These steps are for CoolFocus 5.
Roles are your own labels for how someone takes part in your ministry: Board Member, Office Volunteer, Mentor, BrightCourse Signup, whatever your center tracks. Each role can have a start date, an end date, and a status, so you can see who held a role and when.
Every role you entered in CoolFocus 3 is already in CoolFocus 5. Nothing needs to be re-entered.
Where to find Roles
In CoolFocus 3, Roles were on a person's Lists tab. In CoolFocus 5:
Open the person's record (a client, donor, volunteer, or contact).
Click the Details tab.
On General Info, scroll just below the Clients, Donors, Volunteers, and Staff boxes. Roles is right there.
Add or change a role
In the Roles section, click Add. To change a role they already have, click the pencil next to it.
Choose the Role Type.
Fill in Start, End, and Role Status if your center uses them, and add a note if it helps.
Click Save.
When someone steps out of a role, add an End date instead of deleting it. That way you keep the history.
Change the list of role names
An organization admin can add, rename, or retire role names in Settings → Managed Lists → Roles (in the Serve group). Changes show up in the role picker for everyone.
Find everyone with a role
To see, for example, every client who is a Mentor:
Open the Clients list and add a filter.
Choose Roles, then Filter by roles fields....
Pick Role Type, choose is, and select Mentor.
Save it as a segment so it's one click next time.
You can also filter on a role's Start or End date, like "role started in the last 30 days." See Filtering by Related Records.
Want one row per role, with its dates? On the list, open Actions → View as list → Roles of Clients (or Donors, Volunteers, and so on).
Roles, Involvement, and User Groups
CoolFocus uses three things that can all sound like a "role." They do different jobs:
Roles (this article): your own labels for how a person takes part, with dates. A person can have as many as you like.
Involvement: the Clients, Donors, Volunteers, and Staff boxes just above Roles. They decide which tabs a record has and which lists the person shows up in. These were the Is Client, Is Donor, and Is Volunteer boxes in CoolFocus 3. See Involvement Flags.
User Groups: what your staff can see and do when they sign in. They're only for people with a login, in Settings → Security → User Groups. Clients never have one.
Common questions
The role I want isn't in the picker. Check that it's in Settings → Managed Lists → Roles. If it is and you still don't see it on a client's record, chat with us from the Help button and we'll take a look.
Can a person have more than one role? Yes. Add as many as you need.
Questions? Chat with us anytime from the Help button.