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In XO Scheduler, qualifications are stored as Documents. Every Instructor, Classroom, Simulator, and other resource must have at least one valid qualification (document) for the system to schedule them.
Documents are individual qualifications, while Document Types are templates that define what fields each qualification should have. This guide walks you through:
Creating and deleting Documents
Creating and managing Document Types
Understanding how qualifications tie directly to scheduling
Without these documents, your resources will not appear as assignable in schedules.
🛠️ Step-by-Step Guide
Below is a step-by-step guide for managing Documents and Document Types.
📸 Disclaimer: Screenshots and videos may look slightly different from your XO Scheduler interface depending on your version or configuration.
📄 How to Create a Document
Go to Setup → Documents.
Right-click in the document list.
Select Create Document and choose a Document Type.
Fill in the required fields (e.g., document name, issue date, expiry date).
Click Save.
🗑️ How to Delete a Document
Go to Setup → Documents.
Right-click the document you want to delete.
Select Delete Document…
Confirm deletion.
🏷️ How to Create a Document Type
Document Types are templates for qualifications, defining which fields each document will contain.
Go to Setup → Properties.
Select Manage properties for: Records.
In the Document Types list, right-click and choose Create Document Type…
Enter a name for the new type (e.g.,
Type Rating – A320).Click Save.
💡 Pro Tips
Qualifications = Documents: A resource cannot be scheduled without at least one valid document.
Use expiry dates: Adding expiration fields prevents scheduling unqualified instructors or equipment.
Plan your Document Types early: Create templates for your most common records first (licenses, approvals, device certifications).
Keep documents organized: Use clear names like
A320 Type Rating, orSimulator Certified.
🔗 Related Tutorials
Managing Properties – Set up fields for document templates
Qualify Resources – Learn how to assign qualifications so resources can be scheduled