Role profiles
Add new role
Before you start creating a role profile, ensure you have configured your permission groups and your teams (organisational hierarchy).
To add a new role, press the "Add new profile" button on the role profiles listing page. You will be asked whether you want to create a new role profile or whether you want to base it on an existing one.
*Items marked with an asterisk are required.
When setting up a new role profile, you need to enter some basic details first.
Role internal name*
This is the internal name of the role profile, allowing you to use versioning naming schemes. Example: "Shop Volunteer - v1.12"
Role title*
This is the actual title/name of your role profile that will be shown to users and the public if being used to recruit. Example: "Shop Volunteer"
Role type
Please select whether the new role profile is a volunteer or non-volunteer one. If you select non-volunteer, then you will not have to fill most of the details below as it is not possible to recruit for a non-volunteer role profile.
Role base*
The role base is shown to potential volunteers when they are looking at opportunities on your website and indicates whether the role is community, shop, home, office or event based.
Volunteer manager*
Please enter the title of the person who will be managing this volunteer. Example: "Shop manager"
Why we want you*
This is your chance to explain to potential volunteers as to why you want them to apply for this role.
Tasks*
Please enter a list of tasks that the users will be doing in this role. Bear in mind that these will be displayed as bullet points to volunteers. Once you have entered the first line, press the "Add" button next to it.
Skills needed*
As above, please enter a list of required skills to perform the role, one line at a time.
Benefits of the role*
Lastly, try to explain to the potential volunteer what benefits they are likely to gain from this role.
Tip
You can drag and drop the list items to reorder them. You can also edit it in line.
Disclaimer
You can enter optional disclaimer text to be shown against the role.
Minimum age
Please enter the minimum age for this opportunity. Please note that applicants will not be stopped from applying to this role if they are below the minimum age. However, they will be told that they are below the minimum age and a banner will be shown to the opportunity manager that the applicant is below the minimum age and it will be up to them whether or not they want to proceed with their application.
Recruitment category*
By default, Assemble has two recruitment categories:
Simple
Simple recruitment category is used for recruiting volunteers without having to go through an official recruitment process. They have to enter the following information by default:
- First and last names
- Email address
- Contact number
- Date of birth
As soon as this information is entered, then the user instantly becomes a volunteer within your organisation.
Full
A full recruitment category introduces the ability for additional stages and checks to be implemented as detailed below.
Info
If your organisation requires more recruitment categories, please contact Assemble support.
Additional consent (Simple and Full)
Additional consents allow you to configure compulsory consents for a specific role. For example, volunteers may have to consent to having their photo taken. You can add as many consents as you'd like and the user will have to tick all of them before they can apply.Please note that this is role specific consent and is only used during the application process, unlike organisational consent, which applies to all users and can be updated through their profile.
Meeting name (Full only)
A full recruitment category requires the user to go through some sort of a selection process. This could be in the form of a formal interview, phone conversation or even a trial shift. You should enter a descriptive text for this stage. Example: Selection meeting.
Parental consent required (Simple and Full)
If this is ticked, then applicants who are minors will have to provide details of their legal guardian as part of their application.
Requested documents (Full only)
You can ask applicants to provide you with certain documentation as part of their application or after selection meeting through the applicant portal. Examples could be that they need to upload a copy of their CV as part of their application, however, they do not need to upload a copy of their drivers license until after they have been selected to proceed with their application.
References requested (Full only)
Please enter the number of references you would like the applicant to provide. If the role does not require any references, leave as 0.
References required (Full only)
Although you can request any number of references, you may choose to clear a volunteer with a lower number of references received. For example, you may request applicants provide two referees, however, as soon as you receive one successful reference, you may clear the applicant to proceed to the next stage. This number must not be greater than the number of references requested.
Vetting disclosure type (Full only)
If the role requires vetting, please select from one of the following vetting types:
- Basic
- Standard
- Enhanced with Barring (Adults)
- Enhanced with Barring (Children)
- Enhanced with Barring (Adults and children)
- Enhanced without barring
You can set up optional compliance modules for your volunteers to complete and also indicate any risk activities you have identified.
Required induction modules
Select the induction modules that you require your volunteers to complete once they have been recruited. As you click on the field, a list of available modules will be shown to you. You can click on them to add them to the role.
Optional induction modules
You may want to allow your volunteers to complete certain modules should they wish to.
Risk activities
If you have configured your risk activities and they can apply to this role, you can add them to the role here.
Long advert text* ++
When an opportunity is created, the text you place here will be automatically loaded onto the opportunity description. This saves time for opportunity managers as they do not have to come up with descriptive text with every opportunity they publish and also allows the organisation to ensure uniformity when defining roles.
It is not possible to insert HTML into the advert text field. However, you can use markdown for advanced formatting. You can also use the markdown tables generator if you need to add a table to your role advert.
Advert section can be edited at any point, even after a role is approved.
Short advert text* ++
It is shown as a short descriptive text when they are seeing a list of opportunities. This is the first impression a potential volunteer will have of your opportunity, it is important to ensure that you use text that captures their attention.
Read only
If this is checked, when an opportunity is being created, the manager will not be able to modify the above text for their opportunity. (Unless they have override permissions: Override opportunity description or Override opportunity advert text)
Image gallery++
You can upload images related to the role that can be used for opportunities. It is advisable to upload a good number of images so that opportunities for the same role don't always have the same advert image displayed. Please try to ensure that the images you upload are in landscape format. Note: When you upload images, they may not always be shown straight away as the system will need to process them in the background.
Role family++
If the role is part of a role family, select the appropriate role family here.
Permission group++
Select the appropriate permission group for this role.
Available to++
You can restrict who can select the role profile for recruitment. For example, if the role is for a shop volunteer and your organisation has a separate branch for all the shops, you may only want managers from those locations to be able to use this role profile to recruit. If you do not select any teams, you will not be able to recruit for this role.
Allow recruitment++
If this option is unticked, then the role profile cannot be used for recruitment. The reason why this is an option is that sometimes you may need to add legacy roles to the system to assign to users or even have honorary roles for certain users but do not necessarily want to recruit those roles.
Status++
All role profiles are on draft status by default. Once they have been saved, they can be made active by users with the appropriate permission.
++: Once a role profile has been made active and assigned to a user or an opportunity, most of its details cannot be changed. Only the items marked with ++ and the advert section can be changed.
If you have selected this option, you will be shown a search box where you can search your existing role profiles. Start typing the role profile name until you find the relevant, click on it and then press the "Add role profile" button.
This will copy over all the details of the role profile you've selected, including all the images and settings.
You will now be able to make the required changes to the role profile. Once you have completed all the changes, press the blue "Save" button and the new role profile will be saved as a draft.
You can find further details about the settings of a role profile in the "Create new role profile (blank)" accordion above.
Approving a role profile
All new role profiles are saved as draft and must be approved by a user with the appropriate permissions (Permission 2) before they can be used to recruit or be assigned to users.
To approve a role profile, find it in the role profiles listing page and edit it.
You will see a banner on top of the page, informing you that the role profile is in draft mode and ask if you want to approve it.
Changing status/deleting a role profile
As long as a role profile is in draft mode, it can be edited. As soon as it's been approved, only certain sections can be modified. (Please see above, under "Create new role profile (blank)".
If a role profile is no longer required, it can be "retired" by setting its status to be inactive. This will not end the role of any user but rather not allow the role profile to be assigned to any new users or opportunities.
Warning
Once a role profile is set inactive it cannot be reset to active
If a role profile has not been assigned to any users or opportunities, once it has been set to be inactive, it can be permanently deleted. As soon as its status is set to be inactive, the "Delete profile" button will appear under the "Save" button.
Non-volunteer role profile
As mentioned in the introduction, Assemble differentiates between volunteer and non-volunteer role profiles for reporting purposes. Additionally, non-volunteer role profiles cannot be used for recruitment (opportunities). Therefore, if you select the role profile type to be a "Non-volunteer", most of recruitment related fields will be hidden.
Additional configuration
Once you have set up your role profile, you can then perform more role specific configurations:
- Add role specific recruitment questions
- Configure role specific custom fields (attributes)
- Record role specific skills/interests
- Upload documents for specific roles
| Role profile list |
Required permission(s)
- Role profiles:
- Manage role profile
- Approve role profiles
- Delete role profiles
- Add images to role profile