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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59919

  • SteveTheTechie
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I will be implementing a Meeting Attendance feature for FreeToastHost, and I thought I would give people a chance to weigh in on how the user interface and functionality is implemented.

Basic premises:
1. Meeting Attendance is associated with a meeting, not the meeting agenda.
2. People who have signed up for a meeting role should be automatically marked that they will attend. If they drop a role, that does not necessarily mean that they will not attend. (subtle but important distinction)
3. Responses to the the question "Will you be attending this meeting?" can be one of three values: Yes, No, or Uncertain/Unknown
4. Attendance at a meeting may be desired to be printed on the printed agenda. (maybe should be an option)
5. Attendance at a meeting should be focused on the individual member on the sign-up screen and agenda email.

Current User Interface Thinking (work in progress)
1. Sign-up screen: Show the question "Will you be attending this meeting?" w/ a drop-down for
___Uncertain/Unknown (default), Yes, or No
___Note: This will not show for the website admin... if no member log-in.
2. Agenda Email: Show the question "Will you be attending this meeting?" w/ links for YES and for NO at the top... Clicking a link sets the internal status of the person. The main downside w/ this is that the email itself will not be updated to reflect the choice... so there is a question of whether a confirmation email (uggh... yet another email) should be sent. If someone has previously responded prior to the email receipt, the email could indicate that.
3. Printed Agenda: Uncertain about this... Maybe could show lists of member names who responded yes or no at the bottom of the agenda above the meeting notes. Would this work OK?
4. Agenda editor (pencil button): There would be an additional tab where the attendance status of everyone could be seen and/or set.
5. Reports... not sure what to do about this. Should there be an attendance report somewhere or is the name listing at the bottom of the printed agenda sufficient?

So... let me know any thoughts or ideas you may have on this.
Regards,

Steve James, DTM
FreeToastHost System Developer
Officer Emeritus, Mindful Communicators (Club 1966, District 52) A President's Distinguished Club for each of the last 10 years.

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Last edit: by SteveTheTechie.
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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59920

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Attendance is more a function of the minutes as opposed to the agenda. The agenda, in a way feeds the minutes in that it documents what is expected to happen and then the secretary fills in what actually happens; i.e., last minute role switch, dropped, added speeches, etc.

If we could get a template for the minutes that could be stored in the file manager or online.

In addition to member attendance, would you be able to capture guest attendance and upload new guest as prospects. I guess the real question is will this behave like "MeetUp" or just be a way of recording planned and actual attendance.
Last edit: by justmeetc. Reason: used agenda instead of minutes in the 2nd sentence
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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59921

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Thank you for your thoughts on this.
Regards,

Steve James, DTM
FreeToastHost System Developer
Officer Emeritus, Mindful Communicators (Club 1966, District 52) A President's Distinguished Club for each of the last 10 years.

>>> Please put your club number in your forum profile. CLICK here to edit your profile.
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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59922

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This sounds great! I don't think planned attendance should be on the printed agenda (or at least provide the option to turn it on/off). It's a waste of ink and possibly paper if the list of these names pushes the agenda to another page (especially if you have a large club).

I like the idea of a separate downloadable attendance report.
Club #3590041
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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59923

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This sounds great! I don't think planned attendance should be on the printed agenda (or at least provide the option to turn it on/off). It's a waste of ink and possibly paper if the list of these names pushes the agenda to another page (especially if you have a large club).

I like the idea of a separate downloadable attendance report.


Thank you for your feedback.
Regards,

Steve James, DTM
FreeToastHost System Developer
Officer Emeritus, Mindful Communicators (Club 1966, District 52) A President's Distinguished Club for each of the last 10 years.

>>> Please put your club number in your forum profile. CLICK here to edit your profile.
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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59924

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I agree that planned attendance doesn't need to be on the agenda (should be optional), but a separate attendance report would be great. Actually, maybe you could add attendance to the role report.

As for confirmation e-mail when someone responds to the attendance question, I think it would be handy if a yes or no response (not a maybe) triggered an auto-email to a webmaster-customizable list of recipients, such as Toastmaster, VP of Education, and President. And probably the auto-trigger should be able to be turned off if a club doesn't want it.

And will the attendance question feature be optional?

Thanks for the continued work on FreeToastHost, it's great!
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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59925

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I'd love an attendance register similar to the forward planner (one meeting only), showing a list of members and their roles (could be more than one) for any particular meeting, including apologies. If that could be available in advance, the Toastmaster / Secretary / Business Chair could use it to read out the apologies at a meeting or business meeting, and the VPE &/or Toastmaster could use it to tick off attendance and reassign roles if there are any unexpected no-shows.

This would need to change after the meeting if there are any corrections, preferably automatically when the agenda correction are made.

If the names of Former Members remain on the historical register, it could possibly pass as an attendance register in case of any later insurance claims (?). That would save having to keep a paper record as well.

I'm not sure how guests could be added. My club keeps a guest book for them and adds them manually if they haven't already added themselves via the contact-us form.
Pam Holley, DTM
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Redlands Toastmasters Club, Secretary 2023-2024 redlands.toastmastersclubs.org/
HOT, President 2023-2024 hot.toastmastersclubs.org
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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59928

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Thanks everyone for the input!
Regards,

Steve James, DTM
FreeToastHost System Developer
Officer Emeritus, Mindful Communicators (Club 1966, District 52) A President's Distinguished Club for each of the last 10 years.

>>> Please put your club number in your forum profile. CLICK here to edit your profile.
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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59929

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Some screen snips from some non-functional mock-ups from my development website for your consideration and discussion:
Sign-up screen:

Agenda Edit Dialog:

Agenda Email:
Regards,

Steve James, DTM
FreeToastHost System Developer
Officer Emeritus, Mindful Communicators (Club 1966, District 52) A President's Distinguished Club for each of the last 10 years.

>>> Please put your club number in your forum profile. CLICK here to edit your profile.
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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59933

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I love this option... Can't wait until it is available... :0)
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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59935

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I like the proposed changes. I would like to see an attendance column/section added to the reports. This will make it easier in choosing the club of the year awards. I would like to have the ability to amend the attendance after the meeting to the actual attendance, the same as I do for the meeting agenda so that the role / speech reports are accurate.

Club 7341
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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59936

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I like the idea. I especially like the opportunity to indicate when the agenda is mailed out. You might also catch people that decide they are not coming and are signed up for a role. Perhaps an email prompting them to sign on and remove themselves from the role. People seem to forget that they can do that.

In our club, we also need to track who actually did attend for the purposes of ensuring that members are participating in our corporately sponsored club. So, the ability for one of the officers to log on and adjust to reflect reality would be nice.

Being able to print out an attendance sheet for a meeting would be nice. Make it easier for someone to figure out who actually attended.
Glenn Walker DTM
Pursuers Toastmasters Club (6901)
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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59937

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It occurred to me today that the checklist shown above for the Meeting Attendance Record will not work... It will only work well after the meeting once the attendance is finalized. Before the meeting, it must also indicate when someone has not yet reported if they will or will not attend a meeting ("Uncertain"). So I will have to come up with some other sort of list for that other than a checklist. I will probably just use drop-downs w/ 3 options.
Regards,

Steve James, DTM
FreeToastHost System Developer
Officer Emeritus, Mindful Communicators (Club 1966, District 52) A President's Distinguished Club for each of the last 10 years.

>>> Please put your club number in your forum profile. CLICK here to edit your profile.
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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59940

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I will probably just use drop-downs w/ 3 options.


With only 3 options, I'd prefer to see option buttons. They are more user friendly - easier to read/print and edit. Similar to Dues Management.
Pam Holley, DTM
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HOT, President 2023-2024 hot.toastmastersclubs.org
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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59942

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Something else that has occurred to me is that if a member has already responded that they will not be at a meeting, then they should not be allowed to be selected from the drop downs in the agenda editor form. Probably need to disable them in the drop downs.
Regards,

Steve James, DTM
FreeToastHost System Developer
Officer Emeritus, Mindful Communicators (Club 1966, District 52) A President's Distinguished Club for each of the last 10 years.

>>> Please put your club number in your forum profile. CLICK here to edit your profile.
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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59943

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I will probably just use drop-downs w/ 3 options.


With only 3 options, I'd prefer to see option buttons. They are more user friendly - easier to read/print and edit. Similar to Dues Management.


I don't necessarily agree that they are more user friendly... you have to click right on the button (small target).
In any case, I went with this approach anyway, since I can convert them into a toggle button group if need be. Note that I am also adding email links (the envelopes) below, as well. (To plead for members to attend... lol)

Regards,

Steve James, DTM
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Officer Emeritus, Mindful Communicators (Club 1966, District 52) A President's Distinguished Club for each of the last 10 years.

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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59944

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Maybe the following prompt should be moved for better space usage???

Regards,

Steve James, DTM
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Officer Emeritus, Mindful Communicators (Club 1966, District 52) A President's Distinguished Club for each of the last 10 years.

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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59945

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I actual prefer it under the control icons

Thank you,

Brian McDonald DTM, PDD D61
FTH Lead Technical Support
member Cataraqui Valley Toastmaster 9560
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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59946

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I really appreciate these enhancements. Very useful!

Yes, there should be an attendance report, me thinks.

Using this approach to track attendance would be ideal for both meeting planning and historical record-keeping - one source of truth for member info is helpful administratively (my club keeps a spreadsheet to track attendance, and we print a sign-in sheet for each meeting).

Not sure what value there might be in printing meeting attendance on the agenda, but as a separate doc, wold be useful - and if it could incorporate a section for guest sign-in, even better (e.g. multiple blank rows for name, email, phone, purpose of visit).

Everything else is great.

Wrt the RSVP on the agenda - not sure which location is better - as long as it's displayed in a way that draws attention.

Many thanks!
Garad Copstead
West Hollywood Toastmasters
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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59947

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Another little subtle but important detail that I am implementing for this... will not be able to pick people for roles who have already indicated that they will not be attending the respective meeting.

Regards,

Steve James, DTM
FreeToastHost System Developer
Officer Emeritus, Mindful Communicators (Club 1966, District 52) A President's Distinguished Club for each of the last 10 years.

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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59948

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Should there be a way for a regular member to log in and see who has indicated that they will be attending/not attending a meeting?

:? :blink: :unsure:
Regards,

Steve James, DTM
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Officer Emeritus, Mindful Communicators (Club 1966, District 52) A President's Distinguished Club for each of the last 10 years.

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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59949

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I have to get ready to "travel into the cold" now (Ohio) :lol:

I will come back to this later probably next week... please keep your comments coming... I will catch up later.
Regards,

Steve James, DTM
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Officer Emeritus, Mindful Communicators (Club 1966, District 52) A President's Distinguished Club for each of the last 10 years.

>>> Please put your club number in your forum profile. CLICK here to edit your profile.
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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59951

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Should there be a way for a regular member to log in and see who has indicated that they will be attending/not attending a meeting?

:? :blink: :unsure:


I think so - or if not why not? Would be handy for Table Topics Master to select "victims", would help if catering is needed, a ready list of apologies for TM or secretary.....
Pam Holley, DTM
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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59953

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I actually like it at the top... Great idea... That way, hopefully people will notice it right off the bat...
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Meeting Attendance Feature - Discuss user interface 7 years 3 months ago #59961

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We use a role called "I cannot attend this meeting #1 - #5. It has worked effectively for us since FTH2 rolled out. because it is a role, the VP-Ed and the TMOD already receive the notification, and it shows in the role history reports.
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