TOPIC:

I have built out the meeting role change notifications functionality to allow allow for notifications to be sent if someone (e.g. VPE) assigns a role to another member in the dated agenda editor. I have planned this update for a while--finally getting around to implementing it. This functionality is enabled via a new setting--see below. The setting just extends the existing notification settings to also apply when roles changes (e.g. assignments) are made in the dated agenda editor.



This is different because someone other than the affected member initiated the change. Also, I realize that there are clubs that strictly assign roles to members vs members signing up for roles. This updated functionality will allow those clubs to also benefit from notifications so that their members are not blind sided by role assignments.

As far as the notification emails themselves, they are really the same template, just with the line tweaked that explains who made what change and who is the affected member. Additionally, I took this opportunity to tweak the subject line of the notification email to benefit people getting these on narrow screens such as phones. If your club uses subject prefixes, you will see a different format... if your club doesn't use subject prefixes for emails, it is the same subject format.

One note... I have this update implemented for role assignments, removals, confirmations. I do not yet have it implemented for attendance changes in the editor. I will get to that soon... I mainly wanted to get this out so that I could get people trying it and get some feedback before I move onto to other things.

Attendance changes made in the dated agenda editor have now been incorporated in these notifications.

Hi Steve,

Here is the first feedback I have had to the "Also Notify" change: "John, What the hell is this email? Are we taking attendance like in grade school?????????? I have tried to disable it; it's very much of a nuisance."

I should have paid more attention to your announcement of this new feature.

This change is going to be useful to some clubs but we are not "ready" for it. Our club tries to keep email to the bare minimum. (People complain about too much email, don't see it, etc.) So, I have unchecked the "Also Notify" box.

In case it helps, here is a look inside our meeting agenda operation:

To get people signed up for roles: we circulate a four-week look-ahead role signup sheet at every meeting. After each meeting, I populate the next four online agendas to match. To remind people of their roles: two days before a particular meeting the Toastmaster emails that meeting's agenda to all members - with a custom personal message encouraging attendance, etc. Most of our members are also on Messenger. We use Messenger to update each other and I make needed changes to the online agenda based on those exchanges. For last minute changes, I also use individual text and email messages.

Keep up the good work. You are an amazing asset to Toastmasters everywhere!

John Williams
VPE/Admin
Hi-Noon Toastmasters Club 3963

That is why this is an option... you can shut this off. I realize that not every club will want these notifications.

The other thing is that I could split the setting for notifications of role changes in the editor and another setting for attendance updates in the editor. Right now, it is just one setting.

Steve,
Thank you for the work you've put into the structure to make it ever more usable!
Question: When the box is checked for "Also notify members of changes made in the dated agenda editor,"
does the notification go to just those members whom I've signed up for those particular roles, or is the notification
broadcast to the entire membership?
Thanks!
Ralph

The notification settings for this are borrowed from the same ones used as if the member signed themselves up for a role with a couple of minor modifications.

Example, if the VPE assigns a member to a meeting role in the editor, then the member that was added will get a notification plus anyone that is in the notification list for a member taking a role. This is why the checkbox is in the same group of settings as the other notification settings. I am presuming the same people would be notified regardless of who put the person in the role (the member or someone else), although if the member did not do it, they should also get a notification.

Note that I am thinking about splitting out a separate checkbox for the attendance updates in the editor.

SteveTheTechie wrote:

Note that I am thinking about splitting out a separate checkbox for the attendance updates in the editor.

This is done. There is now a separate checkbox for notifications to members of changes made to the attendance record in the dated agenda editor.