BCWS | 2025 Coordinator User Manual

User Login

1. Navigate to the CORE Team Application Portal.

   

2. On the landing page, click “Log In”.

3. Enter your valid IDIR credentials.

4. Click Continue or hit the ENTER key.

Logging Out

1. Click on your user profile on the top right corner of the screen.

2. Click “Logout”.

   

The Personnel Page

This is the first page that you will see upon logging into the application. The personnel page is typically the starting point for coordinators who want to search for deployable CORE members, or monitor pending applicant submissions for approval. To perform these tasks, the page consists of two main functionalities: 1) Search filters to help narrow down your search; and 2) Search results display (see visuals below).

Search Filters

 Search Filter display and annotations

For specific Instructions on how to use the more complex filters (i.e., the “Home Region/Location” and “Availability/Date Range” filter), as well as how to read the search results table with the availability filter applied, please see Finding Members to Deploy.

Search Results Table

 Search results table annotations

To learn how to approve a pending applicant and track their document submissions from the personnel page, please go to Reviewing and Approving Applicants.

Member Status Guide Pop-up Window

Member Status (Search results tab) Definitions

• Active: Refers to members who are currently active in the CORE program and are readily deployable.

• Inactive: Refers to members who are no longer active in the program due to various reasons (e.g maternity leave, hiatus from program, etc.). They are unavailable for deployments during the year.

• Pending Approval: Refers to applicants who have submitted their intake form, but have not yet been approved into the program as a CORE member.

 Individual Tab Displays

“Active” Tab: Table columns

“Inactive” Tab: Filter details

“Pending Approval” Tab: Column definitions

Member Profile

Profile Banner

 Banner Display with annotations

Deployment & Availability Tab: sections

 Member's Schedule (Availability)

Members are now able to update their own availability in their dashboard. Changes they have made on the member dashboard will also be reflected here in the scheduler for you immediately.

 Sections, Roles and Experience Levels

Quick Tips:

• You can see the top three most preferred sections ranked by the member.

• The member dashboard allows members to add or remove sections they are interested in. However, only coordinators can edit the experience levels for each section as members accumulate deployment experiences.

 Skills & Certifications

Quick Tips:

• Switch between the “Languages”, “Tools & Software”, and “Certifications” tab to view the different skill categories.

 Notes

Quick Tips:

• Only other coordinators can see what you have written under “Coordinator Notes”.

• To learn more on how to add and edit your notes for a member, see step 4 of Searching for active members for deployment.

Member Details Tab: sections

 Recommitment Details

Quick Tips:

• When a member or their supervisor has declined their recommitment, you are able to see their reason for declining in this section.

• You can see the supervisor’s government email (IDIR) link to the member’s recommitment modal.

Possible recommitment statuses and what they mean:

• PENDING - Member has not yet completed their recommitment in their dashboard.

• RECOMMITTED - Member is officially recommitted with supervisor approval for the upcoming year.

• DECLINED BY MEMBER - Member has declined their own recommitment and will not be returning for the upcoming year. You are able to see their reason for declining.

• DECLINED BY SUPERVISOR - Member’s supervisor has declined their recommitment request. You are able to see their reason for declining.

• MISSED DEADLINE - Displayed after the recommitment period ends, if member did not take any action, or their supervisor did not approve before the recommitment deadline.

 Member Details

Quick Tips:

• Members can now edit their details directly in their member dashboards. Any changes they make will be reflected here for you.

 What an applicant profile looks like

While the applicant profile has the same number of sections (minus the recommitment details) as the member profile, it also includes additional components, such as the pending applicant information banner and the individual intake requirement status under Applicant Details, to help EMCR coordinators keep track of other applicant requirements for approval. To see how to approve an applicant to become a EMCR member, please see Reviewing and Approving Applicants in Chapter 3.

How can I track the number of members who have recommitted over time on the personnel page?

During the recommitment period, reminders will be sent to active members to prompt them to complete their recommitment process. The labels in the search results table allow you to track members' recommitment status during this time. You may also leverage the filter under the “Active” tab for early staff planning before the new year starts in CORE.

Monitoring Recommitment in the “Active” tab

1. Use search filters on the top of the personnel page to narrow the search results to members in your region only.

   

2. During the recommitment period, if an active member has confirmed their return to CORE with supervisor approval for the upcoming year, you will see the “recommitted” label appear next to their name.

   

3. To narrow the list down to only members with the “recommitted” label, in the “Active” tab, click the dropdown filter on the left, and selected “recommitted”.

   

4. The search results will now only show members who are recommitted for the upcoming year.

   

How do I approve applicants into BCWS?

1. View “Pending Approval” List: On the Personnel page, scroll down to the search results table and switch to the “Pending Approval” tab.

   

2. Review Requirements Status: Review the submission status for “ICS Training” and “Supervisor Approval”. Make sure to cross-check these items with applicant names in your regional email inbox to confirm submission.

   

3. Go to Applicant Profile: Once you have made sure that you have received the intake requirement(s) from the applicant, click on the applicant’s name in the search results to proceed to their applicant profile.

   

4. Click the “Edit” button on the top right corner of the Member Details section.

   

5. Update Intake Requirements Status: Under “Intake Requirements”, change the status for the received items (i.e., Supervisor Approval, ICS Training) in their respective dropdown fields.

   1. Open the dropdown field(s).

   2. Select “Received” for Supervisor Approval, and/or “Completed” for ICS Training.

   3. Click “Save”.

      

6. Complete Review: On the “Pending Applicant Information Alert” banner, the list of item statuses will be updated.

   1. Click “Approve as Member” on the right side of the banner. (This button will only appear when all requirements are marked as “Received”/”Completed”)

   2. Click “Confirm” again in the confirmation pop-up.

      

7. The applicant is now approved into the program as a EMCR member. You can now schedule them for deployment, update their information, if needed, or change their status to “inactive”.

How do I search for active members for a deployment?

Search filters: “Fire Centre/Home Location”

There are two main ways to go about using the Fire Centre/Home Location filter. The first one is using it to find people who reside in a select area (Fire Centre/home location). When choosing an option from this dropdown menu, you can either:

Select one or more fire centres only.	Select one or more fire centres, and then refining the search to include specific home locations within those fire centres.	Directly select one or more home locations without selecting a fire centres.

This filter automatically refines the search results to members who reside the selected region(s) and/or home location(s).

Search filters: Travel Preference

The second way is to use the Fire Centre/Home Location filter to search for members who are able to travel to a specific area. In this case, the fire centre or location that is selected refers to the area that you want to deploy the member to, instead of where people are coming from. To do this, you must:

1. Select a location;

2. Simply check the box that says “Show members willing to travel to the selected location(s)”.

The search results will automatically refresh, showing all members who are willing to travel to the selected area, regardless of where they live in the province.

Search filters: “Availability/Date Range”

1. Select a status from the “Availability” dropdown.

   

2. Open “Availability Date Range” and click on a start and end date on the date picker. This will set the date range for the availability status selected in step 1.

   

3. In this example, the search results will be automatically refreshed to just members who are available any day(s) between June 10-17, 2024.

   1. “Available”: indicates that the member is available every day between June 10th and June 17th.

   2. “Available x of x days”: indicates that the member is only available for certain days out of the total number of days in the selected date range.

      

Reviewing deployable member’s profile information

Once you have found a suitable member, you can browse deeper in their profile to further assess their deployment readiness. Some actions you can do with the member profile:

4. Using the organization info displayed under “Member Details”, you can contact the member’s supervisor to confirm the member’s participation for an upcoming deployment.

   

5. You can also save important notes about the member in the Notes section to inform other coordinators.

   

How do I scheduling deployments for a member, or update their availability for them?

Adding an Availability

1. On the member’s profile, you can update the scheduler by either clicking “Update Availability” on the top right corner of the section, or select a date block directly on the calendar.

   

2. Add a new availability in the pop-up modal.

   1. Select a start and end date for the availability date range. You can do this by clicking on the date picker or entering a valid date in the date fields.

   2. Click on one of the three statuses for the selected date range.

   3. If you are setting up a deployment, you can enter a valid Task/Resource Request number.

   4. Once you have added all the required details, click “Save”.

      

3. You will see the selected date range and availability status highlighted in the member’s schedule.

4. If you want to edit or delete an existing availability on the calendar, simply click on the date range on the member’s schedule and make changes in the Edit Availability Modal.

How do I edit profile sections for a member?

If you want to update any information under “Member Details”, “Functions & Experience Levels”, simply click on the “Edit” button on the top right corner of each section.

Updating Member Details

Please see step 5 of Reviewing and Approving Applicants. The process for accessing the "Edit Member Details" modal is the same as for editing applicant details.

Editing Functions & Experience Levels

1. To update a member’s experience level for a specific function:

   1. Click “Edit” on the top right corner of the “Functions & Experience Levels” section.

   2. Open the “Experience” dropdown menu next to the function that you want to update.

   3. Select the appropriate experience level for that function in the dropdown menu.

   4. Once you have made all the updates, click save.

      

Add Notes

See Step 4 of Finding Members to Deploy.