Role History Guide
Track member participation and role completion history
What is Role History?
Role History is a powerful tracking system that automatically records every role assignment from past meetings. This helps your club officers understand member participation patterns, ensure fair rotation, and make data-driven decisions about future assignments.
Never wonder "When did John last do Toastmaster?" or "Who hasn't been a Speaker yet?" — Role History gives you instant answers with just a few clicks.
Who Can Access Role History?
President, VP Education & Secretary
Full Access: View complete role history for all members, use advanced filters, and export data to CSV for analysis. Perfect for planning schedules and tracking club participation.
Club Admins
Member Profiles: View any member's individual profile with their complete role history, statistics, and participation timeline.
All Members
Personal Profile: Every member can view their own role history profile to see which roles they've completed, when they did them, and track their own progress.
How to Access Role History
Click "Role History" in the sidebar navigation under the "Club Administration" or "Reporting" section.
Click "My Profile" in the sidebar, then scroll down to see your role history and statistics.
Role History Features
1 Viewing Role History
The main Role History page shows a chronological list of all completed role assignments from past meetings.
What You'll See:
- Date: When the meeting occurred (e.g., "Oct 15, 2025 - Thursday")
- Member: Who filled the role (clickable link to their profile)
- Role: Which role they completed (e.g., "Speaker", "Toastmaster")
- Status: Whether they completed it or were absent
2 Using Filters to Find What You Need
Filters help you narrow down the history to find exactly what you're looking for.
Available Filters:
Select a specific member to see only their role completions
Choose a specific role to see who has completed it
Set "From Date" and "To Date" to view history within a specific time period
3 Exporting to CSV
Export your role history data to a CSV file for deeper analysis in Excel or Google Sheets.
Steps to Export:
- Go to the Role History page
- Apply any filters you want (optional - export respects active filters)
- Click the green "Export to CSV" button in the top right
- Open the downloaded file in Excel, Google Sheets, or Numbers
4 Viewing Individual Member Profiles
Click on any member's name to see their complete role history profile with detailed statistics.
What's on a Member Profile:
Common Use Cases
🎯 Planning Fair Rotation
Scenario: You're creating next month's schedule and want to ensure everyone gets a turn at major roles.
Solution: Use Role History to see who hasn't done Toastmaster or General Evaluator recently,
then prioritize them for upcoming meetings.
📈 Tracking New Member Progress
Scenario: A new member joined 3 months ago and you want to see their progression.
Solution: View their member profile to see which roles they've tried, how many times,
and which roles they haven't done yet. Perfect for mentoring conversations!
🔍 Finding Inactive Members
Scenario: You want to identify members who haven't participated in the last 2 months.
Solution: Export all history to CSV, filter by date in Excel, and see which members
are missing from recent meetings. Follow up with encouragement!
🎓 Preparing for Evaluator Training
Scenario: You're planning evaluator training and want to know who needs it most.
Solution: Filter by "Evaluator" role to see who has evaluated before and who hasn't.
Target your training to those who need practice or haven't evaluated yet.
📝 Creating Progress Reports
Scenario: You need to report club participation statistics to District.
Solution: Export the last 6 months of history to CSV and use Excel pivot tables
to create charts showing participation rates, most active members, and role distribution.
How Does Role History Get Populated?
Role History is automatically updated — you don't need to do anything manually! Here's how it works:
Your club holds a meeting with role assignments (e.g., Jane as Speaker, John as Toastmaster)
Once the meeting date is in the past, it's considered "completed"
Every night at 2 AM, the system automatically processes completed meetings and adds them to Role History
The next day, you'll see those role completions in the Role History page — no action needed!
If you had a meeting yesterday, the history will appear the next morning after the automated update runs. This ensures data accuracy and system performance.
Frequently Asked Questions
❓ Why don't I see history for yesterday's meeting?
History updates automatically overnight. Check again tomorrow morning and it should be there!
❓ Can I edit or delete history records?
No, history records are permanent to maintain data integrity. If there's an error in the original schedule assignment, contact your club administrator.
❓ What if someone was absent for their role?
Their history record will show status as "Absent" (red badge). This helps track both completions and absences for fair rotation planning.
❓ Can I see history from before we started using SyncSchedule?
Yes! Your club administrator can import historical data from your previous system. Ask them about the "Import Role History" feature in the admin menu.
❓ Why can't I access the main Role History page?
The full Role History page is restricted to club officers (President, VP Education, Secretary) due to the comprehensive data it contains. All members can still view their own profile and history!
❓ How far back does history go?
Role History goes back to when your club started using SyncSchedule (or when imported data begins). There's no limit — all historical data is preserved indefinitely.
💡 Pro Tips for VP Education
Start each Monday by reviewing last week's history. This helps you spot participation trends early and recognize members who are consistently stepping up.
Export the last 3 months to CSV at the end of each quarter. Use this for club health discussions, officer reports, and identifying members who might need encouragement or mentoring.
After a new member's first 30 days, review their profile together. Show them what they've accomplished and discuss which roles they'd like to try next. Great mentoring tool!
Use history data to identify members who've completed a role 5, 10, or 20 times. Recognize these milestones during meetings to encourage continued participation.
Need More Help?
If you have questions about Role History or need assistance, reach out to your club officers or system administrator.
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