Setting Up Committee Roles

Getting a committee member to show with their name, and to be able to send and receive email at their role address, is a two-step job.

Committee members are set up on the Committee Settings page (Admin → Committee Settings). That is where each role is created, linked to a member record, and given its outbound and inbound email. Before someone can be linked to a role there, they must have the Committee Member privilege ticked on their record in Member Admin — that tick is what makes them selectable in the Link to Committee Member list.

The Committee Settings page — where each role is created, linked to a member, and given its email.

Step 1 — Tick "Committee Member" in Member Admin

1. Go to Admin → Member Admin.
2. Open the person's record and go to the Privileges tab.
3. Tick Committee Member. For most committee members you will also want Approved Group Member (this enables login) and Approved Social Member.
4. Click Save.

The Committee Member tick is the single thing the Committee Settings dropdown reads. Anyone with it ticked appears in the list; anyone without it does not. There is no limit on the number of people the dropdown will show.

This applies to helpers too

If someone is not formally on the committee but you still want to link them to a role — for example a volunteer who helps send the weekly email — tick Committee Member on their record as well. That is simply the flag that makes them available to link to a role; it does not have to mean they are an elected officer.

Step 2 — Link the person to a role in Committee Settings

1. Go to Admin → Committee Settings.
2. On the committee role table, click an existing role to edit it, or use Add Role to create one.
3. On the Role Details tab, choose the person under Link to Committee Member. Set the Role Description (for example "Secretary") and Role Type.
4. Click Save, then Save settings and exit.

Only people with the Committee Member privilege ticked (Step 1) appear in the Link to Committee Member list. If the person you expect is missing, go back to Step 1, tick the box on their record and save, then return here — they will then be selectable.

Add roles for committee members in one click

Once you have ticked people as Committee Member in Member Admin (Step 1), Committee Settings can create their roles for you, so you do not have to add each one by hand.

When there are committee members who are not yet linked to a role, the page shows a notice at the top listing them. Click Add roles and a role is created for each one, linked to the member, ready for you to set the real role title (Secretary, Treasurer, and so on) and Save. If you would rather add them yourself, click Dismiss to hide the notice and use the Add missing roles button at the top of the page instead.

Committee Settings flags any committee members who are not yet linked to a role, and adds a role for each in one click.

Role email addresses

Each role can have its own email address, derived from your site's domain. For example, a Secretary role address takes the form secretary@your-site-domain. If the group later moves to its own domain, the role addresses follow automatically and update to the new domain, because they are always derived from the site's primary domain.

You control sending and receiving per role on the role's tabs in Committee Settings:

• Outbound Email — the address emails are sent from for that role.
• Inbound Forwarding — where email to that role address is delivered (the member's personal email, a custom address, a connected inbox, or several recipients).
• Contact Us — where contact-us form submissions for that role are sent.

A role only sends and receives at its own address once it is linked to a member and the forwarding is configured on these tabs.