- Details
- Category: Documentation
-
By Jane Atkinson
Accessing meeting reports
To access reports, click on the Report icon (circled).
Use the pull-down menu to select the type of report you wish to run.
Select the date range. The default is the current Toastmasters year. If you are the admin or an officer with agenda access, select the name (or "all").
The View Report Basis popup shows you a summary of what will be included in the report. You can make adjustments to the start date if necessary before running the report. You may also request that your VPE reconcile agendas where possible.
"Reconciling" means that the online meeting agenda has been updated by the VPE, Toastmaster, or other person designated by your club after the meeting to reflect who actually performed each meeting role and that the online agenda was marked as reconciled. Reconciling agendas is important to ensure that role reports are accurate.
Clicking on the run/download button (see previous image) will create a file for downloading if it's a spreadsheet report, or it will create a new page in your browser which you can then print.
Who can access reports?
Admin and officers with agenda access rights can access everyone's role reports.
Individual members can access their own information and no one else's.
Printing signup sheets
This allows you to print a page with roles down the left-hand side and future meeting dates across the top.
To access it, click on the clipboard icon in the agenda button bar.
It will open a new page in your browser with the printing dialogue box open.
The next five meetings are shown.
Members who have already signed up will have their names included on the sheet.
You can choose whether or not to include the "Not Attending" row by checking or unchecking the box.
The "Check/Un-check ALL" box allows you to include all upcoming meetings in the signup sheet.
In addition to the web page (html) version, you can also use Excel for your signup sheets.
There are two versions of the Excel sheet. One uses a list down the left-hand side of the page; the other uses a grid.
- Details
- Category: Documentation
-
There are three basic categories or levels of access to the agenda system, outlined below. (This is in addition to what an ordinary member can do.)
Processing an existing agenda
includes adding and deleting roles if necessary
View and print speech introduction notes
Traditionally, the Toastmaster or Chair of the meeting can do this, but any other role can be designated as able to edit the agenda.
Creating / deleting agendas
This can be from a template or an existing agenda
only recommended in special circumstances, such as testing
The default for this level is VP Education, but any other officer(s) – up to three – can be designated.
Handling templates, and managing overall settings
Configure agenda overall settings
This can be the VP Ed but it doesn't have to be. This and the previous level can be managed by different officers. Up to three can be assigned.
The website admin is the "super-user" and can always access everything.
A note about agendas vs. templates
Think of an agenda as a photocopy of a template. After the copy has been made, changes in the original (the template) don't affect the copy. Neither do changes in the copy (the agenda) affect the original.
To help you to be aware of which you are editing, the following may be useful:
-
Agendas can only be edited from the site agenda area.
-
Templates are edited from the admin panel only.
- Details
- Category: Documentation
-
Please note
There is NO link from your FreeToastHost site to membership information in the Toastmasters International database. You need to enter and update the information yourself.
However, you can download the information from Club Central and use it to add new members in bulk.
See http://support.toastmastersclubs.org/doc/item/importing-membership-list-from-toastmasters-international for details.
Index to membership management panel
• To access the membership area, select it from the pull-down menu in the admin console.
The Membership management panel contains a lot of different options. Not all of them are needed straight away. We suggest focusing first on the basic items and coming back to the others as you need them.
Basic items are marked with a ★
Main membership panel
This includes:
Send basic email
Add login message
Make name tags
Membership reports
Upload photo
Export contact info
Move people from one list to another
Delete people
Undelete people
Non-member panels (guest, former member, etc)
Quick add (for adding new people in bulk) ★
Importing membership list from TI ★
useful if you're setting up a brand-new site
Members with shared (or no) email address
can also be used for setting up members
with visual, co-ordination or other issues
Membership management settings
for setting who gets new member notifications
How to make "Meet our Members" visible?
See activating-meet-our-members-page
Keep your membership list up to date
Remember that the information on your club site will not update automatically when people leave the club.
We recommend that, after each renewal round, you get the latest membership information from Club Central and match your club membership details to the official ones. Members who have left the club can be moved to the Former Members category.
Remember also to change the officer designations in July, and also in January if your club elects its officers semiannually.
In addition, it's a good idea to review the guest and prospect tabs, to remove people who are unlikely to return to the club.
More Articles …
Page 5 of 29