Purpose

To enable changing, adding, removing and reconfirming of person roles in bulk.

Go to Mode: Organisation Menu: People > Reconfirm/Change Person Roles

Details

A role summary table is displayed when you first access the page. This lists a summary of the number of person records within your organisation holding various Roles/Sub-Roles. The Total column gives the total number of person records, while the Requires reconfirmation column gives the number that require reconfirmation.

Person Role Reconfirmation

Using the Person Roles Bulk Change screen

Step 1

Make a selection by clicking one of the links in the Total or Requires reconfirmation columns. This will display the relevant person records within the Person List table to the right of the screen. Within this table the person's ID, Date of Birth and Remove Date* are displayed.

If there are many records, the table will be split into pages, which can be navigated at the bottom of the table. Note that changing the page number, sorting the table (by clicking a column heading) or filtering the list (by typing in the Search box) does not affect any subsequent selection.

*Remove Date is relevant only for records that currently require reconfirmation. This is the date that the role will automatically be removed from the record if not reconfirmed beforehand.

Step 2

Select the records to act upon. This may be done by:

• Choosing the Select All option and clicking the Select button. This selects all the records in the table, as indicated by ticked checkboxes in the Select column.
• Choosing the records by Date of Birth - Select records where DOB option - making a selection from the dropdown, then entering a date and clicking the Select button. (eg. Selecting DOB on or before 1/1/1980 will select all records that have a date of birth earlier (or on) the 1st January 1980.) By default, records that have no DOB entered are not selected. To include these records, check the Include records with no DOB checkbox.
• Manually selecting records within the Person List table. This can also be done to override selections made by either of the two above methods.
• The number of selected records is indicated at the top of the Person List table.

Step 3

Select the action to perform on the selected records. Options are:

• Re-confirm selected records with current* Role/Sub-role. This option is used to bulk re-confirm records, and simply marks the records as re-confirmed with the same role, which means they will not be automatically removed by the system, meaning players can be selected in teams or umpires can be allocated to matches. Note that any records selected that do not require re-confirmation will simply be ignored.
• Change Sub-role of selected records to (option). This removes the current* sub-role, and replaces with the selected sub role.
• Add role to selected records of (option). This adds the selected Role/sub-role to the records, and leaves any existing roles intact. Note this is the only option applicable when a selection of NO ROLES is made in Step 1.
• Remove current* Role/sub-role. This removes the current role.

Step 4

Carry out the actions by clicking the Commit Changes button. This performs the selected action on the selected records. The Role summary and Person List tables are immediately updated to reflect the changes.

Example scenarios:

Example 1 : Club has 50 SENIOR players that require re-confirmation. 45 are to be re-confirmed, while 5 have left the club.

• Click the View link for PLAYER/SENIOR in the Requires confirmation column of the Role Summary. The 50 records display in the Person List.
• Choose Select All and click Select. All 50 records are selected.
• Manually de-select the 5 records to remove.
• Choose the Re-confirm selected Records action.
• Click Commit Changes. 45 records are re-confirmed, leave 5. A message displays 45 records reconfirmed as PLAYER/SENIOR . The Person List table now displays the 5 records still requiring reconfirmation.
• Choose Select All , and click Select . All 5 records are selected.
• Choose the Remove role action.
• Click Commit Changes. SENIOR sub-role is removed from the 5 records. A message displays PLAYER/SENIOR role removed from 5 records . No records now require re-confirmation for Sub-Role.

Example 2 : Club has 100 JUNIOR players that require re-confirmation. Those over 18 y.o. are to be changed to a SENIOR role.

• Click the View link for PLAYER/JUNIOR in the Requires confirmation column of the Role Summary. The 100 records display in the Person List.
• Choose Select records where DOB . Select on or after . Enter the DOB corresponding to the age. Records with a certain DOB range are selected (i.e. the players that are younger than a certain age). Assume 75 records are selected.
• Choose the Re-confirm selected Records action.
• Click Commit Changes. 75 records are re-confirmed, leave 25. A message displays 75 records reconfirmed as PLAYER/JUNIOR . The selection table now lists the 25 records still requiring reconfirmation.
• Choose Select All and click Select. All 25 records are selected. These will be the records older than a certain age.
• Choose the Change sub-role action. Choose SENIOR.
• Click Commit Changes. Sub-role is changed for the 25 records from JUNIOR to SENIOR. A message displays PLAYER/JUNIOR role removed and PLAYER/SENIOR role added for 25 records . No records now require confirmation for this Sub-role.

Example 3 : Club has incorrectly imported 20 records as a VETERAN role, which should be SENIOR.

• Click the View link for PLAYER/VETERAN in the Total column. The 20 records display.
• Choose Select All , and click Select . All 20 records are selected.
• Choose the Change sub-role action Choose SENIOR.
• Click Commit Changes . Sub-role is changed for the 20 records from VETERAN to SENIOR. A message displays PLAYER/ VETERAN role removed and PLAYER/SENIOR role added for 20 records .

Other Notes

If you select 'NO ROLE' from the Role Summary table, and records are found that are marked as not editable (normally this would be done by the person logging in as a participant, and clearing the editable flag for your organisation), these records cannot be selected to add Roles back into. In those cases you will need to access the records individually via the Person List, and add the Role via the Roles tab. This triggers notifications to the person that the record has changed, and puts the record into a provisional state for a period of time. For more information see the online help for the Person Edit (Roles) screen.