Set up ranks and their order

Every department has its own rank ladder, from the highest rank at the top to the lowest at the bottom. The order matters: promotions move people one rank up the ladder, and staff whose access is limited to a department can only manage people and ranks below their own.

Each rank can also have its own callsigns, requirements someone has to meet before they're promoted into it, permissions everyone at that rank gets, and settings for the public roster.

Before you start#

You need a role or rank with the Edit departments, ranks, divisions and certifications permission. Owners and administrators have it already.

If your permission is limited to one department, you can add ranks there, but you can only edit, move or delete ranks below your own rank. Only people with the permission for the whole community can change a rank's permissions.

Add a rank#

1. Click Departments & ranks in the left sidebar and open the department.
2. In the Ranks box, type the rank's Name, like Probationary Officer. Up to 60 characters.
3. Optional: type an Abbreviation, like PO. Up to 16 characters.
4. Click Add rank.

You'll see Added followed by the rank name. New ranks start at the bottom of the ladder.

Put ranks in order#

The Ranks box lists the highest rank first.

1. Click the up arrow next to a rank to move it one place higher.
2. Click the down arrow to move it one place lower.

The change saves straight away.

Edit a rank#

1. In the Ranks box, click Edit next to the rank.
2. Change the settings you need. They're explained below.
3. Click Save changes.

You'll see Saved followed by the rank name.

Name#

The Abbreviation fills {rank_short} in Discord nicknames, and shows on chips next to people's names.

Callsigns#

Give the rank its own callsigns, like 1-S-{n} numbered 1 to 20 for sergeants.

Callsigns only change on promotion if Callsigns follow rank is turned on in the department's settings.

Promotion requirements#

What someone needs before they can be promoted into this rank. Leave a box blank to skip it.

Days on approved leave lower the hours needed by the same share. If someone doesn't meet the requirements, changing their rank is blocked with a message starting Not ready for and the rank name, which lists what's missing. Someone with community-wide roster access can still promote them by ticking Promote anyway if requirements aren't met (give a reason) and typing a reason. To see who meets them, see See who's ready for promotion.

Permissions#

Tick the permissions everyone at this rank gets inside the department. Only permissions that can be limited to a department are listed. To start from another rank's permissions, pick it under Copy from another rank and click Replace with these or Add these. Nothing changes until you save.

Rank permissions apply while the member's status is Active, In training or Leave of absence. See Limit a permission to one department.

Choose how a rank shows on the public roster#

At the bottom of the rank's edit page, under Public roster:

1. Optional: type a Section, like Command Staff. Ranks next to each other with the same section are grouped under it.
2. Optional: pick an Insignia, like Three chevrons or Two stars.
3. Under Positions, type how many people this rank can hold, like 1 for a Chief. Leave it blank for no limit. If the rank has a callsign format with a To number, the positions are set by the callsign range instead.
4. Under Open positions, pick what visitors can do with an empty position: Nothing, just show them as open, Apply, using the department's application form, or Letter of interest, for people already in the department.
5. Click Save roster settings.

Apply only shows while the department has an open application form. Letters of interest go to anyone with the Review letters of interest permission.

Delete a rank#

1. Click Edit next to the rank.
2. Scroll to Delete rank at the bottom.
3. If anyone holds the rank, tick the box to remove it from them.
4. Click Delete rank and confirm.

People who held the rank stay in the department with no rank until someone gives them a new one. Discord roles linked to the rank are taken away.

Something not working?#

I can't see Edit or the arrows next to a rank. Your permission is limited to this department and the rank is at or above your own. Ask someone with community-wide access.

The permission boxes are greyed out. It says Only people who manage every department can change rank permissions. Your Edit departments, ranks, divisions and certifications permission is limited to a department. Ask your community owner.

It says "Include {n} where the number goes, like 1-S-{n}." The callsign format needs {n} in it. Leave Format blank to use the department's format instead.

It says "The last number must be at least the first." To is lower than From. Swap them or change one.

It says members "hold" the rank when I try to delete it. Tick the box to remove the rank from them, then click Delete rank again.