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The allotment floor

Matching delegates to portfolios, the two-minute hold, and why revoking is guarded.

/admin/allotment is where a delegate stops being an application and becomes a seat.

The allotment board showing committees, portfolio cards and unallotted delegates
Committees and their portfolios on one side, delegates waiting on the other with their three preferences.

What the board shows

Committees, each expanded into portfolio cards with their current state, and a list of delegates who have not yet been allotted. Each waiting delegate shows their first preference, their second, and their portfolio requests, so you can allot without opening anything.

Allotting

  1. Pick the delegate.

  2. Open the allot dialog. The portfolio is now held for two minutes so a colleague cannot allot it underneath you. They will see it marked as held by another admin.

  3. Check the delegate and the portfolio are the pair you meant. Read both names.

  4. Confirm.

The hold expires by itself if you walk away. You do not need to release it.

What one allotment actually does

It is not one write. In a single action the platform:

  • creates the allotment and flips the portfolio to Allotted;
  • works out the fee from the committee type and the delegate's DTU flag;
  • creates a payment through the configured provider;
  • moves the delegate to Payment sent;
  • emails the delegate, and their co-delegate if they have one;
  • mirrors the change to the Google Sheet if sync is configured.

Note

At a free event none of the payment steps happen. The delegate is Confirmed immediately. See operating modes.

Balance hints

The board shows hints about how full each committee is, so you can spread delegates rather than filling one committee and leaving another empty. They are advisory. You decide.

Revoking

Admin only, deliberately. Revoking changes the delegate, the allotment, the portfolio and the payment together, and an email has already gone out saying something that is about to stop being true.

If a delegate needs to move committees, ask an admin. Do not allot them a second portfolio.

Practical advice

  • Allot in batches by committee, not delegate by delegate down the list. It is faster and you keep the fill rate in view.
  • Do the double delegation committees first. Pairs are harder to place and leaving them to the end means placing them wherever is left.
  • Check the payment provider works before the first allotment, not after fifty. Every allotment sends a payment link.