The main purpose of Roles is to allow for efficient communication to groups of people and to manage access within the Manage Team area based on permissions. Any parent or athlete on your team can be assigned to a role, so that you can group the people on your team, from assigning meet jobs to sending group emails.
>>Note: Roles are different from Jobs in a number of ways, primarily having to do with time span—does it take place over the whole season or level of responsibility. Jobs are something that must been done at a particular meet and at a particular time (a shift).
Covered in this Article:
- Accessing Roles
- Types of Roles
- Creating Roles
- Administrative Permissions
- Using Roles in Communications
Roles are managed from the Roles tab in the Manage Team console.
Depending on your situation, there are options for how you can create different roles as described below.
Types of Roles
➧ Team Role
Such as Coach, President, Timer Coordinator, Tent Parent Coordinator, Snack Bar Coordinator, Computer Rep, Hospitality, etc., which is usually filled by only one or two people and are not usually reset at the end of each season (as long as these individuals wish to continue with their roles).
➧ Season Role
Such as Timer, Ribbons, Tent Parent, Concessions, Stroke/Turn Judge etc., which are related to working a shift at an event; is filled by many people; and is usually reset at the end of each season. Teams usually only create "Roles" for these when collecting preferences during registration. Otherwise, jobs & shifts posted to each meet is used for signup during the season. ➞ See the Jobs and Shifts tutorial for more info.
➧ Committee Membership Role
Such as Timer, Ribbons, Tent Parent, Concessions, etc., when committee size is limited to ensure that volunteer effort is evenly divided. In this scenario, the more popular/easy jobs have small committees and only committee members can volunteer for that committees jobs.
➧ Job-Specific Role
Some jobs require training before a person can do them. One example of this is Stroke/Turn Judge.
➧ Exempt Role
Such as President, Announcer, Volunteer Opt-Out, etc., usually filled by a person whose assignment to that Role allows them to meet all minimum volunteer requirements.
➧ Acknowledgements Role
In this example we will define Season Roles in order to allow parents to choose it as an volunteer preference during Registration.
Step 1: To define a new role, click New Role.
Step 2: Enter the name of the role, a description, and indicate whether this role's assignments are cleared out every season if they are usually reassigned to a new volunteer, or if it's a position where you know someone will be in the role for multiple years, leave this "This role is reassigned every season" box unchecked (see note below).
>>Note: Role assignments are attached to a season. If you leave "This role is reassigned every season" unchecked, the parents assigned to this role will remain assigned each season automatically and will have immediate access to the site in case they need to do work prior to registration. If anyone should not be assigned the next season, you'll need to remove them manually, so they will not get emails. We also suggest creating a new role if you ever wish to change this setting to ensure previous season assignments remain intact. ➞ See Assigning Volunteers to Roles.
Step 3: Next, enter the total number of people usually needed in this role during the entire season, how many points (if tracking) are given for members assigned to this Role, and if members assigned to the role are exempt from further volunteering.
Members assigned to an volunteer exempt roles are allowed to skip the volunteer preference and job sign-up section during registration.
Some teams allow parents to pay a fee to opt out of volunteering. You can create a "Volunteer Opt-Out" role that can be marked exempt to create a volunteer opt-out option in the Acknowledgements section of the registration form. Be careful with this if you think many parents will gladly pay, so you're not left with a volunteering issue. Make the fee high enough to deter it.
>>Important Points Note: The point setting is useful for teams that use points to determine volunteer commitment minimums by one person for the same job done over an entire season. BUT, if you are requiring a certain number of points during registration, that is a separate process. So, even if someone is assigned to a role worth X points, they will still need to fulfill your points requirement during registration. So you can either make the role exempt, or create a separate registration form with a different point requirement for these people. It can be a private form if you want to just send it to them directly.
You can assign customized administrative permissions to each role, which can provide access to separate admin sections of your site. Any users assigned to that role will inherit the administrative permissions defined in that role.
➧ Permission Levels
With Some administrative permissions selected, a role can be granted Read or Manage permissions for a dozen categories such as Registrations, Meet Entries or Website.
- With Read access, a user will be able to find and view data and run reports in that category, but will be unable to make any changes.
- With Manage access, the user can add data, make edits and delete data.
- If the access in a given category is None, that category of information won't show up at all.
For example, a board role such as Treasurer might need Manage access to People, Registrations, Sponsorships, Merchandise orders and Organizational Setting (to access WePay configuration), but only Read access to the Schedule, Roles, Communications and Website (as shown below):
>>Tip: Hovering over the information icon (?) will provide guidance on what is accessable. If unsure based on descriptions, you could create a test Parent account with another email to see what access you have with specific permissions set. Feel free to contact your friendly Customer Happiness Team for assistance as needed.
>>Note: "Manage Schedule" or "Manage Meets" allows for Season configurations. Also, "Organization Settings" controls access to the "Settings" link found at the top of the screeen ➞ See our SwimTopia Site-wide Settings article for details.
To save your changes, click Create, or Cancel to go back to All Roles.
➧ Permissions Indicators - Keys and Crowns
Once you assign permissions to a role, and assign roles to a user, you likely want to be able to see at a glance which users have what permissions in the system. To provide that quick visibility you'll see icons displayed within the role tags.
A crown icon indicates the role/user has full admin access.
A key icon idicates the role/user has some permissions.
Hovering over the role tag when on the People screen will show a summary of categories in which the role/user has read or manage permissions.
When necessary, a Read Only access reminder is shown to the user.
Using Roles in Communications
Assigning people to Roles allows you to make communication groups, or to limit who can sign up for jobs when you create a meet or an event. Once you have assigned volunteers to roles, you can send group emails based on the role name.
➞ See Assigning Volunteers to Roles to learn how you can manage communication with your volunteers.
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