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Setting Up Role Opt-Outs

Learn how to prevent specific members from being automatically assigned to certain roles.

Important: Only Club Officers (President, VP Education, Secretary, or Admin) can modify role opt-out settings.

What Are Role Opt-Outs?

Role opt-outs allow you to exclude specific members from automatic assignment to specific roles. This is useful when:

  • A member is not comfortable performing a particular role
  • A member doesn't have the experience needed for a role
  • A member has personal preferences about which roles they prefer
  • A role requires special skills that not all members have

Note: Role opt-outs only affect automatic assignment. Officers can still manually assign opted-out members to roles if needed.

Before You Begin

  • You must be a club officer (President, VP Education, Secretary, or Admin)
  • Your club must have an active subscription
  • Know which member and role you want to configure

Setting Up a Role Opt-Out

Option 1: From the Member Profile

  1. Click Manage Members from your dashboard or navigation menu
  2. Find the member you want to configure
  3. Click on their name to view their profile
  4. Scroll to the "Role Opt-Outs" section
  5. Click Add Role Opt-Out
  6. Select the role from the dropdown menu
  7. Click Save

Member profile showing Role Opt-Outs section with Add button

Option 2: From the Members List

  1. Go to Manage Members
  2. Find the member in the list
  3. Click the Edit button next to their name
  4. Navigate to the "Role Preferences" section
  5. Check the boxes next to roles you want them to opt out of
  6. Click Save Changes

Member edit form with role opt-out checkboxes

Removing a Role Opt-Out

To allow a member to be assigned to a role again:

  1. Go to the member's profile or edit page
  2. Find the "Role Opt-Outs" section
  3. Click the Remove or Delete button next to the opt-out you want to remove
  4. Confirm the removal

Viewing All Role Opt-Outs

To see which members have opted out of which roles:

  1. Click Manage Members
  2. Look for members with a note or badge indicating role opt-outs
  3. Click on individual members to see their specific opt-outs

You can also check role opt-outs when creating a schedule - the system will show you why certain members weren't assigned to specific roles.

How Role Opt-Outs Affect Scheduling

When you create a new schedule:

  • The automatic assignment algorithm skips members who have opted out of a role
  • If no other eligible members are available, the role may be left as a "placeholder" (unassigned)
  • You'll see warnings if multiple members have opted out of the same role, making it hard to fill

Best Practice: Avoid having too many members opt out of the same role, especially major roles. This can make it difficult to create balanced schedules.

Role Opt-Outs vs. Role Prerequisites

These are different features:

Feature What It Does Set By
Role Opt-Out Prevents a specific member from being assigned to a specific role Officers, for individual members
Role Prerequisites Requires members to have done other roles before being eligible Officers, configured in role settings
Eligible for All Roles Allows a member to bypass role prerequisites Officers, set on member profile

Tips

  • Be strategic - Too many opt-outs can make scheduling difficult
  • Communicate - Explain to members why certain opt-outs might not be possible
  • Review regularly - Member preferences change; check opt-outs every few months
  • Use prerequisites first - For roles that require experience, set up prerequisites rather than opt-outs
  • Document reasons - Keep notes on why opt-outs were set up (in your own records)

Troubleshooting

I don't see the option to add role opt-outs - Confirm you're logged in as a club officer - Check that your subscription is active (not lapsed) - The feature should be available on member profile and edit pages

The opt-out isn't working in schedules - Make sure you saved the opt-out - Regenerate the schedule after adding the opt-out - Existing published schedules won't be affected - opt-outs only apply to new schedules

A member wants to opt out but I disagree - Remember, you have final control as an officer - Consider the member's comfort level and experience - Discuss alternatives, like spacing out assignments for that role - You can always manually reassign roles after schedule creation