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TOPIC:

Agenda e-mail replies not going to Toastmaster 10 years 8 months ago #38921

bridget.lavelle@gmail.com
Topic Author
Offline
New Member
Posts: 5
Thank you received: 0

I was serving as our club's Toastmaster this week, and e-mailed the agenda to my club member to ask for role confirmations. I received zero confirmations in my e-mail, even though:

(1) I am listed as the Toastmaster on the coming week's agenda
(2) my e-mail on the club website is correct
(3) fellow members told me some confirmations had been sent
(4) there were no e-mails in my spam box
(5) in the administrator console, the e-mail setting for "Recipient of replies to agenda notifications" is "VPed and Toastmaster."

Do you have any thoughts about what might be going on here?

Thank you,
Bridget

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Agenda e-mail replies not going to Toastmaster 10 years 8 months ago #38922

RogerM Visitor	Bridget, Please provide your club number so that we can assist you better.
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Agenda e-mail replies not going to Toastmaster 10 years 8 months ago #38923

bridget.lavelle@gmail.com Topic Author Offline New Member Posts: 5 Thank you received: 0	My apologies - I'm from club 422 in Olympia, WA.
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Agenda e-mail replies not going to Toastmaster 10 years 8 months ago #38924

RogerM Visitor	Bridget, Brian or Steve may have to check the email logs to see what is happening.
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Agenda e-mail replies not going to Toastmaster 10 years 8 months ago #38925

bridget.lavelle@gmail.com Topic Author Offline New Member Posts: 5 Thank you received: 0	Okay, thank you.
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Agenda e-mail replies not going to Toastmaster 10 years 8 months ago #38926

SteveTheTechie
Offline
Administrator
Posts: 11526
Thank you received: 3795

Well, actually, I see quite a bit of email activity for agendas you sent out. However, there is an issue that your club needs to address in the agendas... Please take a look at the following email log entries as an example, then continue reading below for my explanation of what is going on.

Line 320212: SUCCESS (Form Email)	 Sat Aug 23 15:34:00 UTC 2014	 Club:«422»	 From:«"Bridget Lavelle" <agenda-422@toastmastersclubs.org>»	 To:«s.fischxxx@comcccc.net»	 CC:«»	 Subject:«[422-368462] Capitol Club #422, Olympia, WA Meeting Agenda for August 26, 2014»
	Line 324040: SUCCESS (User Email)	 Sat Aug 23 18:48:19 UTC 2014	 Club:«422»	 From:«s.fischxxx@comcccc.net (Stephen Fischnaller)»	 To:«agenda-422@toastmastersclubs.org>margik.....@yahoo.com»	 CC:«»	 Subject:«Re: [422-368462] Capitol Club #422, Olympia, WA Meeting Agenda for August 26, 2014»	 
	Line 324041: SUCCESS (User Email)	 Sat Aug 23 18:48:19 UTC 2014	 Club:«422»	 From:«s.fischxxx@comcccc.net (Stephen Fischnaller)»	 To:«agenda-422@toastmastersclubs.org>samfm.....@yahoo.com»	 CC:«»	 Subject:«Re: [422-368462] Capitol Club #422, Olympia, WA Meeting Agenda for August 26, 2014»

(email addresses above altered for privacy)

The issue is that your club uses both the term Chairperson and Toastmaster in your agendas. Some clubs use Chair... (something starting with "Chair") instead of Toastmaster for the "emcee role" at the meeting, therefore the code looks for both and presumes the first one it finds is what it treats as the Toastmaster role. The only exception to this is if the Toastmaster role begins with an asterisk (keyworded). This is *not* a bug--this simply is an attempt in the code to appropriately deal with the diversity of names that clubs use for meeting roles.

If you look in the log entries above, the system is sending the replies to the VPED and the person marked as the Chairperson in the agenda. The system is basically equating the Chairperson role as being the first occurrence and the same as Toastmaster.

If you alter your agendas so that the Toastmaster roles are instead entered as *Toastmaster*, the system should find those first, and email to the VPED and Toastmaster as intended. (The asterisks do not print.)

Last edit: by SteveTheTechie.

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Agenda e-mail replies not going to Toastmaster 10 years 8 months ago #38945

bridget.lavelle@gmail.com Topic Author Offline New Member Posts: 5 Thank you received: 0	Thank you for helping us solve this problem! We will implement the fix as you suggested.
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