The roles and circles of your organization are the basis of your structure.

In Holaspirit, your organization is organized into roles and circles:

  • A role means your job or position. The major difference is that you may have multiple roles rather than having only a single position in traditional organizations.

  • A circle represents your team. A circle brings together different roles assigned to people. A circle can contain sub-circles which can themselves contain sub-circles... A circle is effectively the same as a role, just expanded into more parts.


The different types of roles that can be added

By clicking on the Add Role button a new screen offers you 4 options: Create a role from scratch, Copy from an existing role, Import a role template, or Invite a role.

Option 1: Create a role from scratch

Create a role from scratch is the simplest possibility

Option 2: Copy from an existing role

This is to copy a role that already exists in the organization. The information of the copied role is pre-filled: Name, purpose, domains, and responsibilities.

You can, however, modify this information directly during the creation of the role, or later.

Note: The two roles are not synchronized and remain perfectly independent, so deleting or changing one will not affect the other.

Option 3: Import a role template

It is possible to create a role by importing a role template. The information is then pre-filled from the template role configured in Administration: the Name, Purpose, and the Domains and Accountabilities as well.

Note:

  • The role is synchronized with the template role. Any changes made to the template role in Administration are applied to the role imported from the template.

  • If you change the role locally, then the synchronization with the template role is broken.

Option 4: Invite a role to participate in another circle

The aim is to create a transversal role. The transversal role has the same characteristics as in its original circle: its Name, its Purpose, and its Domains and Accountabilities as well.

Note: The two roles are synchronized. When the original role is changed, the transversal role is also changed.


There are several ways to add a role or a circle on Holaspirit:

  1. Add a role or circle from the Governance page

  2. During a meeting

  3. Via a development proposal outside meetings


Add a role or a circle from the Governance Page

Prerequisites:

  • You must be a member of a circle to add a role

  • You must be a member of the parent circle to add a sub role

Go to the Governance page, and in the Role tab, or, in the Circle tab

  • Click on Add Role or Add Circle

  • In the case of adding a role, choose the type of role that you want to create

  • Select the Parent circle in which the Role or the circle will be created

  • Fill in the form with the Name, Purpose, Areas, and Responsibilities of the role or circle

  • Describe why you want to create the role or circle (optional). For Holacracy practitioners, add your Tension.

  • If your organization is in Open Mode click on Validate. The change is applied automatically. If your organization is in Consent Decision Mode click on Submit, circle members will receive a notification to vote on your change. If there is no objection within the period of consultation, your evolution proposal will be automatically accepted.


Add a role or a circle during a meeting

Prerequisites:

  • The meeting template must have the Agenda step and the Governance Results activated. For Holacracy practitioners, a governance meeting is the right place to address these topics.

  • You need to be the secretary of the meeting to capture the results of the meeting

When you want to add a role or a circle, you can discuss it in a meeting.

  • Open a meeting for the circle in which you want to create a circle or a role

  • In the meeting, in the Agenda step, import a tension or add an agenda item

  • The secretary of the meeting can select the item and click on Add meeting results.

  • the secretary clicks on Role or Circle and click on Add a role or Add a circle

  • Fill the form with the required information

  • Click on Save, and, Validate

The role or the circle has been created and already appear in your organization


By submitting a governance proposal outside a meeting

  • Go to the Tensions page, click on Add tension

  • Add a title and the relevant circle in which you wish to add a new role or circle

  • Click on Add evolution and select Role or Circle

  • Click on Add a role or Add Circle

  • If you are adding a role, you must choose which type of role you wish to create

  • Fill in the Role or Circle information

  • Click on Save

  • If your organization is in Open Mode click on Validate. The change is applied automatically. If your organization is in Consent Decision Mode click on Submit, circle members will receive a notification to vote on your change. If there is no objection within the period of consultation, your evolution proposal will be automatically accepted.


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