Qualifying your resources (like instructors, classrooms, and simulators) ensures the XO Scheduler can automatically assign them to appropriate training events. This guide explains how to assign qualifications to your resource step by step.

Example Scenario

You’re planning a Human Factors training session in the United States, which involves:
- A classroom
- Several trainees
- An instructor

To ensure proper scheduling, you need to qualify:
- The instructor with relevant certifications (e.g., Human Factors, English, and US Visa)
- The classroom with a general classroom qualification, because in this example the classroom doesn't need special qualifications/requirements

We highly recommend you watch the video. It explains why Qualifications are important and then shows you a step by step guide.

After the video you will find a step by step guide.

📸 Disclaimer: Screenshots and videos may look slightly different from your XO Scheduler interface depending on your version or configuration.

Qualify Resources

Step-by-Step Instructions to Qualify Instructors, Classrooms, and Simulators

1. Instructor Qualification

Qualify an Instructor

To make sure instructors are eligible for automatic assignment, they must hold the appropriate qualifications — such as the topic of the training, language skills, or travel visas.

Here’s how to qualify an instructor:

Search for the instructor by name.
Double-click to open their profile → go to the Records tab.
Review existing qualification (e.g., English C1).
To add a new qualification (e.g., US Visa):
Right-click → Create Record
Search for the qualification
Select it, set:
1. Issuing Country: USA
2. Expiration Date: July 30, 2028
  (*note: please remember this is just an example, please enter the details according to your specific company's needs)
Click Save

📝 The system will not auto-assign instructors to events beyond the qualification's expiration date.

2. Classroom Qualification

Qualify a Classroom

Even if the resource is named “General Classroom,” you still need to formally qualify it. This lets the system recognize it as an eligible space for training.

To assign a qualification to a classroom:

Open the classroom’s profile by double-clicking on its name in the resource section
Go to the Records tab
Right-click → Create Record
Search for: General Classroom Qualification
Select it
Leave the expiration blank (for unlimited validity)
Click Save

📌 Classrooms must be qualified to be included in automatic scheduling.

3. Simulator Qualification

Qualify a Simulator

Simulators must be qualified based on the aircraft type or training device configuration they support.

To qualify a simulator:

Search for the simulator you want to qualify
Open profile by by double-clicking on its name in the resource section
Go to Records tab
Right-click → Create Record
Search: A320 Certified Device
Select it
Enter the issue date and, if applicable, an expiration date (both are optional).
Your window may look slightly different depending on your company’s configuration. Additional optional fields or properties may appear here (for example, Comment or Deactivated Yes/No). Fill in the information that is relevant for your organization.
Click Save