As mentioned in the Defining Roles article, 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 be done at a particular meet and at a particular time (a shift). Volunteer management, including jobs and shifts, is only available to Premium customers.
Covered in this Article:
- Accessing Role Assignments
- Role Assignments Each Season
- Add/Remove Role Assignments
- Role Preferences During Registration
- Exempt Volunteers
- Role Assignment CSV Download
- Using Roles in Communications
- Using Roles to Limit Job Signups
Accessing Role Assignments
Click on the Roles tab in the Manage Team console.
The roles you have created will be listed by name so that you can edit or remove them. A number count will appear next to each role with how many people are assigned / how many slots were given.
Click Assign Roles... on the top of the page above your roles list.
Role Assignments Each Season
Role assignments are associated with seasons. Some roles are set up so the assignments are seasonal, others can be set up so the assignments are ongoing from year-to-year when assignees do not change often.
If “This role is reassigned every season” is checked when creating the role, assignments will be reset at the change of a season, and all members who were assigned to those roles last season will no longer be assigned to those roles. If you know that any of your members are repeating their role from last season, you have the ability to manually reassign them, but keep in mind, you won't be able to assign somebody to a role if they aren’t a member of the current season. ➞ See step ⑥ Update Your Roster if you need to manually affiliate someone to the season.
If “This role is reassigned every season” is unchecked when creating the role, assignments will carry over from season to season. Once you've updated your Current Season, you'll see people in your Roster with this Role badge next to their name. They won't have the Parent badge until they have completed the registration form. If a member is not returning to one of these roles in the new season, you’ll need to manually remove them from their role assignment.
>>Note: We also suggest creating a new role if you ever wish to change this setting “This role is reassigned every season” to ensure previous season assignments remain intact. And do not "Remove" a Role unless you are ok with any past season assignments also being removed. Removing a Role deletes it from your site entirely.
➞ See Defining Roles for more details on creating roles.
Add/Remove Role Assignments
- To remove a name, click on the “X” next to the member’s name
- To add a name, click on “Add/Remove” next to the role
- Begin typing in the name of the member, and select the name when it appears
- Click “Save.”
Role Preferences During Registration
If enabled on the registration form, volunteers will have the option of selecting job and role preferences. After registration is complete, admins can use the Role Assignments console to move volunteers into roles which require pre-approval or training (such as Stroke/Turn Judge) or season long roles such as a board position.
People that chose that role preference during registration as one of their 1st, 2nd or 3rd+ preferred jobs will appear in the Volunteer Role Preferences section.
You can move people from the preference section to the assigned section as needed. Click on the [x] next to a name to remove that person from the role and move them back to the preferences list. Or, click the blue Add/Remove button to assign or remove people to and from that role who might not have entered that role as a preference.
- Blue means "not assigned any role"
- Black means "assigned another role -- besides this one"
- Gray means "already assigned this role"
Sort the preferences list by Registration Date so that you can give priority by their registration date.
You can use season-long Volunteer Exempt roles to pre-exempt certain people (e.g. President) from your sign-up requirements during registration. If any parent/volunteer in family/account signs up for (or is previously assigned to) a Role that is marked as exempt from volunteer requirements, the minimum volunteer commitment requirement will not apply, and they have the option to bypass the volunteering section during registration.
Role Assignment CSV Download
The role assignments can be downloaded as a .csv file to view a spreadsheet of information including phone number, email, and connected athletes.
Using Roles in Communications
It's also useful to assign people to Roles to make communication lists 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. For more information on using roles to send group emails, see the Sending Email to Groups tutorial.
Using Roles to Limit Job Signups
Sometimes jobs will have a prerequisite before a parent can sign up for that job, such as stroke and turn judges. You can define a job as requiring that a parent be assigned to a role before they're allowed to sign up for that job.
➞ For more information about how to use Role assignments as a requirement for jobs, see the Jobs and Shifts guide.
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