Mark Meetings Complete

Overview

When your club uses the scheduling algorithm, members receive role credit (role history) after completing their assigned roles. This credit is used to determine:

  • Rotation fairness: Members who recently performed a role won’t be assigned again too soon
  • Prerequisites: Some roles require completing other roles first (e.g., a certain number of speeches before evaluating)
  • Major role gaps: Prevents members from being assigned major roles too frequently

By default, role credit is recorded when the next schedule is generated – not immediately after each meeting. This means if a meeting passes mid-schedule, members won’t receive credit for their roles until a new schedule is created. The Manual Completion mode solves this by letting you record credit right after each meeting.

Who can use this? Only club administrators (President, VP Education, or Secretary) can change the completion mode and mark meetings complete.

Choosing Your Completion Mode

Your club can operate in one of two modes:

Automatic (Default): Role credit is recorded in batch when the next schedule is generated. No action needed from you, but there may be a delay between when a meeting happens and when members receive credit.

Manual: You click “Mark Complete” on each past meeting to record role credit immediately. This ensures credit is up to date and gives you a chance to fix any assignments that don’t match what actually happened.

When to Use Manual Mode

Manual mode is helpful when:

You want role credit recorded right after each meeting, not days or weeks later

Members frequently swap roles at the last minute
Your published schedule doesn’t always reflect what happened in the meeting
You want to verify assignments before they count toward rotation and prerequisites

How to Enable Manual Mode

Go to Club Settings → Schedule Options

Under Role Completion Mode, select Manual
Click Save

That’s it. From now on, past meetings will show a “Mark Complete” button instead of waiting for the next schedule generation.

How to Mark a Meeting Complete

Step 1: Check Your Assignments

Before marking a meeting complete, review the assignments for that meeting on the schedule detail page. If someone didn’t show up and another member filled their role:

Click “Change” on the assignment that needs updating

Select the member who actually performed the role
The assignment is now corrected

Step 2: Click “Mark Complete”

Once the assignments are accurate:

Open the schedule detail page

Find the past meeting you want to complete — you’ll see a green “Mark Complete” button in the meeting column header
Click the button

Step 3: Review and Confirm

A confirmation window appears showing all members who will receive role credit:

The following members will get credit for their role. If they were not there, cancel and put the actual role holder in the role.

You’ll see a list like:

John Smith – Toastmaster
Jane Doe – Speaker
Bob Wilson – Evaluator

If everything looks correct, click “Confirm”. If something is wrong, click cancel, fix the assignment, and try again.

Step 4: Done

The button is replaced with a “Completed” badge. Those members now have role credit recorded, and the scheduling algorithm will factor it into future assignments immediately.

Switching Between Modes

You can switch between Automatic and Manual mode at any time without losing data.

Switching to Manual: This will allow you to mark a meeting “Complete” so that the member’s Role History is updated right away, versus days or weeks later.

Switching to Automatic: Any past meetings you haven’t marked complete will be processed the next time a schedule is generated.

Frequently Asked Questions

No worries – the button stays visible on past meetings indefinitely. You can mark it complete whenever you’re
ready.

Yes. The algorithm uses whatever role history has been recorded so far. “Mark Complete” simply records history
right now – useful if a member needs credit immediately (e.g., to meet a prerequisite for claiming a role on the
current schedule). When the next schedule is generated, all past meetings are processed automatically regardless.

Not through the interface. If you need to undo a completion, please contact support at support@theclubschedule.com.

No. Only regular meetings generate role credit. Holiday and contest meetings don’t have a “Mark Complete” button.

The old member’s credit is removed automatically. However, the new member won’t receive credit automatically in Manual mode — the meeting is already marked complete. Contact support if you need to re-process a completed meeting.

No. Marking a meeting complete only creates role history records. It doesn’t change any existing assignments or schedules. Future schedule generation will use the updated history.

Need Help?

If you encounter issues not covered in this guide, please contact support at support@theclubschedule.com.