Club Membership Management

Member Management: Roles & Logic

Before diving into the technical steps of adding users, it is important to understand the hierarchy and status types within TMClubSchedule. Our system is built to balance powerful administrative control with an easy-to-use member experience.

1. User Account Types

There are two primary ways a user interacts with the platform:

A. Club Administrator (VP-Education Power)

By default, the person who registers the club is the first Club Administrator. While this role is primarily designed for the VP-Education, it represents the "Engine Room" of the club.

  • Access: Administrators are directed to the Admin Dashboard, granting full control over member data, role configurations, holidays, and the Schedule Generator.
  • Delegation: The primary Administrator can promote other officers to Admin status to help share the workload.
  • Scheduling: Administrators are still club members! The system treats them as eligible candidates for meeting roles just like everyone else.

B. Club Members

This is the standard account for your roster. It is designed for "Self-Service" to make the VP-Edu’s life easier.

  • Access: Members are directed to a Member Dashboard where they can update their profiles, record planned absences, and view the live schedule.
  • Interaction: Members can confirm their assignments (Accept/Decline) and proactively volunteer for OPEN roles.

2. Member Status: Active vs. Inactive

Managing a club roster often involves members who take temporary breaks or "leave of absence." TMClubSchedule handles this through a simple toggle:

Status What it Means
Active The member is fully engaged. They will be included in the "Election Pool" for the Schedule Generator and receive all automated notifications.
Inactive The member is currently unavailable for a long period (e.g., a 3-month sabbatical). Their history and profile are saved, but the system excludes them from all future schedule assignments.

Why use Inactive instead of Delete?

If a member might return, flagging them as Inactive is better than deleting them. It preserves their speech history and role frequency data, ensuring that when they return to Active status, the Schedule Generator can pick up right where they left off with fair rotation logic.

3. The Enrollment Flow

  1. Registration: The initial registrant becomes the first Admin.
  2. Roster Entry: The Admin adds or imports members.
  3. Invitation: Members receive an email to activate their accounts.
  4. Ready to Schedule: Once members are in the system and marked "Active," they are ready to be picked up by the Schedule Generator.

Table of Contents

Table of Contents