Meeting Roles Management

Defining your Meeting Roles is the most critical step for the automated Schedule Generator. By customizing these roles, you tell the system exactly how your club meetings are structured and which members are qualified for specific tasks.

Customizing Meeting Roles

To manage your roles, navigate to Schedule Settings > Meeting Roles.

Prerequisites

Before adding/editing Meeting Roles, please ensure that you have defined one or more Membership Levels. This is necessary to associate your club's roles with specific membership levels. See the Membership Levels section for more information on setting up Membership Levels.

1. Managing the Role List

The main Meeting Roles screen displays all active roles for your club.

Screenshot: Meeting Roles List

  • Reordering Roles:
    Drag and drop the handle (three horizontal lines) to move a role up or down.
  • Adding New Roles:
    Click the ADD NEW ROLE button to create a custom role unique to your club (e.g., "Jokemaster" or "Parliamentarian").
  • Editing/Removing:
    Use the pencil icon to change role details or the trash icon to remove a role entirely.

Important Notes on Roles Ordering

This not only affects the display order on your Master Schedule, but also influences the generator's prioritization of role assignments. Roles listed higher will be filled first, ensuring that the most critical or high-priority roles are assigned to members.

2. Role Configuration Details

Screenshot: Adding Meeting Role

When adding or editing a role, you will see the following options:

  • Actual Role: Choose the core Toastmasters category the role falls under (e.g., "Table Topics Master").
  • Role Display Name: This is the name that appears on the printed schedule. You can use creative names here while keeping the "Actual Role" standard for system tracking.
  • Eligible Membership Level: Restrict certain roles to experienced members. For example, you might set the "Evaluator" role to require a "Level 1 Completed" status.
  • # of Assignments Per Schedule: Define how many slots exist for this role in a single meeting. For instance, if your club typically has three speakers, set this to 3.

CAUTION - Impact on Draft:

Adding, removing, or changing the number of assignment slots will immediately discard any unsaved draft schedules. Existing published schedules will remain unchanged.

Strategic Planning Tips

Strategy Benefit
Consistent Naming Use the Role Display Name to match your club's specific culture or tradition.
Tiered Eligibility Restrict roles like General Evaluator or Toastmaster to advanced members to ensure meeting quality.
Slot Management If you have a small club, reduce the number of Speaker or Evaluator slots to 2 to ensure the generator doesn't leave gaps you can't fill.

Administrator Note

The system uses these roles to "auto-fill" your meetings. If the generator cannot find enough eligible members for a restricted role, it will leave the slot empty for you to fill manually or for a member to volunteer.