The term "Roles" in NeatClubs is used as short-hand to represent the combination of "roles", "levels", "sub-levels" and "disciplines" that define an athlete's status in the view of a governing body. This information is necessary in order to determine the fees owed to a governing body.
Whereas club-defined levels apply mostly to recreational athletes, roles are used for reporting membership.
NeatClubs supports the notion of participants having specific roles, levels and disciplines distinct from club-defined levels.
Registration events can be configured to auto-assign registrants into these roles, levels and disciplines to avoid the need to re-key data. This also avoids the need for people registering to be aware of these details.
Roles in the participant database reflect the values assigned (if present) in the most recently completed registration activity.
For example, if a new recreational registration is received, information might be "auto-assigned" as follows.
| • | Role: Athlete |
| • | Level: Recreational |
| • | Discipline: Artistic Gymnastics |
For the Manage Roles option to be visible, the "Enable Participants Menu" option must be enabled under Club Management. Club Management setup is found under System Setup / Preferences.
The description of roles, levels, sub-levels and disciplines can be complex and tedious. Because of this, a facility exists to upload the definition as a CSV file created in Microsoft Excel. This upload facility is accessible under the Utilities options under System Setup - see Loading Roles, Levels and Disciplines.
For those with less complex needs, this information can also be edited so long as the participants menu is enabled under Club Management as below.
If enabled, a "Manage Roles" option will appear under System Setup.
Defining roles in this manner is an alternative to uploading role information in CSV files. The interface behaves identically to the interface for defining club specific levels explained here.
