Role profiles are at the heart of users on Assemble. They determine how users are recruited, what functionalities they have access to and what information is stored against them.
Any user in the system, regardless of whether or not they are a volunteer or a non-volunteer, must have at least one role assigned to their account.
As can be seen in the above diagram, a role determines the following for a user:
- Whether or not they are a volunteer or a non-volunteer
- Custom fields/attributes
- Permissions they can have (functionality/supervisory)
- Skills/interests that can be assigned
- Recruitment workflow along with role specific application questions
- Access to restricted documents in The Hub
A role profile will also be the building blocks for an opportunity to be published to recruit volunteers for your organisation.
When a role is assigned to a user either through recruitment or via direct assignment, they will have a start date and if fixed term, an end date. They will also be assigned to a team/hierarchy within your organisation that determines where they "sit" within the organisation for that role. Additionally, a user can have multiple roles, based in different teams.
As long as a user has one active role, they will be granted access to Assemble.
It is also possible for a user to leave the organisation and then resume their volunteering with the organisation by having a new role assigned to them. Their full role history is retained on Assemble as long as their data was not anonymised.
Volunteer vs non-volunteer role profile
Assemble differentiates between volunteers and non-volunteers through their role profile. Users with solely non-volunteer roles are not included in most reports and neither can the organisation set up opportunities (recruitment) for non-volunteer roles.
It is possible to group roles together using role families. They are used mostly for reporting purposes as it allows a manager to see reports on all similar roles without having the need to select them all individually.
Draft/active/inactive role profiles
A role profile can have one of three states:
A draft role profile allows the organisation to take their time defining the role profile and only activating it when they are ready to start using it. It is also possible to give certain supervisors permissions to create a new role profile in draft mode, only for another user with higher permissions to approve it. An example of this could be that a local manager wants to recruit volunteers for a unique role. None of the existing roles could be relevant. In this case, if they have permissions to do so, they will be able to create a new draft role profile, enter the rest of the details for their opportunity and have it ready to be published as soon as the role profile is approved by someone in HQ; This person will check the details of the role profile to ensure it is defined according to the organisation guidelines.
Once a role profile is approved, it is placed in an active state and can be used to publish opportunities or be assigned to users. Certain details of an active role profile cannot be modified other than the permission group, role family and role images that are used for opportunities.
If you need to make slight alterations to a role profile, it is best to duplicate it and use the internal name as versioning control.
If you no longer want a role profile to be used for recruitment or be assigned to users, a role profile can be marked as inactive. This will not end the roles of any existing users but rather not allow that role profile to be used for recruitment or assignment to users.
|Role profile list|