Holaspirit gives organizations the option of deciding how role assignments should be handled and which roles can assign roles within each circle.
What are the options to assign members to roles?
There are 3 options as to assigning roles to the members of your organization:
1. A specific role is in charge of assigning members to roles
Usually, in a Holacracy-based organization, the Circle Lead is in charge of assigning members to roles (unless they're elected). An Admin can define the role in charge of assignation in the organization's circle settings. It is possible to set up any role template as the role in charge of assigning members to roles within the circle.
📌 Note: In this setup, the Circle Admin can assign members to roles as well. The members of the organization can also apply for roles.
2. All members 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 might need one or multiple members to be elected by the circle, rather than assigned. These roles are elected through following the governance process, either during a circle meeting or through a proposal outside a meeting.
📌 Note: In the organization's circle settings, you can enable for all roles in your organization to be elected ones.
⭐ Tip: Circle settings can be set up at the organization level for the rules apply to all circles in the organization, or they can also be personalized at the circle level, if the circle wishes to proceed differently. As a consequence, the circle becomes independent of the settings defined in Administration.
How to assign a member to a role?
Depending on the settings defined for the circle, you must be the role in charge, or a member of the circle to be able to assign members.
📌 Notes:
There's no limit as to how many members can be assigned to a role.
By default, members are added as decision makers (core members) within the circle.
To assign a member to a role:
Go to the role page
Click + Add member
Scroll through the list of all members or search for them by name
Click Add next to the member you want to add to the role.
You can also join a role by clicking on the three dots in the top right and selecting Join.
You can also do it the same way from the Roles page of the Governance app.
For elected roles, proceed to an election to nominate the member(s) to be elected to the role. You need for the other circle members to consent to their election.
How to remove a member from a role?
Depending on the settings set for the circle, you must be the role in charge of assignation, or a member of the circle to be able to unassign members from.
To remove a member from a role:
Go to the role page
Click on the three dots to the right of the concerned member
Click on Unassign
Click on Validate to confirm
You can unassign yourself from a role following the same process. Simply click on the three dots next to your name, then click on Leave.
When removed from a role, the member receives a notification email.
If the member(s) you wish to remove is assigned to an elected role, you require the circle's consent to unassign them unless you are a member in charge of assignation within the circle, then you can do it without requiring your team's consent. (Read more)
Adding a Scope to a member to specify its function in the role
If a role has more than one member, you may want to further clarify who's in charge of the responsibilities of the role under particular conditions. You can define a specific Scope for assigned members, in the form of scope, context, or competencies.
For example, a Account Executive role with several members may have a scope per holder for geographical areas such as French leads, Dutch leads or German leads.
You can add a Scope directly when assigning the member to the role…
…or do it by editing the member. Click on the 3 dots to the right of the member, select Edit, add or edit the scope and click Save to confirm.
