Role profiles

Avatar
by Adriana Oliveira

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.

Create new role profile (blank)

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.

 

DetailsRecruitmentComplianceAdvert

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.

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.

Create a role profile based on another one (duplicate)

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.Banner displaying the status of a role profile

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:

 Role profile list  

  Required permission(s)

  • Role profiles:
    1. Manage role profile
    2. Approve role profiles
    3. Delete role profiles
    4. Add images to role profile