Holacracy Community of Practice Archive, 2015-2019 Community Holacracy Web Site

Editing Circle Assignment at Edit User screen

Folks - 

When adding a new user I have the opportunity to 'assign' them to one or more circles (see screenshot 1) and have assumed this provides them access to circle meeting tools like recording tensions during tactical meetings, be assigned individual action projects in the circle and other items (although can find no documentation about any of that).  This for individuals who are to be core circle members but not filling a circle role.

However, when I want to add an individual that is a user in the system to such an assignment - again not filling a circle role, but able to make use of other circle tools, see above no docu... this ability to assign to circle does not exist (screenshot 2).

Help?  Thoughts?  Hoping for some GF knowledge here - not getting much luck of late through the zendesk helpers.

12 Replies
Margaux
01/13/2016

Hi Keith,

 

The “add to circle” function means that the person become a circle member of the circle. If you want to add new persons as circle members to a circle, you need to ask the Lead Link of such circle to do it because only the LL can say that someone is a circle member even though this person doesn't fill any role.

Please find a screenshot to see how to add someone as circle member: https://drive.google.com/file/...U3M/view?usp=sharing

As you will see, a little red star will appear if the person doesn't have any role within the circle.

Hope that helps!

Alexia Bowers
01/13/2016

Hi Keith,

Per Margaux's instructions, you can add users to the circle from the circle page (if you are admin, or circle LL or circle secretary). Then you can drag/drop them to the fill the role. You can also just fill them directly into roles from the little +person icon to the right of the role name on the circle page, and they will be added to the circle if they aren't already - you can choose from anyone in the organization.

There's no current plan to add the ability to mass add a user into multiple circles besides when you add a new user, but as GlassFrog Product Manager, I'm always taking feature ideas, so I'd love to hear if you think something would be useful - I pretty much stalk the GlassFrog forum looking for feature ideas!

Fred Magovern
01/14/2016

Whoa! Didn't realize lead links could add individuals to a circle without assigning a role. What does that entitle those role-less circle members to?

Alexia Bowers
01/14/2016

Hi Fred,

In GlassFrog, it will give them permissions access like a circle member (e.g. attending tactical meetings, getting notifications, assigning individual action projects, etc).

Though, from a constitution standpoint, I'm not sure how meaningful it is if they aren't filing a role on the circle - I don't think they are a Circle Member according to the constitution.  I could see the use case might be fairly specific, like maybe they are a coach, or LL wants to invite them to circle meetings for some reason, or LL is planning on adding them to a role, but I'd be careful with it because it could add a lack of clarity. That's my thoughts, though, maybe a coach would want to weigh in on the topic.

Keith Jarvis
01/19/2016

Wow thanks big bunches Margaux and Alexia - I've just learned something very useful to me/us about GlassFrog from your responses.

Re: Fred's question - the value of the Lead Link being able to appoint Core Circle members who are not currently energizing a Role in the Circle, are:

  1. The can take on Actions, Tension or Projects pertinent to the Circle via "Individual Action" assignment in GlassFrog.  Projects then show up in that Circle's assignment for Project Update in Tactical meetings.
  2. They can participate in meetings, make proposals, offer objections, etc.
  3. They are then available to be elected to an elected role and inside GlassFrog they are available in the drop-menu for that Circle.  Otherwise, they are not.
Alexia Bowers
01/19/2016

Hi Keith,

Glad I could help! To your point on #3, GlassFrog will let you choose anyone in the org for elections - they don't have to be in the circle. If you are seeing that happen, then it is a bug and I'd love to hear about it! 

Margaux
01/19/2016

Alexia, yes but constitutionally speaking, you can only elect to a core role a circle member

Alexia Bowers
01/19/2016

Margaux, 

Oh geez, you're right - apparently it is already a bug! I'll log it in our backlog. Thanks for the clarification!

Frederik Fleischmann
01/20/2016
Alexia Bowers posted:

Margaux, 

Oh geez, you're right - apparently it is already a bug! I'll log it in our backlog. Thanks for the clarification!

I wouldn't call it a bug because a Policy may be in place which explicitly grants the authority to elect members which are not part of the Circle. We have such a policy in place for our facilitators: "In all circles only those people may be elected as Facilitators who are filling the role of Qualified Facilitator. An election of a person as Facilitator who is not filling the role of Qualified Facilitator is invalid and requires a re-election."

Karilen Mays
01/20/2016

I have heard organizations use this 'feature' I think to elect facilitators who arent core circle members. If the circle doesnt have someone experienced or needs more skilled facilitation early on, you can allow this via policy. It is nice for GlassFrog to not enforce every aspect of the constitution.

Keith Jarvis
01/20/2016

I do think it is an intentional feature and not a bug - because as Margaux and Frederik concur - only core circle members are eligible for election.

That's a different thing that assignment to a ROLE, which all system users can be assigned to.

I get a gold star for the day, I say so myself. 

Alexia Bowers
01/20/2016

Hi Keith,

I'll give you a gold frog! You're right, the election code dates back a while, and I think the constraint on electing to only circle members is in 3 or 4, so it was intentional at one point. We try to strike a balance between upholding the constitution, and giving folks flexibility in GlassFrog, so hearing how folks are using the elections is extremely useful for me, thank you!  I hadn't thought about policies allowing electing folks outside of the circle, etc.  I'll add it to my notes. Regardless, it will probably stay as it is for a while since we've got so many things that I'd like to see in GlassFrog.

Thanks!