Administering committees

Quick Tutorial Full Training

To define a committee, you must create the committee, define committee positions, and add members.

Defining or editing the committee

Note: Staff users can create a committee and be assigned to manage multiple committees without the need to be individually added to each committee if they are assigned a Customers: 5 module authorization level.

Do the following to create a new committee or edit an existing committee:

  1. Go to Community > Committees.
  2. Do one of the following
    • Click Add a committee.
    • Click the Edit icon for an existing committee.
  3. Enter or edit the Name of the committee.
  4. Enter the committee Code. This code must be unique to the committee and should not contain any spaces or special characters other than an underscore (_ ).

    5. Note: The committee Code cannot be edited once the committee has been defined.

  5. (optional) Select the committee Status. You can select Active or Inactive. If you want to deactivate a committee, set its status to Inactive.

    6. You can define additional status values in the COMMITTEE_STS general lookup table.

    If you set an Active committee to Inactive and click Save, you will see a prompt: 

    End date for all active and future members of this committee will be set to previous_day. 
Do you wish to continue?

    Click Yes. The committee status is set to Inactive and the end date for all that committee’s currently active memberships is set to the previous day’s date.

  6. (optional) Select a Group to which you want to assign the committee. Options in this drop-down are defined in the COMMITTEE_GROUP general lookup table.

    7. Note: The Group drop-down is not displayed unless there is at least one entry in the COMMITTEE_GROUP general lookup table.

  7. Enter or edit a Description of the committee.
  8. (optional) Enter or edit any Notes related to the committee.
  9. Click Save.

Defining committee positions

After creating the committee, you must set up committee positions. Creating committee positions allows you to rank positions that might be held within any committee.

For more information about defining committee positions, refer to Committee positions.

Adding committee members

Staff users and Committee Administrators can add new members to a committee.

Note: Staff users can add new members to a committee if they are assigned a Customers: 5 module authorization level.

Contacts can be placed in three categories (Type) during the Add process:

  • Committee - Add a contact as a member of the committee.
  • Applicant - Add a contact as an applicant to the committee.
  • Proposed - Add a contact as a proposed member of the committee.

Note: The Committee, Applicant, and Proposed activity types need to be defined before adding new members to a committee. Go to Settings > Contacts > Activity types to ensure they are defined.

Do the following to add new members to a committee:

  1. Go to Community > Committees.
  2. Select the committee Name to open the committee roster.
  3. Click Add a member position.
  4. Search for and select the contact to be added to the committee. Do the following to add a contact:
    1. Click Add new.
    2. Select Individual for the Account type.
    3. Enter a First name.
    4. Enter a Last name.

      5. (optional) A contact's Middle name, Organization and Email can also be added in the respective fields.

    5. Click Save.
  5. Select the Type from the drop-down.
  6. Select the committee role the contact will be assigned from the Position drop-down.

    7. Note: The same person may be added with the same role in a committee.

  7. Choose a Term Start and Term End date for the committee member's term.
  8. Enter any relevant Notes about the new committee member.
  9. Click Save & Close.

Editing committee member details

Staff users and Committee Administrators can edit member type and term dates.

Note: Staff users can edit a committee if they are assigned a Customers: 5 module authorization level.

Do the following to make modifications to a committee member's details:

  1. Go to Community > Committees.
  2. Click a committee Name to open the committee roster.
  3. Find and select the committee member whose details you will be editing.

    4. Note: Click the member's Full Name to open the member's account page.

  4. Click the Edit icon to edit the committee membership Type, Term Start and Term End.

    5. Note: The committee Position cannot be edited once the position has been defined for a committee member.

  5. Click Save & Close.

Contacting committee members

Staff users can send an email to the entire roster of committee members. You can also search for other committee members to send an email using the View members drop-down.

Do the following to send an email to committee members:

  1. Go to Community > Committees.
  2. Click a committee Name to open the committee roster.
  3. Click Email.

    4. Note: You can send emails to other members by clicking the View members drop-down and selecting a different members set:
    - Active members
    - Future members
    - Past members
    - Search members

  4. Compose your email or load an email template as you would for any communication.
  5. Click Add attachment and set a communication Type if desired.

    6. Note: To provide an opt out option for your committee members, use communication types.

  6. Click Preview, then click Send Now.

Searching for committee members

Staff users can search for applicants and proposed members who are not yet members of a committee. The results can be filtered on term date, role, or committee member name. Do the following to search for committee members:

  1. Go to Community > Committees.
  2. Click a committee Name to open the committee roster.
  3. From the View members drop-down, select one of the following queries to view the associated members:
    • Active members
    • Future members
    • Past members
    • Search members

If you would like to add custom queries to the View members drop-down, navigate to RiSE > Intelligent Query Architect and open $/ContactManagement/DefaultSystem/Queries/Groups/Committees/Members.

Deleting committee members

Staff users can delete existing committee member roles or remove members from a committee.

Note: Staff users can delete existing committee member roles or remove members from a committee if they are assigned a Customers: 5 module authorization level.

Do the following to delete a committee member:

  1. Go to Community > Committees.
  2. Click a committee Name to open the committee roster.
  3. Select the committee member you want to remove.

    4. Note: Click the member's Full Name to open the member's account page.

  4. Do one of the following to delete a committee member:
    • Click the Delete this item icon (X), then click OK to confirm you want to delete the contact from the committee.
    • Edit the Term Start or Term End dates for the member. If the member’s term is not current, the member is no longer displayed as an active member of the committee, but their information is still available.

    Note: This action must be completed on each position held by the committee member.

Filtering by committee name, group or status

Staff users can filter the list of committees by committee name, group or status. This enables the organization and management of a large number of committees.

Do the following to filter by committee name, group or status:

  1. Go to Community > Committees.
  2. Do one of the following:
    • In the Name contains field, enter some text on which to filter committee names.
    • In the Group drop-down, select the group on which you want to filter. Options in this drop-down are defined in the COMMITTEE_GROUP general lookup table.

      • Note: The Group drop-down is not displayed on the Committees page unless there is at least one entry in the COMMITTEE_GROUP general lookup table.

    • In the Status drop-down, select a status. Active and Inactive are default values.

      • Note: You can define additional status values in the COMMITTEE_STS general lookup table.

  3. Click Find.