Role Mapping Configuration

Overview

Different scheduling platforms use different role names. For example, TMClubSchedule might have "Speaker #1", "Speaker #2", and "Speaker #3" while your club simply has "Speaker". Role mappings tell The Club Schedule how to translate external role names into your club's roles.

Understanding Role Mappings

Mapping Types

There are three types of role mapping actions:

How to Configure Role Mappings

Method 1: Create Default Mappings (Recommended)

The easiest way to get started:

1. Go to Club Administration → Import Role History
2. Click "Configure Role Mappings"
3. Select your platform from the dropdown (e.g., TMClubSchedule)
4. Click the "Create Default Mappings" button

The system will automatically create mappings for common roles:

• Speakers: "Speaker #1", "Speaker #2", "Speaker #3" → Speaker (consolidated)
• Evaluators: "Evaluator #1", "Evaluator #2", "Evaluator #3" → Evaluator (consolidated)
• Hot Seat: "Hot Seat #1", "Hot Seat #2" → Table Topics (consolidated)
• Standard Roles: Toastmaster, General Evaluator, Table Topics Master, Grammarian, Ah Counter, Timer, etc.

Method 2: Add Mappings Manually

To create a custom mapping:

1. Scroll to the "Add New Mapping" section at the bottom of the page
2. External Role Name: Enter the exact role name from the external platform (e.g., "Speaker #1")
3. Club Role: Select which of your club's roles this maps to (or select "Skip this role")
4. Action: Choose:
   • Import - For one-to-one mappings
   • Consolidate - When multiple external roles map to one club role
   • Skip - To ignore assignments for this role
5. Click "Add Mapping"

Method 3: Edit Existing Mappings

To modify or delete a mapping:

1. Find the mapping in the table at the top of the page
2. To delete: Click the "Delete" button (you'll be asked to confirm)
3. To edit: Delete the old mapping and create a new one with the correct settings

Common Mapping Scenarios

Scenario 1: Consolidating Numbered Roles

Problem: TMClubSchedule has "Speaker #1", "Speaker #2", and "Speaker #3" but your club just has "Speaker".

Solution: Create three mappings, all pointing to "Speaker" with action "Consolidate":

• "Speaker #1" → Speaker (Consolidate)
• "Speaker #2" → Speaker (Consolidate)
• "Speaker #3" → Speaker (Consolidate)

Result: All speaker assignments from the PDF will be imported as "Speaker" role history.

Scenario 2: Role Name Changed

Problem: Your old platform called it "Timer - Vote Counter" but your club now calls it "Timer".

Solution: Create a mapping:

• "Timer - Vote Counter" → Timer (Import)

Result: Timer assignments from the PDF will be imported under your "Timer" role.

Scenario 3: Role No Longer Used

Problem: Your old platform had a "Deleted Role" that you no longer use.

Solution: Create a mapping with "Skip" action:

• "Deleted Role" → (no club role selected) (Skip)

Result: Assignments for this role won't be imported, and you won't see warnings about it being unmapped.

Scenario 4: Role Doesn't Exist in Your Club

Problem: The PDF has "Parliamentarian" but your club doesn't have that role.

Solution: Either:

1. Option A: Add "Parliamentarian" to your club's roles, then create a mapping
2. Option B: Map it to a similar role (e.g., "Parliamentarian" → SAA)
3. Option C: Create a "Skip" mapping if you don't want to import these assignments

Viewing Current Mappings

The mappings table shows all configured mappings for the selected platform:

• External Role: Role name from the external platform
• → Club Role: Which of your club's roles it maps to
• Action: Import, Consolidate, or Skip
• Delete Button: Remove the mapping

Best Practices

1. Start with Default Mappings

Use "Create Default Mappings" first, then add custom mappings only for roles that weren't automatically mapped.

2. Test with One Member First

Before importing history for all members, test with one member's PDF. Check the preview to see if your mappings work as expected.

3. Use Consolidate for Numbered Roles

If the external platform numbers roles (#1, #2, #3) but you don't, always use "Consolidate" action. This prevents the system from treating them as different roles.

4. Skip Obsolete Roles

For roles that no longer exist in your club, create "Skip" mappings. This keeps your import clean and prevents warnings.

5. Document Custom Mappings

If you create unusual mappings (e.g., mapping one role to a different role name), document why for future reference.

Troubleshooting

Examples by Platform

TMClubSchedule Common Mappings

Need Help?

If you're unsure how to map a specific role or encounter issues with role mappings, please contact support at [email protected].