New Planning Tool for Semi-Randomly Assigning Members to Open Roles

Clubs who prefer to assign members to roles, rather than waiting for volunteers, or who sometimes find it’s helpful for members to be “voluntold” what they should do for an upcoming meeting, now have access to a new planning tool.

This is a new and improved version of the “Show random assignments” function introduced in an earlier release. It has been redesigned based on feedback from VPEs and other officers who said they want to be able to assign members to roles more easily several weeks in advance.

The random assignments mode is actually semi-random. The software starts by identifying all the members who currently do not have a role for a given meeting. Before picking from that list, it attempts to filter out:

  • Members who have filled the same role in one of the last 3 meetings
  • Members who are too junior (have given less than 3 speeches) to fill a role such as evaluator
  • Members who have posted an “Away Message” indicating they will be out of town on the date of the meeting

Those who clear these hurdles are then put in a pool of possible assignees, which is shuffled until a “winner” emerges. This works in both the editing mode where you are assigning members to roles and the “recommend” function where you nominate someone for a role but they must confirm before it is held for them.

randomly suggested member
A suggested random assignment

The random choices appear as suggestions, which you as a meeting organizer can override. If the member recommended by the software is unreliable, you might not want to assign them to an important role. Or you might want to pick a really excellent evaluator for a speaker who is practicing for a speech contest. On the other hand, the software may help you spread the work around more evenly and encourage members to try roles they have not filled in the past.

When you make choices manually, you will have more information available to you within the dropdown list of members, including “Away” status messages and the date when the member last filled a specific role.

random dropdown
Away status shown on the dropdown list

You will see a new option on the menu labeled Assign, which is the editing view with random assignments turned on. From the editing mode, you can also click “Show random assignments” to get this effect.

menu assign
Assign option on menu

These updates are live on toastmost.org. If you have a self-hosted site, these features will appear once you upgrade to RSVPMaker for Toastmasters 2.7.1 or later.

Roll those dice!

A couple of other tweaks in this release include:

  • A shortcode for including the signup sheet display of multiple future meetings as embedded content on the page. In WordPress, a shortcode is a placeholder for content that gets generated dynamically. Include [signup_sheet limit=”3″] in a page to get a table displaying the next 3 meetings. The limit parameter is required for this to work, but you can change it if you want a different number of meetings to be displayed.
  • New styling for the optional green-yellow-red “stoplight” display of times on the agenda. It should work better if you download the agenda to Microsoft Word. Also displays better when the agenda is printed in black and white.

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