Dive Staff — Bosses, Instructors & Certification
Manage dive bosses and instructors, their certifications, active status, assigned divers, and the link to their staff record.
Dive Staff is the register of your dive bosses and instructors — their certification, whether they are currently active, how many divers they are assigned, and the link to their employee record. Only active staff can be assigned as dive boss for a day or attached to a trip.
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What the register holds
Each entry carries the person's role — such as Dive Instructor — their Certification, their Status (Active or Inactive), and Assigned Divers, so you can see who is carrying the load.
Dive staff and employees are linked, not the same
A dive staff record is the diving qualification and availability. The employment record — contract, payroll, leave — lives in Humanics. Use Link to staff member to connect the two so one person is not maintained twice.
Common Tasks
How to Add a Dive Instructor or Dive Boss (add dive staff, new instructor, register divemaster)
Add someone who can lead diving.
Required permission: Dive operations write
- Go to Dive Staff in the left sidebar
- Add the person with their role, such as Dive Instructor
- Record their Certification
- Use Link to staff member to connect them to their employee record
- Set their Status to Active
Result: They appear in the register and can be assigned as dive boss or attached to trips.
How to Take Someone Off the Roster Temporarily (deactivate instructor, staff on leave, inactive dive staff)
Stop someone being assigned without removing their record.
Required permission: Dive operations write
- Go to Dive Staff and find the person
- Choose Deactivate
Result: Their status becomes Inactive and they are no longer offered when assigning a dive boss or staffing a trip. Their record and history remain.
Note: Use Activate to bring them back. Deactivating is right for leave, an expired certification pending renewal, or a seasonal contract.
How to Check Certification Is Current (expired certification, check qualifications, instructor certification)
Make sure everyone leading dives is qualified to.
- Go to Dive Staff
- Review the Certification column across the register
- Deactivate anyone whose certification has lapsed until it is renewed
Result: Only currently-qualified staff can be assigned to lead.
Note: Worth a periodic pass rather than waiting for an incident. Deactivating on lapse is the enforcement — the system will not otherwise stop an expired instructor being assigned.
How to See Who Has How Many Divers (instructor load, assigned divers, staff ratios)
Check the spread of divers across your staff.
- Go to Dive Staff
- Read the Assigned Divers column
Result: You can see who is carrying most and rebalance before the ratio becomes a safety problem.
Troubleshooting
Someone cannot be assigned as dive boss
Cause: Their status is Inactive.
Fix: Open them in Dive Staff and choose Activate. Only active staff appear when assigning.
A dive instructor appears twice
Cause: They exist as a dive staff record and separately as an employee, unlinked.
Fix: Use Link to staff member on the dive staff record to connect it to their employee record, rather than maintaining two.
Assigned Divers looks wrong
Cause: It reflects current assignments, which change as guests are reallocated between departures.
Fix: Check the day’s manifests on the Dive Board. Reallocating a guest changes who is responsible for them.