TOPIC:

As Toastmaster, I need to create a meeting agenda but am unable to do so. We have the club web site from FTH2. When I log into our club site and click on agendas, there are 4 buttons/icons to choose from. I have been advised ,a 5th icon is needed , to edit an existing agenda. For example, I could pull up our agenda from a previous meeting and edit it to show a new date and new peoples' names. However, I still would not be able to create a brand new agenda. I would think, a template would be available on the club web site to create a new agenda, but there is not one. My question is, how do I, or any member who volunteers to be toastmaster, create a meeting agenda on the club web site.

Bill - Club 03040320

As designed, Toastmaster has agenda edit rights, but not agenda creation rights. VPED and admin have agenda creation rights.

If you think it should be different, then please post an Improvement Suggestion.

In the meantime, you can either have your VPED or admin create the agenda for you to edit (could be from a template) or you can ask for the admin password to allow you to log in as admin and create the agenda.

I see, in your answer to my question, the Toastmaster has agenda edit rights.

My next question is, how do I edit? When I log into our club web site, under Agenda on the menu, I only have 4 buttons/icons.
What is missing is the button/icon with a pen slanted in it. This icon is the one needed to do editing.

Bill - Club 03040320

Bill,

What is the date of the agenda you are attempting to edit?

William wrote:

What is missing is the button/icon with a pen slanted in it. This icon is the one needed to do editing.

Bill - Club 03040320

Well the system has to be able to recognize you as being the Toastmaster. It looks for the word Toastmaster in the role name and your name as the person filling that role. If the role name is TMOD (Toastmaster of the Day) or something it does not recognize, it will not make the connection and no button will show. This is a limitation of the current system implementation that I hope to eventually fix. (I did not implement it.)

July 30, 2014

Bill,

You were not the Toastmaster of that meeting. Let me set up a meeting for today, so you can sign up to see the icon.

I guess what I am not understanding is, how does the system know I have signed up to be the Toastmaster for a future meeting? This was done verbally.

We are a fairly new club and I volunteered to be a future Toastmaster. I was asked to do the agenda on the Club web site and send it out to the members. I now realize I cannot create a new agenda as I am not the VPED or the ADMIN. However, as Toastmaster, I should be able to edit an existing agenda. It was suggested by one of the Club members, I access a past agenda and just edit that, putting in a new date and peoples' names. I thought this would be easy enough, however when I sign in to the Club web site, I do not have the pencil icon and thus cannot do any editing, even of a previous agenda.

How do I proceed from here?

Bill - Club 03040320

Bill,

There are two people that can create agendas, VPE and admin. Once created, members can sign up. If you are the TM for that meeting, you can edit that agenda.

If you do not have admin rights, you will need to have your admin or VPE add more so that your club can take advantage of signing up for future roles.

To add to what RogerM is pointing out, there are typically two ways that you would be recognized as the Toastmaster... Either you click on the sign up button in the agenda view screen or someone with edit rights would assign you to the role via the agenda edit dialog.

For you, pull up an agenda, and look for a button along the right side that corresponds to the Toastmaster role. Refresh the screen (click your browsers refresh button/icon), then you should find that the edit button shows up.

Since you say you are a fairly new club, I would suggest that you review our docs available on this support site.

Generally, how the work flow goes for agendas is something along the lines of (although different for different clubs):

1. VPED or Admin uses admin password to log in admin console and create/update a few basic agenda templates for reuse as a starting place for agendas. The templates can have some roles prefilled, such as the presiding officer or SAA. Should only need to do this once in a while, *not* for every meeting.

2. VPED or Admin creates one or more agendas corresponding to upcoming meeting dates. Some clubs create only the next one, some create a few, and some will create a whole years worth of agendas in advance.

3. If your club is doing role rotations or scheduling/assigning roles to people, then the TM (if assigned), VPED, or Admin would use the Edit Agenda dialog to assign any of those in advance of the meeting.

4. For the remainder of the meeting roles, usually one or more approaches (or a combination) is used. 1) People can go online after logging in as a member to sign up on the appropriate agenda (via the sign up buttons). 2) If your club uses the printed Meeting Sign Up sheet to get people signed up in advance of a meeting (sign up at a prior meeting), then someone will have to take that paper information and enter it in the agendas via the Edit Agenda dialog. 3) If you don't get everyone signed up by the meeting, you will have some blanks on the printed agenda... those can be written in at the meeting.

5. About a week before the meeting, it is a good idea to email out the upcoming meeting's agenda using the email agenda button. This serves as a reminder to members about open roles and also prompts members that have a schedule conflict to speak up and get the conflict resolved.

6. Shortly before the meeting, either the VPED or the TM would print the meeting agenda and a meeting sign up sheet (if you are using those). Again, some clubs only do online role sign up. Keep in mind that there is currently no "lock out period" before the meeting, so currently someone could still go on line and take (or drop) a role after the agenda is printed. I usually wait till the last minute to print for this reason.

That is the basics... Wash. Rinse. Repeat. Different clubs do it differently, though. Your mileage will vary.