Manage Qualifications

Qualifications represent formal certifications and training completions that members hold. This guide covers managing the qualification catalogue for your organisation, reviewing qualification records across your brigade, and bulk-importing member qualifications from an external learning management system.

Note

This guide covers managing qualification types and the brigade qualification list. For adding a qualification to a specific member’s profile one at a time, see Add Member Qualifications.

Prerequisites

• Organisation admin role to create or manage qualification types
• Brigade admin role to view member qualifications, record completions, and import member qualifications from CSV

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The Qualifications page

Navigate to Training → Qualifications in the main navigation.

The page has two tabs (visible to brigade admins):

• Member Qualifications — all qualification records held by members in your unit, showing completion date, expiry, and status
• Qualification Types — the catalogue of qualification definitions available to your organisation

Organisation admins see the Qualification Types list by default.

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Creating qualification types

Only organisation admins can create new qualification types. All types are shared across the entire organisation.

1. Navigate to Training → Qualifications
2. Click More Actions → New Qualification
3. Fill in the qualification details:

Name (required)

• The full qualification name as it appears on certificates
• Example: “Breathing Apparatus Operator”, “First Aid Level 2”

Course Code (required)

• A short unique identifier for the qualification
• Example: BA-201, FA-L2, FF-101
• Must be unique within your organisation

Description (optional)

• What the qualification covers, who it applies to, or any context for assessors

Expires

• Tick if the qualification has a validity period
• When ticked, an Expiry Period (Years) field appears — enter how many years the qualification is valid

Mandatory for operational

• Tick if this qualification is required for operational readiness
• Displays a Required badge on the type in the Qualification Types list
• Used to identify members who may not meet minimum operational requirements

4. Click Create Qualification

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Bulk importing qualification types

Organisation admins can add many qualification types at once using a CSV file.

1. Navigate to Training → Qualifications
2. Click More Actions → Import Qualification Types
3. Click Download Sample CSV Template to get the correct format
4. Fill in your qualifications using the template
5. Upload the completed CSV and click Import Qualifications

CSV format

Column	Required	Description
course_code	✓	Unique code (e.g. BA-201)
name	✓	Qualification name
description	—	Optional description
expires	—	true or false (also accepts yes/no)
expiry_period_years	—	Required if expires is true; integer greater than 0
mandatory_for_operational	—	true or false

Notes:

• Rows with duplicate course codes are skipped
• Invalid rows are reported after import — successful rows are still saved
• An error summary appears at the top of the page if any rows failed

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Bulk importing member qualifications

Brigade admins and above can bulk-assign qualifications to members from a CSV file. This is useful when importing records from an external learning management system (LMS) such as a state training portal.

1. Navigate to Training → Qualifications
2. Click More Actions → Import Member Qualifications
3. Click Download CSV Template to get the correct format
4. Fill in the member qualification data
5. Upload the completed CSV and click Import Member Qualifications

CSV format

Column	Required	Description
course_code	✓	Must match an existing qualification type in your organisation
member_number	one of these three	Member’s volunteer/member number
member_email	one of these three	Member’s email address
first_name + last_name	one of these three	Member’s first and last name
status	—	completed, in_progress, expired, or expiring (default: completed)
qualified_date	—	Completion date in DD/MM/YYYY or YYYY-MM-DD format
notes	—	Optional free-text notes

At least one member identifier column must be present. When multiple are provided, member_number is checked first, then member_email, then name.

Behaviour:

• Rows where the course code doesn’t match any qualification type in your organisation are silently skipped — no error is shown
• Members who already hold the qualification are skipped and not overwritten
• Brigade admins can only import qualifications for members within their unit and sub-units
• An import summary is shown after completion, including how many records were created and how many were skipped

Importing from an LMS export

If your organisation uses an external LMS (such as a state fire agency training portal), you can export member training records and reformat the CSV to match the columns above. The key fields to map are:

• LMS course code or skill code → course_code
• LMS volunteer number or employee number → member_number
• LMS achieved level or status → status (values like “Competent”, “Endorsed”, “Current” are treated as completed)
• LMS expiry date is not imported directly — expiry is calculated automatically from the qualification type’s expiry period setting

Tip

Before importing, make sure the course codes in your CSV exist as qualification types in StationOne. Use Import Qualification Types first if you need to add them.

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Editing and deleting qualification types

1. Go to Training → Qualifications → Qualification Types
2. Find the qualification in the list
3. Click Edit to update the name, description, expiry settings, or operational flag
4. Click Delete to remove it (only available if no members hold that qualification)

Caution

Deleting a qualification type removes it from the catalogue. If members already have this qualification on their profiles, those records remain — only the type definition is removed. New assignments of the deleted type will no longer be possible.

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Viewing member qualifications

Brigade admins see a Member Qualifications tab on the Qualifications page, showing all qualification records across their unit and sub-units.

The table shows:

• Member name (links to profile)
• Qualification name
• Course Code
• Completion Date
• Expiry Date (if applicable)
• Status — one of:
  • Completed (green) — current, not expiring soon
  • Expiring (orange) — within the expiry warning window
  • Expired (red) — past the expiry date
• Notes entered when the qualification was awarded

Use this view to identify members with expired or expiring qualifications and plan renewal training.

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Recording a qualification from the brigade list

From the Member Qualifications tab, click Record Qualification to award a qualification without navigating to an individual member profile. This is faster when recording qualifications for multiple members after a training event.

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Tips

Expiry periods

Set a realistic expiry period for qualifications that require periodic refresher training:

• First aid certificates often expire after 3 years
• BA operator qualifications typically expire every 2–3 years

When a qualification expires, the member’s profile shows it in red and the brigade qualification list reflects the Expired status.

Course codes

Use a consistent naming convention across your organisation:

• Prefix by category: BA-, FA-, FF-, DRIVER-
• Include a level indicator: FA-L1, FA-L2

This makes bulk imports and filtering easier as your catalogue grows.

Operational flag

Use Mandatory for operational to flag qualifications that are a baseline requirement for all active members. This helps identify compliance gaps when reviewing the brigade qualification list.

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Related guides

• Add Member Qualifications — Award a qualification to a specific member
• Manage Endorsements — Configure endorsement types and qualification prerequisites