This VP-Education Quick-Start Checklist ensures that your club is configured correctly from day one.
By following these steps in order, you activate the full automation power of the platform, moving from manual entry to a "self-service" model.
Step 1: Core Club Configuration
Club Profile: Upload your club logo and set your slogan to ensure all generated agendas are professionally branded.
Officer Assignments: Assign at least a Club President and VP-Education, as these are mandatory for system functionality.
Admin Rights: Designate additional officers as Administrators if you need help managing the roster (Note: The VP-Edu is a permanent Administrator and cannot be demoted).
Step 2: Meeting Logistics & Rules
Schedule Options: Set your meeting frequency (weekly, bi-weekly, or monthly) and select the specific day and timezone for your meetings.
Meeting Roles: Define every role in your meeting, set the number of assignments per schedule, and establish experience requirements via "Eligible Membership Levels".
Agenda Template: Build your meeting "skeleton" in the Template Editor, linking specific segments to the roles you created.
Holidays & Contests: Black out dates for holidays to prevent the generator from assigning roles when the club isn't meeting.
Step 3: Roster & Availability
Member Import:Use the bulk import tool to add your roster and send invitation emails so members can log in immediately.
Membership Levels: Assign a level (e.g., Beginner or Advanced) to each member so the generator knows which roles they are qualified to fill.
Planned Absences: Encourage members to use their personal dashboard to mark dates they will be away, ensuring they aren't scheduled during vacations.
Step 4: Automation & Communication
Reminder Settings: Enable automated reminders for unconfirmed roles to reduce your manual follow-up work.
Schedule Generation: Run the generator to create a 4 or 6-week draft, then review and publish it to notify the entire club.
Self-Service Monitoring: Monitor the Schedule Manager to see members accepting, declining, or volunteering for roles in real-time.
The Golden Rule of Accuracy:
If a last-minute change happens during a meeting, update the Schedule Archive afterward. This keeps your role rotation logic fair and ensures the next schedule you generate is perfectly balanced.
Congratulations! Your club is now fully automated.