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Change club Executive access levels year after year?

Discussion in 'Feedback & Suggestions' started by David H. on Jul 21, 2017.

  1. David H.

    By:David H.Jul 21, 2017
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    I received some feedback for a few clubs that would like the Executives to have their access level changed in ClubRunner based on their position year after year.

    This is how it works right now:
    Lets say you are the Club Secretary. To do your duties in ClubRunner a member with access level 50 - Executive or better would have to change your access manually on July 1st. Next year if you are not an Executive, a member with access level 50 - Executive or better would have to change your access level to 70.

    If we change it to be automatic this is how it would work:
    On July 1st all old Club Executives will be changed to access level 70 - Member. All of the new Club Executives will gain access level 50 - Executive. Once the year is done, the old Club Executives will be changed to access level 70 - Member. All of the new Club Executives will gain access level 50 - Executive.

    ** If the Executive has access level 30 - Site Administrator, they will not be changed **

    Do you think this would be a good change? Will it cause problems?
     
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  2. Jim Goit

    By:Jim GoitJul 21, 2017
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    Makes sense to me. I think that the access level should change automatically based on the person's role in club.. so on the executive, it so go to 50.. When they leave, it reverts to 70. That would save a lot of admin time and reinforce the need to have the club roles defined ahead of time.
     
  3. Gina McBryan

    By:Gina McBryanJul 21, 2017
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    I like that idea
     
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  4. David H.

    By:David H.Jul 24, 2017
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    Thank you for your feedback. I think it would save clubs time too.

    Can you think of any downside of us doing this?
    A downside that I can think of - If the Club forgot to set their Executives/Officers; when the new year rolls around, then only site admins would have access, because all of the Executives/Officers would lose their access.

    Should we do this change?
     
  5. Gina McBryan

    By:Gina McBryanJul 24, 2017
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    Yes that would be a downside but as all clubs are required to have the next year's Executives/Officers entered a few months before July 1 changeover (as Rotray.org/myrotary website permissions and correspondence to new officers begin) this typically is not going to be an issue. And if, a club does not have it set then the site admins will need to adjust it and set up the officers as required.
     
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  6. Jim Goit

    By:Jim GoitJul 24, 2017
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    I agree with Gina. This is what has traditionally happened with the RI site for some time so clubs should not be surprised. It will certainly save time and effort for those clubs who do keep on top of things so I'd say make the change.

    Jim
     
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  7. Gareth Hunt

    By:Gareth HuntJul 26, 2017
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    Rather than necessarily basing on role (as I can see there being too many variables in how clubs would want this to work), what would be extremely useful is the ability to manage access levels via a list of members, rather than having to individually change each one. In other words, you would get a page with every members name and next to it their current access level with a drop down list (or radio button) to enable you to quickly and easily change access for multiple members at once.
     
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  8. Ted Faigle

    By:Ted FaigleJul 28, 2017
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    The proposal to update access levels automatically on July 1 would work for us. The other suggestion to be able to manage access levels via a list versus individual member records would also be helpful.
     
  9. David H.

    By:David H.Aug 4, 2017
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    Thank you all for your feedback. I have sent two suggestions to our Product team about this.

    1. Executives to have their access level changed in ClubRunner based on their position year after year.
    2. Have a new page which displays all of the member's access levels and allows the club to manage all of these levels at together, instead of individually.

    If you or any other members have additional feedback about these please post it in this thread.
     
    Gina McBryan likes this.
  10. Doug Ritchie

    By:Doug RitchieAug 4, 2017
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    I d o not agree with this recommendation. We have many people with access levels that are needing to be the same year on year. This change as proposed would put a large burden on the administrator to re-do them after the new year has started. Leave this alone, please.
     
  11. Gina McBryan

    By:Gina McBryanAug 4, 2017
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    I think #2 may be the best for everyone then. to see the access levels of all members and have the ability to adjust from that list instead of accessing each member's profile.
     
  12. Doug Ritchie

    By:Doug RitchieAug 4, 2017
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    Gina:

    The choice of #2 is what I have been looking for for years. Today I download the data into Excel and then sort and change based upon what I see. Your #2 will solve the problem!
     
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  13. David H.

    By:David H.Aug 4, 2017
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    Great! Thank you for the feedback.
    I will remove #1 from our suggestion list for now.
    Suggestion #2 will stay as a suggestion for us to create in the future.
     
  14. Ian Perez

    By:Ian PerezSep 6, 2017
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    maybe there should be an option to carryover the levels to next year as you do with the executives via a check box. I also like #2 where you can sort by the access level.
     
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  15. Anita Graham

    By:Anita GrahamSep 6, 2017
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    I haven't seen a clear description of what each access level means. Numbered access levels are not a good UI (more so when lower numbered levels give higher access).
    The access levels are a fixed set of numbers: wouldn't it make sense to refer to them by name, and have a list somewhere showing what they allow access to.

    I imagine that without specific descriptions it is easier to give a person a higher level of access than they may need rather than have them bump up against restrictions. (In my small club I think I have made nearly everyone an editor).
     
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  16. David H.

    By:David H.Sep 7, 2017
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    Good idea. I will bring it to the attention of our product team to have an option to allow the club to carry over the levels to next year.

    Thank you for your feedback. We have a Knowledgebase article which goes over the access levels. Please click on the following link to see it:

    http://clubrunner.helpserve.com/Kno...35/what-access-levels-are-there-in-clubrunner

    I will give your feedback to our Product team about changing the access levels from numbers to a name. One issue that this may cause, is access level "50 - Club Executive" is normally given to Club officers, but at times it is given to normal members to help keep ClubRunner up to date. If we change it to say "Club Executive" instead, then the Club may not want to give this access to normal members any more, or the normal member might think it is a mistake because they are not an officer.
     
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