How to Use the Session Team

The Session Team page is where you say who is running a session: the staff and volunteers working it, as against the participants attending it. The same person can appear on both. For the roster of who is attending, see How to Manage Session Participants and the Waitlist.

Adding Somebody

Search for the name and click Connect. Staff and volunteers each have their own list on the page.

Whoever you name as the Session Facilitator/Instructor is added to the team for you when you save, so there is no need to connect them a second time.

There is a separate Team Lead/Supervisor field beside it. It records who is supervising, and it does not hand out the Lead Facilitator/Instructor role. That role is a per-person setting on the rows below.

Staff and volunteers have a panel each, and each row carries that person's role for this session.

What Connecting Does to Their Calendar

Connecting somebody puts the session on their schedule as an appointment, carrying the session name, the date and time, and the location. Removing them takes the appointment back off again.

Three things have to be in place for that appointment to appear: the person needs a constituent record, a user account, and a team schedule. A session that has already finished never generates one. The calendar icon on a row adds the session to that person's team schedule by hand, and it will not do it for a session that is over.

Roles

Everyone on the page carries a role saying what they did on this particular session, so the same instructor can lead one session and assist on the next.

The role fills itself in when you add somebody. The session's facilitator comes out as Primary Facilitator/Instructor, and anybody else takes the role matching their job title where there is one. Lead Facilitator/Instructor is set by hand and is not handed out automatically; somebody who already holds it keeps it until it is changed. You can change any role afterwards, and the list of roles is your own team's to add to.

Sessions that ran before roles existed are left blank rather than guessed at.

Two Things That Will Stop You

• You cannot remove the facilitator while they hold that role. Change the instructor on Session Details first, then come back and remove them here like anyone else. If you try, Argenta refuses and tells you why, and the row stays where it is.
• Approved time off is flagged, not blocked. If the person has time off approved across the session, Argenta warns you and leaves the decision to you.

Volunteers

The volunteer list here is the same one as the Associated Volunteers panel on the session's Connections page, so a volunteer connected in either place shows in both.

Removing a volunteer here breaks their link to this session and nothing else. Their volunteer record is left alone.