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Mark Meetings Complete

Control when role credit is recorded by choosing between automatic and manual completion modes for your club's meetings.

Note: Only club officers (President, VP Education, Secretary, or Admin) can change completion mode and mark meetings complete.

Why Role Credit Matters

When members complete assigned roles at meetings, that history drives several parts of the scheduling algorithm:

  • Rotation fairness -- Members who recently performed roles won't be assigned again too soon
  • Prerequisites -- Some roles require completing other roles first (e.g., speeches before evaluating)
  • Major role gaps -- Prevents frequent assignment to major roles

By default, role credit is recorded when the next schedule is generated -- not immediately after each meeting. Manual Completion mode lets you record credit right after meetings instead.

Choosing Your Completion Mode

Automatic (Default)

Role credit is recorded in batch when the next schedule is generated. No action is needed from officers, but credit recording may be delayed until you create a new schedule.

Manual

Officers click "Mark Complete" on past meetings to record credit immediately. This is helpful when:

  • You want credit recorded right after each meeting
  • Members frequently swap roles at the last minute
  • Published schedules don't reflect actual meeting assignments
  • You want to verify assignments before they count toward rotation and prerequisites

How to Enable Manual Mode

  1. Go to Club Settings > Schedule Options
  2. Under Role Completion Mode, select Manual
  3. Click Save

How to Mark a Meeting Complete

Step 1: Check Your Assignments

Review the assignments on the schedule detail page. If someone didn't attend and another member filled their role:

  1. Click Change next to the assignment
  2. Select the member who actually performed the role
  3. Confirm the change

Step 2: Click "Mark Complete"

Open the schedule detail page, find the past meeting, and click the green Mark Complete button in the meeting column header.

Step 3: Review and Confirm

A confirmation window appears showing all members who will receive role credit. The window displays each member and their assigned role. Verify the list is accurate before confirming.

Step 4: Done

The button is replaced with a "Completed" badge. Members now have their role credit recorded.

Switching Between Modes

  • Switching to Manual allows you to record role history immediately after each meeting instead of waiting for the next schedule generation
  • Switching to Automatic means any unmarked past meetings will be processed during the next schedule generation

Tips

  • Update assignments first -- Always check that assignments match who actually performed each role before marking complete
  • Mark meetings promptly -- Recording credit soon after meetings keeps your data current for the next schedule
  • Don't stress about forgetting -- The Mark Complete button stays visible on past meetings indefinitely, so you can mark it whenever you're ready

Troubleshooting

The "Mark Complete" button isn't visible

  • Make sure you're using Manual completion mode (check Club Settings > Schedule Options)
  • Only past meetings show the Mark Complete button
  • Verify you're logged in as an officer with an active subscription

I marked a meeting complete by mistake

  • Completion cannot be undone through the interface. Contact support at support@theclubschedule.com for assistance.

I changed an assignment after marking complete

  • The old member's credit is removed automatically, but the new member may not receive credit in Manual mode. Contact support if re-processing is needed.

Do I need to mark non-regular meetings complete?

  • No. Only regular meetings generate role credit. Holiday and contest meetings don't have a "Mark Complete" button.

Frequently Asked Questions

Will the algorithm work without marked meetings? Yes. The algorithm uses whatever recorded history exists. "Mark Complete" records history immediately, which is especially useful for members needing credit to meet prerequisites.

Does this affect existing schedules? No. Marking a meeting complete only creates role history records. It doesn't change any existing assignments or schedules.

What if I forget to mark a meeting complete? The button stays visible on past meetings indefinitely. You can mark it complete whenever you're ready.