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Meeting Role Sign-ups Mysteriously Changing on Agenda

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9 years 6 months ago #55005 by aarondrewjensen
Meeting Role Sign-ups Mysteriously Changing on Agenda was created by aarondrewjensen
I'm experiencing some odd behavior on our meeting agendas. Members will sign up for a role, and later they will have been moved to a different role on the agenda.

Not sure if related, but also when I add meetings to the calendar, the newly added meetings sometimes will be populated with members assigned to roles. However, as the admin, if I go to edit the agenda, I cannot see that any member is signed up for the role. If I then save and close, the agenda appears correct with no members signed up.

Any suggestions why this may be happening? Thanks!
VP Public Relations
Showtime Toastmasters #740544
showtime.toastmastersclubs.org/
Tempe, Arizona (District 3)
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9 years 6 months ago #55008 by Pam
Replied by Pam on topic Meeting Role Sign-ups Mysteriously Changing on Agenda
The first thing we need to be able to help you is your club number. If you add that to your forum signature you won't have to remember to add it to every post.
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9 years 6 months ago #55009 by aarondrewjensen
Replied by aarondrewjensen on topic Meeting Role Sign-ups Mysteriously Changing on Agenda
Thanks. #7538 . . . also added to my signature.
VP Public Relations
Showtime Toastmasters #740544
showtime.toastmastersclubs.org/
Tempe, Arizona (District 3)
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9 years 6 months ago #55017 by Pam
Replied by Pam on topic Meeting Role Sign-ups Mysteriously Changing on Agenda
I don't see anything untoward on your system. Member names will be propagated from templates to agendas (useful for roles that don't change for the year), but you don't have any template role assignments.

When you create an agenda, the agenda you have open at the time will stay open until you save the new agenda - so you'll still see members assigned in that agenda. That's probably not what you're referring to, but all I can think of.

The Toastmaster of the meeting (in your case the Chairman) can reassign roles - could that be happening? Other than that, in your case you are the only person who can reassign roles, other than the members themselves (or someone with their password). Is it only happening to certain members? Get them to change their passwords.
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The following user(s) said Thank You: SteveTheTechie
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9 years 6 months ago #55037 by aarondrewjensen
Replied by aarondrewjensen on topic Meeting Role Sign-ups Mysteriously Changing on Agenda
I have been creating new agendas from past meeting agendas rather than templates. Could that possibly be propagating members into certain roles when I create a new agenda? I will stick with using a template in the future.

Not sure about the mystery re-assignments . . . I'm pretty sure the TMs (Chairmen) are not doing this, but I will monitor when they log in to see if there is any correlation with mystery agenda changes. I also turned on VPE notifications of role assignment and changes. Hopefully I can better track and diagnose if this happens again.

I just thought I would check if you had heard of this happening with any other club sites. I'll just keep monitoring and let you know if I can determine any more useful information about how to replicate the problem.

Thanks for quick reply!
VP Public Relations
Showtime Toastmasters #740544
showtime.toastmastersclubs.org/
Tempe, Arizona (District 3)
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9 years 6 months ago #55038 by Pam
Replied by Pam on topic Meeting Role Sign-ups Mysteriously Changing on Agenda
I'm not aware of anyone else reporting anything about roles being changed. Please do let us know if you can replicate it.

Roles aren't pre-assigned in new agendas unless the role was previously assigned from a template.
e.g: if President is the only role assigned on your Template, that will be the only role populated on a dated agenda created from the template.
If that dated agenda (with all roles assigned) is later used to create a new dated agenda, the original President assignment will show on the new agenda, but no other roles will be pre-assigned.
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