TOPIC:

In setting up agenda templates, I have assigned 7 minutes for a speech. When a member requests to do a speech from an advanced manual, that say takes 14 minutes, how do I readjust the speech times in the agenda, WITHOUT going back to the template (I don't want to change the template because this is a one-off request)

My second request is a role like the Chairman's role reappears throughout the meeting - I have to enter the participant's name for each time the role appears. It would be nice if once I define who the chairman is at the top, all roles of the chairman throughout the meeting is automatically filled. The same would apply to the grammarian's role - the grammarian introduces the word of the day at the start of the meeting and does a report towards the end of the meeting. I can do this in EXCEL by conditional formatting so I only enter the name of the person doing the role only ONCE.

Adrian Watts, DTM
District 70,
Region 12

Adrian,

The answers to your questions can be found in our documentation on agendas at this link: support.toastmastersclubs.org/doc/item/agenda-index

adrianwatts wrote:

In setting up agenda templates, I have assigned 7 minutes for a speech. When a member requests to do a speech from an advanced manual, that say takes 14 minutes, how do I readjust the speech times in the agenda, WITHOUT going back to the template (I don't want to change the template because this is a one-off request)

My second request is a role like the Chairman's role reappears throughout the meeting - I have to enter the participant's name for each time the role appears. It would be nice if once I define who the chairman is at the top, all roles of the chairman throughout the meeting is automatically filled. The same would apply to the grammarian's role - the grammarian introduces the word of the day at the start of the meeting and does a report towards the end of the meeting. I can do this in EXCEL by conditional formatting so I only enter the name of the person doing the role only ONCE.

Adrian Watts, DTM
District 70,
Region 12

When you create it, put astericks in front and in back of the repeating word, so that it catches it... Read up on it on this site at: Agenda

Hi Linda,
I know how to create and add templates - I went to Agenda and the information is not there. I DON"T WANT TO CHANGE THE Template. I have allocated 7 minutes for each speech in the TEMPLATE - A member wanting to do a speech from an Advanced Manual requires 14 minutes - it is a once off request. How do I change the speech duration IN the agenda WITHOUT modifying the template.

Adrian Watts, DTM
8502.toastmastersclub.org

Adrian,

If you are the admin, VP-Ed of Toastmaster of the Meeting, for the agenda you want to edit, click the + icon at the top. That will open the editor where you can make the changes, according to the document link we sent.

Yes Roger I am the VP-Ed and admin of the site
Ok, I get it. I change the timing in the template so that it applies to the meeting and then I change it back again once the meeting is over. That way, the structure of the template remains unchanged. And I then go to the meeting agenda and delete one of the speaking roles, without affecting the template, to cater for the additional time needed by the speaker doing the Advanced Manual Speech.

Thank you so much

Adrian Watts, DTM
8502.toastmastersclubs.org

Ok, I am jumping in here...

First, the templates are just named agendas without dates. Nothing else is different. They are just used to create a common starting place for dated agendas.

When you create a dated agenda from a named template, a ***copy*** of the template is created, the name is cleared and a date is assigned.

Because it is a copy, there is ***no linkage*** between dated agendas and the named templates used to create them.

Once the dated agenda is created from a template, you can change the dated agenda all you want, including modifying speech times, even before the meeting. None of this affects the template, since the dated agenda is a separate, independent entity.

Get it?

Adrian,

Do not change the template, just the agenda for that meeting.

Yes I get it. Steve. Thanks for jumping in.
Now that makes my management role of the site so much easier.

Thank you