Role Recommendations Versus Role Assignments

There are two modes in which a meeting planner can parcel out meeting roles to members: assigning roles and recommending roles. This distinction holds with or without the “random” assignment suggestion feature.

Which you use will depend on the culture of your club and how open members are to being “voluntold” to take a role, rather than volunteering for it.

You’re in assignment mode when you select either Edit Signups or Assign from the menu. The Assign option is a shortcut to turning on random assignment suggestions. When you assign a role to a member, you are reserving it for that person. The member will get an email notification that looks something like this:

assignment email
Assignment Notification

Traditionally, in my clubs the VPE (which used to be me) would use the editing or assigning role to record roles that people had signed up for on a paper signup sheet. In other words, they really had volunteered, just not on the website. However, other clubs are more proactive in having the VPE assign roles to members rather than waiting for them to volunteer. This has some advantages in terms of keeping members moving through the program and encouraging them to rotate through a variety of different roles.

When you use the Recommendation mode, you are asking rather than telling. The idea is that you can send the member a notification that makes it easy for them to confirm they will take the role (one-click confirmation). You can also include a personal note, explaining why the role would be good for them. But if they do not respond, the role will not be held open for them.

The email notification looks like this:

recommendation email
Recommended role notification asks member to confirm

The user can click that accept link and be instantly added to the agenda.

confirmation message
Confirming acceptance of a role