Functions, roles and rights in the units

Tuesday, June 1, 2021

Jan Trnka - Polaris Team (mit freundlicher Unterstützung von S.Richter RC Augst-Raurica)

Club function = board function, committee function, office, or charge of a person in the club / district. Example: President, secretary, programme manager, committee member, etc.

Role = Administrative task in a club / district. Example: Club life Administrator, Finance Administrator, Member Administrator, Administrator (all rights), User, etc.

Right = a feature in Polaris that is administered. Example: newsletters, calendar, documents, projects, finances, staffing of the board, etc.

Basic:

The club function and role are not linked. With the change of persons in the board or in a commttee, the leaving or joining persons do NOT automatically lose or gain their roles. The CICO and / or the Secretary of the Club must ensure that the assignment of the roles to the persons corresponds to their respective Club functions. Only with this decoupling can new incumbents exercise their role before their term of office and make the handover of office seamless.

The relationship between roles and rights is complicated, because Polaris areas have interdependencies. E.g. mail and calendar.

Functions, roles, rights


Club functions

The Club functions consist of the one in the Board resp. in the Committees. Both are maintained in the menu "Club Organisation".

Board

With the filter the club year can be set. With the button "Create" the board functions are entered and the staffing is defined. The actions change the composition or delete the board functions. If the composition of the board has not yet been defined for a new club year, the option to copy the board from the previous year is displayed.

Club-specific board functions must be defined beforehand in the menu "Club Parameters > Board Functions". The position no. defines the order of listing on the website.

Only active members of the club can be assigned a position and function in its board.




Committees

Performs similarly to the board. With the filter, the club year can be set. With the button "Create" the committee can be entered and filled. It is also possible to create your own club committees and fill them, but we strongly recommend to use as much as possible the official committee types recommended by Rotary International. With the action icons, the composition or the order of the display can be changed. If the composition of the committees has not yet been defined for a new club year, the option to copy all committees and their members from the previous year is displayed as a button.

Any member of a club (Active, Guest, Other contact) can be assigned to a committee.



Roles

Roles are assigned to members in the member administration "User account". Roles can also be assigned to guests, prospects and other contacts. A role always applies to the club in which the user is currently located. If a user is a guest in the district resp. a special club, his role may change when he enters the district resp. the special club pages.


The recommended assignment of roles in a club is as follows:

  • Role "Unit Admin (all rights)" => Allows full administration of all areas in Polaris. it is reserved for the CICO and the Secretary. There are two additional administrator roles which inherit the rights to the hierarchically lower organizations / clubs. These are useful for the DICO and the district secretary and for clubs having a satellite club.
  • Role "Member Administrator" => Allows the administration of member data. It is recommended for the Deputy Secretary. The number of persons with the role " Unit Admin (all rights)" together with persons who have the role " Member Administrator" is limited to 4. This means that a maximum of 4 persons can administer the member data in the club.
  • Role "Finance Administrator" => Allows to manage the accounts of the members and of the events and to perform the bookings. It is intended for the treasurer.
  • Role "Unit life Administrator" => Allows to maintain all areas of the club life and documents. It is assignable to any member of the Board or a Committee.
  • Role "Attendance capture" => Allows the capture of the attendances by a club member or by a third party. E.g. the staff of the restaurant can scan the QR code and thus record the attendances.
  • Role "Website user" => is the standard non-administrative role, which must be assigned to all other members.

Clubs can define their own roles. However, the Polaris team advises against this because of the complexity of the relationships.


Rights

The rights define which features of Polaris can be accessed in administration and how. An access has three different levels:

  1. No access
  2. Read only
  3. Manage (read & write & delete)

The following matrix shows which rights each role has.


It is possible to define new club roles. However, due to the complexity and dependencies of the areas, it is not easy. For example, areas like calendar, newsletter/bulletin have a dependency on e-mail.

Some areas, e.g. the administration of member data cannot be assigned because otherwise the GDPR could be undermined.

The Polaris team advises against defining your own club roles. If you still need to define your own roles, contact the DICO or the Polaris Team.