurance, permits, pump and ladder tests and annual inspections with number, issuer, issued/expiry dates, notes and a file. Units can be suspended (with a reason) and reinstated; the dashboard flags expiring and expired unit records the same way as people.
Dashboard and report
The dashboard cards count Expired, Expiring within N days, Suspended or revoked and Pending verification; the grid below is one row per person (or unit) and one column per type, coloured Valid / Expiring soon / Expired, suspended or revoked. Export CSV downloads the grid. The Compliance report (Reports → Certification Compliance) lists role requirements against holders for auditors and accreditation.
Notifications and workflows
The certification worker runs once a day per department (in the department's time zone): it expires records, sends the lead-day notices, and under Enforce removes members whose grace period has ended. Workflow triggers: Certification Expiring, Added, Renewed, Expired, Role Removed, Status Changed, Removed, Credit Added and Unit Certification Added / Expiring / Expired / Status Changed / Removed.
Setup examples
| Organization | Types | Requirements | Enforcement |
|---|---|---|---|
| Career fire | FF1/FF2, DO-Pumper/Aerial, Hazmat Ops, FO1, NREMT-EMT + state licence, BLS; units: NFPA 1911 pump test, aerial cert, registration, insurance. | Firefighter: FF1 + Hazmat Ops + (EMT or Paramedic any-of group); Engineer: DO-Pumper; Lieutenant: FO1. | Warn only for a year, then Enforce with 30-day grace. |
| Volunteer fire | FF1, Hazmat Awareness/Ops, BLS, DO-Pumper. | Interior firefighter: FF1 (allow trainee); Driver: DO-Pumper. | Off or Warn only; notify holders 60/30/7 days. |
| EMS agency | NREMT-EMT/AEMT/P, state licences, BLS/ACLS/PALS, driver MVR; units: ambulance permit, DOT inspection. | Paramedic: NREMT-P and state paramedic licence (two mandatory rows), ACLS. | Enforce — an expired licence must not run calls. |
| SAR team | SARTECH II, WFR, rope, swiftwater, K9, ICS-100/200. | Field team member: SARTECH II or III; Team leader: SARTECH I. | Warn only. |
| Wildland contractor | NWCG FFT2/FFT1/CRWB/ENGB, RT-130, WCT, Red Card, First Aid. | Crew member: FFT2 + RT-130 + WCT; Crew boss: CRWB. Rate schedule entries key on the same codes. | Enforce; the deployment wizard flags expiring cards. |
| Security company | Guard card, first aid/CPR, use of force, armed endorsement + requalification. | Security officer: guard card; Armed officer: armed endorsement + requalification. | Enforce; 0-day grace for the guard card. |
| Industrial ERT | HAZWOPER 40 + 8-hour refresher, confined space, respirator fit, first aid. | ERT member: HAZWOPER (annual refresher) + respirator fit. | Enforce. |
| Delivery / transit | CDL-A/B, DOT medical, MVR review, Clearinghouse query, drug & alcohol program; units: DOT inspection, registration, insurance, IFTA. | Driver: CDL + DOT medical + D&A program. | Enforce — DOT compliance. |
Technical reference
| Item | Value |
|---|---|
| Routes | /User/Certifications/{Index,DashboardCsv,Types,EditType,AddFromTemplate,Settings,RoleRequirements,Unit,Record}; POST SetStatus, Verify, Renew, AddCredit, DeleteCredit, SaveUnitCertification, SetUnitStatus; /User/Profile/{Certifications,AddCertification,EditCertification}; /User/Reports/CertificationComplianceReport |
| Model | DepartmentCertificationType (code, category, applies-to, validity, verification, credit hours), PersonnelCertification (+ status, verification, type), PersonnelCertificationCredit, UnitCertification, PersonnelRoleCertificationRequirement, DepartmentCertificationSettings; template catalog CertificationTypeTemplateCatalog (93 templates) |
| Permissions | Manage certifications (42), View certifications (43), Manage certification setup (44) — default department administrators; members always see their own records |
| Worker | 34 CertificationExpiryLogic — hourly tick, one sweep per department per local day at CertificationConfig.SweepLocalHour |
| Notifications | Event types 25–29 (Certification Expiring / Expired / Role Removed / Unit Certification Expiring / Expired) through department notifications |
| Workflow triggers | 23, 87–93, 180–184 |
| Data protection | Certification name/number/issuer, unit certification fields, credits and status reasons are ADP-protected (catalog 26/27) when the department is enrolled |
| API | api/v4/Certifications/* |