Getting Started with Kavi Software

Chapter 4. Roles and Responsibilities
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Chapter 4. Roles and Responsibilities

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Distributing the Work of Maintaining an Organization's Web Site
Common User Functions Described

Distributing the Work of Maintaining an Organization's Web Site

Some organization's are small and new enough that their web sites can be managed by a single person, but this is rare. For most organizations, it makes sense to distribute the responsibilities for updating information out to many people. This document describes some of the ways Kavi products have anticipated the need to share responsibility for managing an organization's information.

All Kavi products make a distinction between the general public, organization members, and staff or administrators. Some allow for much more extensive divisions of responsibility. The duties described below are only those most common to all Kavi products and organizations, not all those possible or in use by this organization.

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Common User Functions Described

Review the list below to learn more about the different ways people are expected to contribute to the organization. If you find yourself in one of these positions, you will learn something about what you are expected to do. Each of the roles below may be held by different people. It's also possible for just a few people to fill all these functions for the organization, especially if the organization is small or very new.

Common Divisions of Responsibility

Regular Users

A regular user with access to the members-only area of the web site can participate in groups, subscribe to mailing lists, and update personal information.

Responsibilities

  • Keep personal contact information up-to-date

Company Administrators and Primary Contacts

Company administrators are in charge of keeping their company's information up-to-date and monitoring the participation of other company representatives.

Responsibilities may include:

  • Keep company contact information up-to-date

  • Verify that the list of company representatives for their company is kept current, alerting administrators to anyone who is no longer with the company

  • Facilitate payment of their company's bills

  • Update their company's profile and product information showcased on the web site

  • Approve participation of company representatives in working groups

Organization Editors

Organization editors update content on the web site and distribute editing privileges amongst other site editors.

Responsibilities may include:

  • Editing web site content

  • Adding new pages, files, and images to the web site

  • Assigning editors to edit particular sections of the web site, such as specific editors for the press or events areas

Group Chairs

The responsibilities of a group chair vary for each organization, but typically include duties that facilitate the efforts of the group.

Responsibilities may include:

  • Posting notes to group members and keeping the group's description and charter updated

  • Keeping the group roster up-to-date, moderating applications to join the group and updating members' group role

  • Publishing and sharing finished work to the rest of the organization or the public

  • Moderating email sent to the group from non-participants

Organization Administrators

Administrators have access to the web site databases and are responsible for managing the day-to-day operations of the organization.

Responsibilities include (to name only a few):

  • Processing membership updates

  • Adding and modifying groups as needed

  • Responding to user inquiries about the organization and supporting users' work on the web site

  • Providing reports to the board about membership data, web site activity, and work in progress

  • Ensuring that materials published on the web site and email sent to members meets the organization's standards

Moderators

Moderators check information flowing through the web site for quality and appropriateness. Several organization processes include a step during which a human moderator must review and approve content before it is distributed, including membership signup, group participation, and email discussions. Each organization may have many different moderators, each responsibly for monitoring a specific set of information.

Responsibilities include:

  • Moderating email sent to a protected mailing list

  • Approving new and updated profiles and catalog items

  • Approving new organization membership applications

  • Moderating applications to join exclusive working groups or committees

Super Administrators

Super Administrators configure the software on the web site to match the business practices of the organization.

Responsibilities include:

  • Setting up an organization's membership structure and signup process

  • Scheduling automated email notifications

  • Setting the payment methods and credit cards accepted for bill payment

  • Creating new registrations

  • Crafting the category structure for profiles and catalog items

Kavi Support

Kavi support staff install and maintain the web site software, updating software as new features become available. Kavi support staff are experts at configuring and using the software to accomplish a myriad of tasks.

Responsibilities include:

  • Consulting on best-practices for delivering web site content and using online software

  • Responding to questions and problems encountered by administrators

  • Maintaining the web site's technical integrity and keeping all software up-to-date

  • Monitoring and reporting on system performance

  • Helping organizations integrate new procedural changes effectively and efficiently

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