Step 7: Publish and Let Members Confirm

Publishing a schedule kicks off the member side of the workflow. Here's what happens next so you can answer questions when they come in.

What Members See

Once you publish, every member with an assignment in that schedule gets:

• A dashboard notification showing their upcoming role(s).
• An email with their assignment, the meeting date, and a confirm/decline link.

What Members Do

Each assignment has three possible states:

1. Pending — the default; the member hasn't responded yet.
2. Accepted — the member confirmed they'll do the role.
3. Declined — the member can't do it; the role becomes available for someone else to claim (if you have role claiming enabled) or you reassign manually.

Members can also mark an absence for a meeting they can't attend. Absences only affect future scheduling — they do not remove a role the member is already assigned to. If a member adds an absence for a date they're already on the schedule, they need to decline the role (or follow your club's procedure for finding a replacement).

What You Do When Members Decline

• If role claiming is on, other members can volunteer for the rejected role.
• Otherwise, edit the schedule and reassign the role manually.
• Speakers get a special path via the Speaker Signup Pool if your club uses it.

Reminders

The system sends reminder emails before each meeting (configurable). You don't have to chase people manually.

Continue Reading

• Managing Absences (Admin)
• Reminders and Notifications
• Marking Meetings Complete

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