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Help Categories: Overview - Member Management - Meeting Management - Guest Access

Meeting Management:

• Adding a New Meeting
• List of Meetings
• Viewing Meeting Schedule
• Viewing Meeting Information
• Modifying Meeting Information
• Deleting a Meeting
• Sending Email About a Meeting

Only a club administrator can schedule a new meeting. Typically this would be done by the VP Education of your club. Adding a meeting is a two step process. In the first step the club administrator chooses the meeting date and time. In the second step the club administrator can:
• specify meeting title (theme) and notes (e.g. meeting minutes)
• assign meeting roles and awards to members who are active when the meeting is scheduled
• assign anyone other than an active member to a role or an award by specifying the name
• specify notes for the various roles and awards
• fill in titles of any custom roles or awards (e.g. Jokemaster, Most Improved Speaker)

It is important to fill in the titles (e.g. Jokemaster) of custom roles and awards. Only those custom roles that have a title can be used by other members of the club.

This page shows all the meetings that have been scheduled for the club. The meeting date and time and the meeting title are shown on this list. The list is sorted by date and time. Next to each meeting on the list there are options for users to view, modify, email and delete the meeting. The delete option is shown only to club administrators.

This page shows the meeting details for six meetings, two of those meetings can be in the past (if there are any meetings in the past) and the rest in the future. Shown are the meeting date and time, meeting title and role assignments for each of the six meetings. For each meeting there are options for users to view, modify, email and delete the meeting. The delete option is shown only to club administrators.

This page shows all the details (date and time, meeting title, notes, roles and awards) for the selected meeting. This page can be opened from the page that shows the list of meetings or the page that shows the meeting schedule.

This page allows you to modify information about the selected meeting. According to your access level (administrator, meeting manager or active member) you will be allowed to modify certain fields for the meeting. Meeting managers (Toastmaster and General Evaluator) and club administrators can modify any fields except the date and time the meeting is scheduled. Other active members of your club can only modify roles (not awards) that meet one of the following criteria:
• Standard roles that have not been assigned to anyone
• Custom roles that have titles (e.g. Jokemaster) but have not been assigned to anyone
• Standard or custom roles that have been assigned to that member

Only club administrators are allowed to delete a meeting. A confirmation dialog box is shown before the meeting is deleted. Once deleted the meeting information cannot be recovered.

This feature allows any member of your club to send an email about the meeting. When this link is chosen the user is shown a form where the meeting information is already filled in for the email text and subject. The user can modify the email text and the subject before sending the email. The user has a choice of sending the email to the meeting manager or to all participants of the meeting (members with roles or awards) or to all active members of the club. The email is only sent to members who are currently active. This feature can be used to announce the meeting agenda before the meeting and to distribute the meeting minutes after the meeting has taken place. A copy of the email is also sent to the member who sent the email.