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 in the sidebar and select Meeting Roles.
1. Managing the Role List
The main Meeting Roles screen displays all active roles for your club.
- Reordering Roles: Drag and drop the handle (three horizontal lines) to move a role up or down. The order here determines the sequence in which roles appear on your Meeting Agenda.
- 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.
2. Role Configuration Details
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.
Strategic Planning Tips
IMPORTANT
Impact on Schedules: Adding, removing, or changing the number of assignment slots will immediately discard any unsaved draft schedules.
Existing published schedules will remain unchanged.
| Strategy | Benefit |
|---|---|
| Tiered Eligibility | Restrict roles like General Evaluator or Toastmaster to advanced members to ensure meeting quality. |
| Consistent Naming | Use the Role Display Name to match your club's specific culture or tradition. |
| 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.