Officer positions

Your organization defines its officer positions once — President, Treasurer, Recruitment Chair, whatever your chapters actually elect — and every chapter fills them. Each chapter records who holds which position and from when, so the history stays: ending a term keeps the record, it just moves to past holders.

Officer positions are a core feature, so they are available whatever modules your organization has enabled. Each position has a permission level that decides what holding it gives the member — see Permission levels.

Defining positions

Go to Settings → Officer Positions. The table lists every position with:

• Seats per chapter — how many members of one chapter may hold it at the same time (No limit when blank)

• Current holders — how many people hold it right now, across every chapter you can see

• Status — Active, or Retired

• Permission level — Title only, Officer or President

Click Add Position and give it a name, an optional description of what the officer is responsible for, the seats per chapter and a permission level (new positions start at Officer). Edit a position with the pencil on its row.

Permission levels

A member’s role — Member, Officer, President, Advisor or Alumni — is what decides what they can do in the platform. Positions set it for you:

• Officer — while someone holds the position, their role is Officer: chapter officer access.
• President — while someone holds it, their role is President.
• Title only — a name on the roster and the Officers page. Holding it never changes the member’s role or access. Positions that existed before permission levels were added start as Title only, so nothing changed until you chose a level.

A member who holds several positions gets the highest level among them. When their last Officer or President position ends — you end it, remove it, or the end date passes (checked every night) — their role goes back to Member. An Advisor or Alumni role you set by hand is left alone until you give that member an Officer- or President-level position.

Changing a position’s permission level updates the role of everyone holding it now, and each change is recorded in the audit log. You can’t make a change that would lower your own role; ask another national admin.

The end date you put on an Officer or President position is when that access ends, and only a national admin can move it later. Regional admins and chapter officers can end a term sooner, but they can’t clear or push back an end date on an Officer- or President-level position — their own or anyone else’s — or give someone an Officer- or President-level position that runs past the access they already have. The platform tells them to ask a national admin instead of saving it.

Retiring and deleting

A position nobody has ever held can be deleted. Once anyone has held it, the platform keeps the history and refuses the delete — the dialog shows that message and offers Retire instead. A retired position can no longer be assigned, but existing holders stay on their chapter’s Officers page until their term is ended. You can also retire or reactivate a position by editing it and switching Active off or on.

Position groups

Click a position’s name to open its group: everyone who holds it, chapter by chapter, with their chapter, region and the date they started. Switch to Past holders to see who held it before and until when. National admins can narrow the table to one region; a regional admin’s table only ever contains their region’s chapters.

Regional admins reach the same page from Officer Positions in the region sidebar.

Training for a position

If your organization has the learning module, you can assign a course to everyone holding a position — open the course, click Assign, choose By officer position and tick the positions. Whoever takes the position up later is enrolled automatically, and someone whose term ends keeps the training they already started. See Assigning by officer position.

The group page then shows an Assigned training column for current holders: how many of the position’s courses each one has completed (1/2 complete), with any overdue ones flagged in red. Regional admins see it for their region’s holders.

Picking a position from the Role dropdown

On a chapter’s Members tab, the Role dropdown on each row picks the member’s position directly. When your organization has active positions it lists:

• Member
• Officer positions — every active position, with a hint beside it: Vacant · Officer, 1 of 2 open · Officer, Title only, or Held by [name] when every seat is taken by someone else (those can’t be picked)
• Advisor and Alumni

Picking an option asks you to confirm and says what happens: the member’s new role and access, and which of their positions end. Choosing a position replaces the member’s main position (their highest-level one) and starts the new one today, in your current term if one is active; their other positions stay. Choosing Member, Advisor or Alumni ends all of their positions. The row then shows the position name, with a +1 badge when they hold more than one (hover it to see them all). Someone whose role is Officer but who holds no Officer-level position shows as Officer · no position.

If your organization hasn’t defined any positions, the dropdown is the usual Member / Officer / President / Advisor / Alumni list.

The Role filter above the roster also lists Any officer position and each position, so you can see who holds what. The organization-wide Members directory has the same filter and shows each member’s main position in its Role column.

Assigning in a chapter

Open a chapter (Chapters → [chapter]) and pick the Officers tab. Each active position is a card showing its current holder(s), or Vacant.

• Assign — search the chapter’s roster, pick a member, and set the start date (today by default), an optional end date and an optional term. A member can hold several positions at once. The dialog tells you what the assignment does to the member’s role (for example Morgan’s role becomes Officer).
• End term (calendar icon next to a holder) — sets the date their term ends. A future date keeps them in the position through that date, then they move to past holders. Today or an earlier date ends the term immediately — the title, the seat and any access it gave go at once.
• Remove (bin icon) — deletes the record entirely. Only for an assignment made by mistake; to record that a term is over, end it instead.

The platform refuses an assignment when every seat is already filled, when the member already holds that position, when the position is retired, or when the member is a PNM, disaffiliated or transferred — and the dialog says which.