How to Manage Standing Volunteer Roles

Standing Volunteer Roles are recurring, year-long positions — like Treasurer, Newsletter Editor, or Field Trip Coordinator — that your co-op needs filled every year. Unlike one-off volunteer slots tied to a specific event, standing roles represent the ongoing structure of your co-op. Admins define the roles; members claim them from their dashboard.

Create a Standing Role

Only co-op admins can define standing roles.

1. In the admin portal, go to Community → Volunteer Roles.
2. Click Add Role in the top-right corner.
3. Fill in the role details:
   • Name — the role title members will see (e.g., Field Trip Coordinator)
   • Description — optional; a short summary of what the role involves
   • Display Order — lower numbers appear first in the member list
   • Active — leave checked to make the role visible and claimable by members
4. Click Create Role.

The role appears in the table immediately. Its status shows Vacant until a member claims it.

To edit a role later, click Edit in the row. To remove a role permanently, click Delete — note that filled roles cannot be deleted until released.

How Members Claim a Role

Members see the Standing Volunteer Roles card on their dashboard.

1. From the member portal, go to the Dashboard.
2. Find the Standing Volunteer Roles card.
3. Browse the list of vacant roles. Each role shows its name and description.
4. Click Claim next to the role you want to take on.

The card updates immediately to confirm the role and show the member as the current holder. A member can only hold one standing role at a time. If all roles are filled, the card says so and shows the option to suggest a new one.

To step down from a role, the member clicks Give up this role on their dashboard. The role returns to vacant and becomes available for another member to claim.

Suggest a New Role

If a member wants to volunteer in a way that isn't listed, they can suggest a new role:

1. From the Standing Volunteer Roles card on the dashboard, scroll to the Suggest another role field at the bottom.
2. Type a short description of the role (e.g., Carpool coordinator).
3. Click Suggest.

CooplyHQ records the suggestion. To act on it, create the role manually in the admin portal using the steps above.

Release a Role at Year-End

At the start of a new co-op year — or any time a member steps down and you need to reassign a role — release it from the admin portal:

1. Go to Community → Volunteer Roles.
2. Find the filled role in the table. The Filled By column shows the current holder.
3. Click Release next to their name.
4. Confirm when prompted.

The role status changes back to Vacant. Members can now claim it again from their dashboards.

To reset all roles at the start of a new year, release each filled role one at a time.

What's next

• Review your co-op membership roster: How to Invite Families and Manage Your Member Directory
• Set up recurring membership dues: How to Set Up Membership Plans and Recurring Payments