When does a meeting become a "past meeting"?

I vote for using the meeting end time. Also a "shout-out" to the FreeToastHost team for all of their hard work with maintaining our websites! You all do a great job and we very much appreciate everything you do to make our lives easier!

Herman Koester, DTM
Secretary
St. Clair Toastmasters, Club 496

I agree with Pam. Basically, let us reconcile regardless of whether the meeting has ended. It's basically a notation and doesn't prevent future changes anyway (as that's a different time function).

Quick question: what does reconciling a meeting do? It sounds, from the discussion, that after reconciling, changes can still be made - so what is the point of reconciling?

As for when a meeting becomes a "past meeting," I think it should be the end time of the meeting. My club does not use the online agenda during meetings, but the VP-Ed updates attendance and roles after the meeting, usually within a two-hour window. I could go along with a midnight cutoff as well, so that the day's meeting remains the default until updated and reconciled.

I feel like I am just learning how to work Toast Host effectively. I am not looking to see any major changes to the agenda, though there are some ways that some minor tweaking could enhance the experience for the majority, if not all.

There are some things that would be awesome to add to web page design capability as well, however that is not this thread

We are very appreciative of all that you guys do. Hopefully it is not a thankless job as we are enormously grateful and appreciative of your sacrifice of time, talent, and effort on behalf of all of us.

1. it affects which agenda shows up by default when you go to the Meeting Agendas page (you are correct)
We like having access to all agendas as they are now (past current and future agendas)[/color]

2. it affects when the "Reconciled" checkbox becomes available (correct again)
The reconciled box makes sense to appear end of day after the meeting ends. Sometimes we are unable to get back online after filling roles at the meeting until the next day. So 11pm day after meeting makes better sense to me for this portion

3. it affects when the agenda becomes locked for changes by members excluding VPE/Admin
It should be locked to members for changes 2 hours before the meeting. This gives an Officer time to print the agenda before a meeting without surprise changes entered after the fact. However still available to admin and Officers to edit

4. it affects how role tallies are calculated, since those include a past / future role count
not sure how they are tallied now, however if tallies are calculated at 11pm day after meeting, that gives time for Officer to install any changes that happened at meeting and then you would have your consistency as well that serve the time frame of the majority, if not all edits

5. it affects whether or not role signup buttons are displayed.
Again, role signup should be available to members until 2 hours before the meeting. They should be available to Admin and Officers until 11pm the day after the meeting - again with that consistency

6. it affects whether or not role confirmation controls are displayed
The role confirmation displays are fine the way they are now. However, if you are looking for consistency - make it 11pm the day after the meeting as well. Members wouldn't have access to agenda changes then anyway and the Officer updating agenda can click any corrected or filled in agenda spots and click confirmed as well - thus updating attendance tallies properly

7. it affects which "past" roles are shown in role reports
Listing past roles in reports seems more thorough to me. However, if this impacts the previous addressed questions too hugely there may need to be an option to include or disclude past reports that is a Club option to choose when printing reports - that way the code is there for the choosing for each Club preference when printing reports.

8. it affects which "future" roles are shown in role signup sheets
The way this is currently set up is perfect. I like being able to set up roles and agendas in advance and alter them based on need for that particular meeting
9. it affects how role change notifications are done, since those are only done for future meetings (not "past")
not sure how role notifications are done now, however it makes sense to make notifications for future meetings in respect to that 11pm time the day after the current meeting (if that makes sense)

10. it affects how attendance is completed ... e.g whether the attendance drop down is shown on the signup screen and what the "master attendance" record looks like.
These should both match by 11pm the day after the meeting, with an option to revise..with a pop up that says that entries made before 11pm are final and any changes will affect attendance Master sheet and it affects attendance stats - if changing after the 11pm deadline day after meeting

11. it affects what meetings are shown in the agenda selection drop-down. (used for navigation)
I like this the way it is with a couple of exceptions - there should be two changes made to include Guest Speaker and ability to enter their name as a Guest Speaker on Agenda and ability to add visiting Toastmaster and their name. So on drop down menu it should have option to add to agenda something that says "Guest speaker - Jane Doe" or "visiting Toastmaster - John Doe" When looking back at past agendas and historical data we have no way of seeing who visited or who was a guest speaker and this is an imperative piece of tracking for our Club

If you get a chance to check out our Webpages that would be awesome 6556139.toastmastersclubs.org/

I am Secretary and website administrator for several clubs. All but one of my clubs are community clubs that meet on weeknights. I go straight to a club meeting most evenings after work. When I get home after the meeting, which is generally between 8:30 PM and 9:00 PM, I login to that club's website, update the floater message, update the home page if the club announces the "next meeting" on the home page, update that evening's meeting agenda to reflect actual speeches and roles, record actual attendances, record visitor and new member information, and informally record as a Meeting Note any club business that was conducted. I would like to be able to do all of this plus reconcile the agenda as soon as I get back home.

I find that when I do not do these updates immediately upon returning home after a meeting, I'm likely to be busy on subsequent nights with other club meetings and their updates (or other activities), and I get behind. Often I forget to go back and "reconcile" the attendance. What would work best for me is to be able to "reconcile" an agenda immediately after the meeting is scheduled to end.

Different people develop different routines for all these "update" tasks. Different clubs have different needs.

I suggested before defining a parameter that each club could configure to meet their needs as to when that club wants a meeting to become a "past meeting". But maybe there's a simpler solution that would be less confusing. For example, how about a short menu of options that seem to be popular among those who have responded here? Include a little question mark popup that briefly lists the things affected by the "past meeting" time. I think the following options would cover most (maybe all?) of the bases:

A club meeting becomes a "past meeting" (select one):
- One hour before the meeting starts ,,, or make it two hours if preferred
- When the meeting starts
- When the meeting ends
- The day after the meeting (at Midnight) (DEFAULT)

Did I forget one of the basic options that has been discussed so far?

Sue Worden DTM
Club 311 et.al.

When i have been VPE or Secretary responsible for updating what actually happened and reconciling the meeting agendas, i typically like to do it immediately after the meeting whenever possible. It would be great in my situation to have the meeting end time be the "past meeting" cutoff. I have often updated the agenda, then forgotten to go back the following day to mark it as "reconciled."

Thanks for even considering making this an option!