Record & Certification Templates
Record Templates define the certifications and compliance records your agency tracks. Templates standardize how records are created, what fields are required, and when expiration notifications are sent.
Templates are required before you can:
- Add certifications or records to team members
- Build Qualifications (which are made from specific certifications)
- Track expiration dates and receive notifications
What Templates Do
Templates serve as blueprints for the records your team members will have:
| Function | Description |
|---|---|
| Standardize Data | Ensure consistent naming and required fields across all records |
| Set Defaults | Pre-fill common values (issuing organization, training hours, etc.) |
| Lock Fields | Prevent users from modifying certain values |
| Track Expirations | Automatically calculate expiration dates and send notifications |
| Feed Qualifications | Qualifications are built from your certification templates |
| Require validation | Choose whether someone must review a record before it counts |
Record Types
RAM tracks more than certifications. When creating a template, you choose who it's for (Subject Type), then the Record Type. The choices depend on the subject:
For People (Team Members)
| Record Type | Use For | Example |
|---|---|---|
| Certification | Certifications, training courses, licenses, anything with a card or certificate | CPR/AED, SARTECH II, NIMS IS-100, EMT |
| Background Check | Security clearances and checks | FBI Background, State Criminal Check |
| Other | Anything else | Custom compliance records |
For Animals (K9/Working Animals)
| Record Type | Use For | Example |
|---|---|---|
| Certification | Animal certifications | SAR Certification, Tracking Certification |
| Vaccination | Immunizations | Rabies, DHPP, Bordetella |
| Medical Record | Health records | Annual Exam, Hip X-Ray |
| Other | Anything else | Custom records |
Accessing Templates
- In the left-hand menu, select Agency, then Agency Settings on the top bar.
- Select the Certifications area. It opens on Templates.
You can also reach it from the Certifications page: select Certification Templates at the far right of the top bar.
Creating, editing, importing, and removing templates all need Manage certification templates (or be an Agency Admin). The same permission opens the Certification Templates page in Agency Settings. See Roles & Permissions.
Each row shows the template name (with the issuing organization and description beneath), Record type, For (person or animal), Expires (for example "2 yr", "6 mo", or "No expiry"), and Assignment (Required, Optional, or Restricted). A Self-attested badge marks templates that do not need validation. Use the search box and the Record type and For filters to narrow the list, or select the Required for all tile to see only required templates. Select a row to open the template's details, or use the pencil to edit it.
Creating a Template
Step 1: Start a New Template
Select New Template on the top bar. The form is titled Create New Record Template.
Step 2: Choose Subject Type
Select who this template applies to:
- Person — For team member records
- Animal — For working animal records (K9s, the only animal type RAM supports today)
Subject Type can't be changed after the template is created.
Step 3: Select Record Type
Choose the type of record this template will create. The list depends on the subject type (see Record Types).
Record Type can't be changed after the template is created.
Step 4: Enter Basic Information
| Field | Required | Description |
|---|---|---|
| Template Name | Yes | What members see when adding records (e.g., "CPR/AED", "NIMS IS-100") |
| Assignment Type | Yes | How this record is assigned (see below) |
| Description | No | Explain what this certification is and who needs it |
Assignment Types Explained
| Type | Behavior |
|---|---|
| Required | Auto-assigned to all users. Shows as "missing" until completed. |
| Optional | Users can select it and add the record themselves. |
| Restricted | For records that only administrators should add (a background check, for example). Only an Agency Admin or someone with Create certifications for any member can add it to a member's record. Members can't add it themselves: the Add certification wizard greys it out and says why. Once it's on a member's record it's theirs like any other: they can edit it, attach documents, and renew it, and it's verified as usual. |
Step 5: Set Default Values
Default values pre-fill fields when members create records from this template. The available fields depend on the Record Type you selected:
Common Fields (All Record Types)
| Field | Description |
|---|---|
| Issuing Organization | Who issues this certification (e.g., "American Red Cross", "NASAR") |
| Location | Where training/certification typically occurs |
| Instructor | Default instructor name |
| Expiry Period (months) | How long until the record expires. Leave blank if it doesn't expire. |
Certification Fields
| Field | Description |
|---|---|
| Training Hours | Number of hours required for this training |
| Certification Level | Level designation (e.g., "Level I", "Technician", "Instructor") |
Background Check Fields
| Field | Description |
|---|---|
| Check Type | Type of background check (FBI, State, Local, etc.) |
| Clearance Level | Security clearance level if applicable |
Medical Record Fields
| Field | Description |
|---|---|
| Veterinarian | For animal records - default vet name |
| Clinic Name | For animal records - default clinic |
Vaccination Fields (Animals)
| Field | Description |
|---|---|
| Vaccine Type | Type of vaccine (Rabies, DHPP, Bordetella, etc.) |
| Manufacturer | Vaccine manufacturer |
| Batch Number | Lot/batch number template |
| Veterinarian | Default vet name |
| Clinic Name | Default clinic |
Step 6: Configure Field Locking
Each default value field has a lock icon on the right side:
| Icon State | Meaning |
|---|---|
| Unlocked (open padlock) | Default value is a suggestion — members can change it |
| Locked (closed padlock) | Value is enforced — members can't modify it |
When to lock fields:
- Lock Issuing Organization when only one organization issues this certification
- Lock Training Hours when the hours are standardized
- Lock Expiry Period when expiration is set by regulation (e.g., CPR is always 2 years)
When to leave unlocked:
- Location may vary by training session
- Instructor changes between sessions
Step 7: Choose Whether Records Need Validation or a File
Two switches near the bottom of the form:
| Switch | What it does |
|---|---|
| Require file upload | Users must attach at least one supporting document |
| Require validation | On: a reviewer must select Verify on a record before it counts toward qualifications (this needs the Validate certifications permission). Off: records count as soon as they are entered and show a Self-attested badge. Turning it off validates any records already waiting for review. Turning it on doesn't un-validate existing records. |
Step 8: Set Notification Timing
The Notification Timing section sets how many days before expiration RAM warns:
| Notification | Default | Description |
|---|---|---|
| First Notification | 30 days | Early warning to plan renewal |
| Second Notification | 14 days | Two weeks out reminder |
| Third Notification | 7 days | One week urgent reminder |
| Final Notification | 1 day | Last day warning |
A lock icon beside the timing fields enforces it the same way as other locked fields.
These warnings go to the member who holds the record. The scheduled report to agency recipients is set up separately. See Agency Notification Settings.
Step 9: Save the Template
Select Create Template to save. The template is now available for members to use.
Common Templates to Create
Here are recommended templates for most rescue organizations:
Essential Certifications
| Template Name | Record Type | Expiry | Assignment |
|---|---|---|---|
| CPR/AED | Certification | 24 months | Required |
| First Aid | Certification | 24 months | Required |
| Bloodborne Pathogens | Certification | 12 months | Required |
NIMS/ICS Training
| Template Name | Record Type | Expiry | Assignment |
|---|---|---|---|
| NIMS IS-100 | Certification | None | Required |
| NIMS IS-200 | Certification | None | Required |
| NIMS IS-700 | Certification | None | Required |
| NIMS IS-800 | Certification | None | Required |
| ICS-300 | Certification | None | Optional |
| ICS-400 | Certification | None | Optional |
Search & Rescue Certifications
| Template Name | Record Type | Expiry | Assignment |
|---|---|---|---|
| SARTECH I | Certification | 36 months | Optional |
| SARTECH II | Certification | 36 months | Optional |
| SARTECH III | Certification | 36 months | Optional |
| Wilderness First Responder | Certification | 24 months | Optional |
| Rope Rescue Technician | Certification | 36 months | Optional |
| Swift Water Rescue | Certification | 24 months | Optional |
Background Checks
| Template Name | Record Type | Expiry | Assignment |
|---|---|---|---|
| FBI Background Check | Background Check | 60 months | Restricted |
| State Criminal Background | Background Check | 24 months | Restricted |
| Sex Offender Registry | Background Check | 12 months | Restricted |
K9/Animal Records
| Template Name | Record Type | Subject | Expiry | Assignment |
|---|---|---|---|---|
| Rabies Vaccination | Vaccination | Animal | 36 months | Required |
| DHPP Vaccination | Vaccination | Animal | 12 months | Required |
| Bordetella | Vaccination | Animal | 12 months | Optional |
| Annual Veterinary Exam | Medical Record | Animal | 12 months | Required |
| SAR Certification | Certification | Animal | 24 months | Optional |
Editing Templates
- Select the pencil on the template's row (or open the row and choose to edit).
- Change the fields (the dialog is titled Edit Record Template).
- Choose how to save:
| Button | What it does |
|---|---|
| Update Template | Saves the template only. Existing records are not changed. New records use the new values. |
| Update All Records | Saves the template and rewrites every record built from it to match. Per-record edits are overwritten, and expiration dates are recomputed if the expiry period changed. You're asked to confirm, and it can't be undone. |
- Subject Type (Person/Animal)
- Record Type
These are locked after creation because changing them would affect existing records.
Removing Templates
Use the trash icon on a template's row. RAM first checks whether any records are built from it:
- No records: you can remove the template.
- Records exist: removal is blocked and the dialog explains why, so records are never left orphaned.
Import & Export
Open the ⋮ (More actions) menu on the top bar.
- Export Templates (CSV) starts an export and shows its progress. Use it for a backup or to share with another agency.
- Import Templates (CSV) uploads a CSV and shows its progress. When it finishes you see how many templates were created, how many were updated, and how many rows had errors.
Your CSV should use the same columns as an export (Record Type, Subject Type, Template Name, Description, Assignment Type, Status). Status is the template's own status, normally Current; leave it as exported. The easiest way to get the format right is to export first and edit that file.
Best Practices
Naming Conventions
| Do | Don't |
|---|---|
| "CPR/AED" | "cpr" |
| "NIMS IS-100" | "NIMS 100" or "IS100" |
| "Wilderness First Responder" | "WFR" (unless commonly used) |
| "SARTECH II" | "Sartech 2" |
Keep names:
- Consistent with industry standards
- Short enough for dropdown lists
- Clear enough to identify without description
Expiration Periods
| Certification Type | Typical Expiry |
|---|---|
| CPR/AED | 24 months |
| First Aid | 24 months |
| NIMS Courses | No expiration |
| Technical Rescue | 24-36 months |
| Background Checks | 12-60 months |
| Animal Vaccinations | 12-36 months |
Field Locking Strategy
Lock these fields:
- Expiry periods set by regulations
- Issuing organizations that don't vary
- Required training hours
Leave unlocked:
- Locations (vary by session)
- Instructors (change frequently)
- Dates (always vary)
Troubleshooting
"Template name already exists"
Each template name must be unique within the same Record Type and Subject Type combination. Choose a different name or modify the existing template.
"Cannot add certification to member"
Check that:
- A template exists for this certification type
- The member is adding for themselves, or you hold Create certifications for any member to add for someone else
"I can't remove a template"
Records are still built from it. A template with records can't be removed.
"Expiration date not calculating"
Check that:
- The template has an Expiry Period set
- The Expiry Period field is a valid number (in months)
- The member's record has a completion/issue date
Seeing the Result
Once templates exist, Certifications → Team Certifications shows every member record measured against them. By default it lists only what the agency actually tracks (records tied to a Required template or referenced by an active Qualification), with a toggle to show everything else members have uploaded.
Next Steps
After creating your certification templates:
-
Build Qualifications: combine certifications into capabilities
- See Qualifications
-
Set Up Notification Recipients: choose who receives expiration alerts
-
Add Team Members: members can now add their certifications
- See Team Management