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All Members to Create New Agenda 7 years 1 month ago #61338

  • vkreimer
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I tried searching for this feature and could not find any threads.

I want all members of my club, 3049, to be able to create new agendas from saved templates. When logged in as a member, I do not have access to click the "Create New" button next to the "Meeting Agenda".

In the site administration, under "Access Settings", I see that is says "Select Officer(s) to Create/Edit New Agendas". How do I enable all members to be able to create and edit new agendas from a saved template?

Right now, each Toastmaster creates agendas differently and manually typing in names, since they can't access the one on the website to click member's name from the drop down. I believe the process of creating agendas would be more efficient if all members could create new agendas.

Thank you!
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All Members to Create New Agenda 7 years 1 month ago #61342

  • Brian
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That is not possible. Please read the documentation on this website.

support.toastmastersclubs.org/doc/item/agenda-index

Thank you,

Brian McDonald DTM, PDD D61
FTH Lead Technical Support
member Cataraqui Valley Toastmaster 9560
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All Members to Create New Agenda 7 years 2 weeks ago #61705

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Hi Brian, I clicked on your URL below. It was helpful, but I do not have access to click the "Save this meeting agenda as an Agenda Template" I am logged in as site admin. Under select officers allowed to access agenda settings and templates, I do not see Site Admin as an option, but I figured the site admin would have access to do all of that.

How can I create a meeting agenda template so all of our members can go in and select the people who are filling the roles?
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All Members to Create New Agenda 7 years 2 weeks ago #61706

  • Jane Atkinson
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Site admin is the "super-user" and has access to all website functions by default.

I'm not sure why you'd not be able to access the "Save agenda as template" button. Are you able to see it but it doesn't work? Or are you unable to access it at all?

I can suggest two things to try straight away which may help.
  • Scroll to the very bottom of any website page and click on the "Click here to reload website from server." link. That makes sure that there's no old code hanging around in your browser cache.
  • Check your cookie settings to ensure that your browser can accept cookies. Some browsers can be problematic even with cookies apparently set correctly, so you could try a different browser and see if that helps.
VPE Ernst&Young Achieving Potential, club 1137486 (Auckland, NZ)
FreeToastHost Field Officer, District 112 (Northern New Zealand)

Spare yourself anxiety and Backup your site regularly.

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All Members to Create New Agenda 7 years 2 weeks ago #61707

  • vkreimer
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Hi Jane. Thanks for replying. I cannot see it. I tried both of your suggestions and in two different browsers (cookies are enabled), internet explorer and chrome.

Do you have any other suggestions?
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All Members to Create New Agenda 7 years 2 weeks ago #61708

  • Jane Atkinson
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When you edit the agenda in question, are you clicking on the "Agenda Setup" tab?
VPE Ernst&Young Achieving Potential, club 1137486 (Auckland, NZ)
FreeToastHost Field Officer, District 112 (Northern New Zealand)

Spare yourself anxiety and Backup your site regularly.

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All Members to Create New Agenda 7 years 2 weeks ago #61709

  • vkreimer
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Yes. Please see attachment. I am not sure what I am doing wrong.
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All Members to Create New Agenda 7 years 2 weeks ago #61710

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You are in the "Create new agenda" dialogue.

To save an existing agenda, go to the agenda in question, and click on the "edit" button (a pencil). Then select the "Agenda Setup" tag. You'll find the button there to save that agenda as a template.
VPE Ernst&Young Achieving Potential, club 1137486 (Auckland, NZ)
FreeToastHost Field Officer, District 112 (Northern New Zealand)

Spare yourself anxiety and Backup your site regularly.

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All Members to Create New Agenda 7 years 2 weeks ago #61712

  • vkreimer
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Jane. Thanks. I went into Meeting Agendas and saved it as a template. I logged out of admin and logged into my member. I clicked Meeting Agendas and I do not see where I can edit that template to put in roles for next week. How do I do this?
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All Members to Create New Agenda 7 years 2 weeks ago #61713

  • Jane Atkinson
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I've just had a look at your site settings. The president, VP Ed and VPM have access to the agendas and I don't see your name defined as any of those roles. This would explain why you're not able to access features when you're logged in as a member.

You can continue to use these functions while logged in as an admin. To access the templates, you need to launch the admin console and choose "Meeting Agenda Settings" from the pull-down menu near the top.
VPE Ernst&Young Achieving Potential, club 1137486 (Auckland, NZ)
FreeToastHost Field Officer, District 112 (Northern New Zealand)

Spare yourself anxiety and Backup your site regularly.

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All Members to Create New Agenda 7 years 2 weeks ago #61715

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I don't want to be redundant but my ask is for members to be able to go into a template that I have created and be able to click the drop down menu to choose members for the roles. The toastmaster is responsible for creating agendas and right now they are not able to easily create them, resulting in different agendas every week.

My thought was that I would create a template, the member can click the template in "Meeting Agendas", update the date and click the drop down for who is filling that role and print out for our meetings.

Is that possible?
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All Members to Create New Agenda 7 years 2 weeks ago #61716

  • Jane Atkinson
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You can do something which, if not exactly the same, should achieve the same end result.

Create a template that you will use for most meetings. This can be from scratch, or you can save an existing agenda as a template and modify it as needed.

Then create dated agendas from the template for each meeting. I usually work about 5 or 6 weeks ahead (for clubs with weekly meetings). The Toastmaster can either be assigned by you or the VP Ed, or the person can sign themselves up to the role. Then the Toastmaster should be able to edit that agenda.

Two things to watch for: That the roles are defined as sign-up roles, if that's what your club wants (not all do), and that the Toastmaster (or whatever you decide to call that role) is designated as able to edit the agenda. This can be defined in the template.
VPE Ernst&Young Achieving Potential, club 1137486 (Auckland, NZ)
FreeToastHost Field Officer, District 112 (Northern New Zealand)

Spare yourself anxiety and Backup your site regularly.

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All Members to Create New Agenda 7 years 2 weeks ago #61717

  • vkreimer
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Thanks Jane. I will try that approach. I appreciate the help today.
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All Members to Create New Agenda 7 years 2 weeks ago #61750

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I also think this would be a great improvement to the website.

I was hoping that in the Access Settings, there would be an option to select All members (see attachment 1), however the only options I can see are to select the current officers with a maximum of 3 only which limits it a fair bit when you have a large club.

As an alternative, I have just created 20 new positions at the end of our agenda template, with 00 mins allocated (see attachment 2).
I checked the box so that "The person assigned to this role can edit this meeting agenda NEW!" and I am hoping this will allow all of our members to edit the agendas. I have disabled the function to show these on the printed agenda so it does not look messy but as you can imagine, it still looks a bit messy on the actual website.

If there was a section added to the access settings that allowed all members the ability to edit agendas, then this would be a lot easier.
Based on the number of views for this post, it looks like many other clubs would gain the same benefit too.

Club #2802
Jonathon Rossiter
Club President
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All Members to Create New Agenda 7 years 2 weeks ago #61753

  • Pam
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I suspect that there would be chaos in many clubs if everyone was allowed to edit every agenda. You'd probably have 20 different versions of the agenda printed out and taken to meetings, and no-one would be able to follow them.

The standard is for the President and VPE to be given access to create the agendas. If you need a third officer to have access, I think it would make sense to give it to the Secretary, who could update the agenda after the event if there were any unexpected apologies / changes.

The site admin can edit at any time.

Speakers can add their speech details (project / title / introduction), without having agenda edit access.

If the Toastmaster role is set with edit permission, the Toastmaster of the meeting will be able to control that agenda. Some clubs seem to announce their Word of the Week prior to the meeting - they could give edit permission to the Wordmaster.

If you want to give access to all members, even those without roles, you can do so the way you have described, but I would caution against that.

At my club we request that no one drops/changes roles less than two days before the meeting, they let the VPE or Toastmaster know. No-one prints the agenda until after that cut-off time. That way all members have the same printed version of the agenda. Any late changes are announced by the Toastmaster.
Pam Holley, DTM
FreeToastHost Ambassador
Redlands Toastmasters Club, Secretary 2023-2024 redlands.toastmastersclubs.org/
HOT, President 2023-2024 hot.toastmastersclubs.org
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All Members to Create New Agenda 7 years 2 weeks ago #61756

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Jonathon,

I agree with Pam. What I ended up doing (with Jane's advice) was only giving the Toastmaster role the ability to edit the agenda. So, whoever is the designated Toastmaster can sign themselves up and then be able to edit the agenda. Other members can sign themselves up for roles, but can't edit the agenda.
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