Contents...

• Assigning a Label
• Creating a New Label
• Creating a New Label Group (or Category or Tab)
• Updating or Changing a Label
• Expiring a Label Connection
• Deleting a Label

Online Croquet England Directory Help.

Roles are managed by assigning labels to individuals as described below, where the label is the name of the role.

Important Note: Secretary and Data Administrator are by default special roles that allow the holder to administrate their club's details (including who its members are) and the personal details of their members. Adding someone as either of these gives them a very high level of access to information and the ability to change it at will.

Chairman and Treasurer are by default special roles that allow the holder access to club-privileged data, such as reports, workflows and forms, but not administrator rights over members or other club data.

Each club is initially assigned an Officers grouping that includes Secretary, Chairman, and Treasurer. See also Shared Labels for inter-club contacts, handicappers, etc.

Assigning a Label

• Select the Officers tab and then click on the relevant label
• Click the button Assign Label to another Person
• You'll now be in a pop-up window headed Add Person as Data Administrator (or whichever label you chose)
• Click the update button next to the Person label and search for the person, selecting their name from the list
  • If they are not on the list, add them to the database following the special link and then they will appear on the list
• Update (if necessary) the start or end date
  • these default to start today and end never
  • The start date might be a future date where a change-over will happen - enter the first date on which the role will be held by this person
• Click save

The label holder tab now lists all the holders. If you were changing the role holder, rather than adding an additional person, you should expire the old holder as follows:

• Click in the expiry date column next to the name you want to remove.
• Click edit.
• In the End Date box, type yesterday (or whenever the change-over will take place)
  • enter the last date the person holds the role (if it's a change-over, it will be the day before the other person starts)
• Click Save Changes.
• Close the details view window

The label holder tab lists all the holders, past, present and future.

• Tick the Show inactive box to see past ones - they are displayed lowlighted and crossed out
• Not-yet-active ones are lowlighted with a timer icon
  • holding your mouse over the timer shows the start date

Label connections automatically start on their start date and end on their end date - i.e. the system takes care of making them active or not based on the dates.

Creating a New Label

Check you need to create a label by referring to the section Shared Labels, which are used for inter-club contacts, handicappers, etc.

To create a new label for use by your organisation:

• Go to the club's details via the Directory home page
• Decide if the new label fits into the Officers group, or should be in a new tab - see Creating a New Label Group if needed
• Within the tab where you want to create the label, click Add New Label Here
• Enter the label's name
  • helper text lists the standard labels so you can copy/paste them if needed
• Select the Parent - generally leave this as is since it has been automatically set
• Choose what the new label should be applied to - usually Person
• Click Save

Note that the club's Admin tab contains a button Set-Up Default Club Labels, which if pressed will ensure that the basic set of expected labels exists on the Officers tab.

There are some restrictions and special roles.

Creating a New Label Group (or Category or Tab)

As creating a new label for use by your organisation:

• Go to the club's details via the Directory home page
• On the Officers tab click Add New Label Category (Tab)

This allows you to change all of the properties of the tab, so take care not to change the type of object it can be applied to unless you mean to.

Updating or Changing a Label

• Select the label, or if it is a tab (heading) click the View Tab Label button in the tab
• Select the Details tab
• Click Edit

Expiring a Label Connection

See Assigning A Label.

Deleting a Label

Labels are not deleted, but are made inactive and become generally invisible.

They are not deleted because their history is important (who was assigned the label in the past).