Holaspirit gives organizations the option of deciding how role assignments should be handled and which roles can assign roles within each circle. This is managed from your Circle settings.
What are the options to assign a role?
There are 3 options to assign roles to the members of the organization:
1. A role is in charge of assigning roles to members
For example, in a Holacracy-based organization, the Circle Leader is in charge of assigning non-elected roles. An administrator can configure the roles in charge of assigning in the circle settings. It is possible to set up any role model as the role in charge of assigning in the circle settings (other than the Circle Leader). An administrator defines the role that assigns the roles within their circle.
In this setup, members of the organization can also apply for roles that interest them.
2. All member of a circle can join the roles freely
If there is no role in charge of assigning roles in the circle, then all members of a circle can join a role.
3. The Role is elected
Some roles can be elected, rather than assigned. These roles are elected through the governance process, either at a meeting or through a governance proposal outside a meeting.
Tips ⭐: Circle settings can be set up at the administration level - in this case, the rules apply to all circles in the organization - while they can also be set up at the local level of a circle, if the circle wishes to proceed differently.
A circle has the possibility to choose the role in charge of assigning within the circle, the elected roles, and the decision making mode. As a consequence, the circle becomes independent of the settings defined in the administration. More info in this article.
How to assign someone to a role?
Prerequisite: Depending on the settings for the circle, you must be the role in charge, or, a member of the circle to be able to assign roles to members.
Navigate to the role page
Click + Add member
Scroll through the list of all members or search for them by name
Click Add for the member you want to add to the role. By default, the member is added as a core-circle member in the role
The user will be notified by email
Note: Several members can be assigned to the same role.
If there is no role in charge to assign, you can easily Join the role.
How can I remove someone from a role?
Prerequisite: Depending on the settings for the circle, you must be the role in charge, or, a member of the circle to be able to unassign roles to members.
Navigate to the role for which you want to remove a member
Click on the 3 dots to the right of the concerned member
Click on Unassign and Validate
The member gets notified by email.
Adding a focus to a Member to specify its function in the Role
If a role has more than one member, you may want to further clarify whose in charge of the responsibilities of the role under particular conditions. You can define a specific "Focus" for assigned members, in the form of scope, context, or competencies.
For example, a “Business Developper” role with several members may have a focus per holder for geographical areas, such as “French leads”, or “Dutch leads”, or “German leads”.
On the role page, click on the 3 dots to the right of the member
Click on Edit
You can add or change the focus
Click on Save
Excluding non core circle members
All circle members are automatically considered as core circle members when they are assigned in a circle or to a role. Being a core circle members means that they can take part in the governance decisions of the circle and in the operations. They can join meetings, participate to the election process and suggest evolution for their roles and circles.
If a role has more than one member, you may want to limit the number of people actively participating in the circle to maintain a smooth and fast decision making process. For example, if the role is filled by 30 members, should they all get a voice on the evolution of the role or circle?
In this case, you may decide to exclude members as non core circle members.
To exclude a member as a core-circle member, simply edit the member assignation and uncheck the core-circle member box.