League Shared Roles

Roles are used for communication and to manage permissions.  

• Teams can define Roles within their team
• A league can define Roles specific to the league
• A  league can also create Shared Roles -- roles that are pushed down to all of their SwimTopia teams

For more information, see ➞ Roles

Covered in this Article:

• What is a Shared Role?
• Creating a Shared Role
• Editing a Shared Role on a Team Site
• Assigning Roles
• Communications and Shared Roles

What is a Shared Role?

Shared Roles are used for positions that are common to all of the league’s teams, especially when the league admins would like visibility to and the ability to communicate with everyone in those positions. Some examples include: Team President, League Rep, Head Coach, Computer Lead, and other board members.

The benefits of Shared Roles include:

• League admins can see who has been assigned to Shared Roles across all teams
• League admins can communicate with all members of Shared Roles across all teams
• There is consistency in Role names across all teams

Creating a Shared Role

Go to Manage League > Roles, and click on “New Role.”

Fill in all details of the role, making sure to check the box next to “This is shared with all member organizations.” (If you do not check this box, the role will be local only on the league site and will not be pushed down to the teams’ sites).

» Note: While setting up a Shared Role, if you assign any administrative permissions (full or partial) to this role, the people assigned to that Shared Role will have those permissions on the league site.

Shared Roles will appear on the Roles page with a blue badge with a link icon that says SHARED:

Editing a Shared Role on a Team Site

When team admins go to Manage Team > Roles on their site, they’ll see all Shared Roles indicated by a blue badge with a link icon and the league abbreviation:

Team admins can edit any Shared Role by clicking on the name of the role.

Teams can edit any portion of the definition of a Shared Role (except the Name), and those settings will be enacted for that role on the team site.

This includes the description, the privileges, and all the other attributes of a role.  If the team admin assigns any administrative permissions (full or partial) to this role, the people assigned to that Shared Role will have those permissions on the team site.

» Note: If the league creates a Shared Role with the same name as a role already created by a member team, the Shared Role will automatically connect with the existing role and it will become a Shared Role on the team site, but will continue to have whatever settings the member team has chosen on their site.

Assigning Roles

When assigning people to Roles, league admins can only select names from the league's “People” page; therefore, Shared Roles assignments must be made by the team admins on the team site.

On the team site, assigning a person to a Shared Role is identical to the process of doing so for a team-only role.  For more information, see ➞  Assigning Volunteers to Roles

Once the team admins assign names to the Shared Roles, you’ll see a count for how many people have been assigned to a Shared Role:

To view the team members’ names assigned to each Shared Role:

• Go to Manage League > Roles and click on “Assign Roles” in the upper right corner
• There you’ll see a list of names assigned to each Role:
  • Shared Roles will be identified with a blue ‘Shared” badge, and all assignees will be identified with a gray badge that includes the team’s abbreviation
  • All other Roles are local to the league’s site

» IMPORTANT NOTE: The Role assignees shown here are from each site’s Current Season.  Shared Roles will show the team’s assignees from that team’s Current Season. “Local” roles will display assignees from the league’s Current Season.

Assigning Roles to People on non-SwimTopia Teams

If there are some teams in your league which are not SwimTopia teams, you can still make Role Assignments to the Shared Roles.  First, add those people to your roster by either asking them to register on your site or by adding them as a Parent on your site.  Once they’re in your “local” roster, you’ll be able to assign them to a Shared Role.

For more information, see ➞  Managing People.

Communications and Shared Roles

League administrators can send a message to all the assignees of a Shared Role in the Communications section of their site.  

For more information, see ➞  League Communications