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Meeting Responsibilities (Duty Roster) Improvements

Discussion in 'Feedback & Suggestions' started by Bob Spencer on Apr 17, 2018.

  1. Bob Spencer

    By:Bob SpencerApr 17, 2018
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    The Concept of the Duty Roster is great, but the management has become a headache.
    Our club assigns the 5 tasks to different individuals monthly. With the current system, we have to manually go in each week/month, and re-assign/edit the duties.

    Suggestions:
    1) Have some way to duplicate a task or group, or bulk modify them. This will simplify the process when making multiple groups (one for each week/month/period)
    2) The duty roster is for a point in time, (Manually on or off), not future dated. Add a date range to the website display that shows when to start displaying the events, and when to stop displaying it. This would allow for a setup ahead of time, and let the system intelligently display the records without a lot of regular manual maintenance.
    3) is there any way to automatically send reminders to those who have duties before that scheduled date (either before the entire month, or each week before the meeting?) The newsletter helps, but targeted reminders would help even more.

    Without some way to efficiently manage the duty roster, it becomes a less useful piece. Without the Duty Roster being used, the newsletter becomes a less useful piece. Without the newsletter, the website becomes a less useful piece.
     
    Les Walsh and Mark WILLIAMS like this.
  2. Bob Spencer

    By:Bob SpencerApr 17, 2018
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    In other words, utilize some of the same logic you have with the Speaker Widget on the Duty Roster
     
  3. Mark WILLIAMS

    By:Mark WILLIAMSApr 17, 2018
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    We have the same issue with this, except that we assign meeting duties that change on a weekly basis, so it would be even harder for us to manage. For example, meeting chair rotates on a weekly basis. It would be nice to be able to:

    a) Define a duty for meetings
    b) Assign a person to that duty on each date almost like an event but it is an event tied to a person.

    Currently this is not too hard to display in the bulletin - I have created a custom text widget which I edit each week. However it does not carry over into commitments, etc.

    Being able to send reminders of commitments would be a fantastic addition as well.

    --mark
     
    Bob Spencer and Les Walsh like this.
  4. Bill Egnatoff

    By:Bill EgnatoffMay 16, 2018
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    Our club has the same needs (meeting duties) and more. We have a schedule for one of our fundraisers and sometimes schedule people for hands-on service activities. For all of these, we would like "duties" to have a specific date (or date range), time, and an associated email notification a specifiable time before the event.
     
  5. David H.

    By:David H.May 17, 2018
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    In the future we do plan to enhance Duty Roster/Meeting Responsibilities. You are right. It is limited and does require manual work at the moment. I will pass on all of the following suggestions:

    Yes, an option to duplicate a group or task would save time. Bulk modify would be great too.

    This is some thing we will be doing when we enhance it. At the moment another widget we have does this. The widget is the "Upcoming Events Widget". You can select to display events for a few weeks or more.

    At the moment the newsletter would be the best way how to remind members. I can see the need of this. When we enhance the Duty Roster/Meeting Responsibilities module, I will ask for us to put in a auto remind option. This way it could send an email to the members who have a position a week before.

    We might combine Duty Roster/Meeting Responsibilities with Meetings in the future. This way the Club can create a meeting and add the Duty Roster inside of it.

    I am not too sure what you mean. Could you please provide an example?

    With the current Duty Roster/Meeting Responsibilities, I find the best way how to do it looks like this:
    [​IMG]

    As you can see, the group name has the meeting date in it. This way the members know what meeting the duties are for.
    Once the meeting is over, you can move the group to the bottom and rename it. Then you can assign different members to the positions. To do this, please hover over top of the meeting's name, and click and drag it down to the bottom. Once the group is at the bottom, click "Edit" to rename it to the new meeting date. Then you can edit the positions and add in the members.

    If you need additional information about this, please click on the following link and skip down to step 11.

    https://www.clubrunnersupport.com/article/1065-how-to-set-meeting-responsibilities-duty-roster
     
    Mark WILLIAMS likes this.
  6. Bob Spencer

    By:Bob SpencerMay 21, 2018
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    David H. likes this.
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