Two members' names appeared on agenda even though they didn't sign up

Hello,

On our August 17, 2017 agenda, two members' names (Cavina Bui and Brendan Wright) appeared on the agenda as speakers. The Chair is new to the executive role, and I didn't notice till the day of the meeting. One member hasn't shown up for a year, and the other hasn't been attending for at least 7-8 months. I asked the Chair to contact these two members to make sure they were really going to speak. One wrote back and said she didn't sign on to any role and hasn't been attending meetings. The other one didn't respond. When I looked at the log, I saw that this second member hadn't logged onto the website for 245 days. I suspected this might have been a system glitch (since we've experienced glitches recently), but I went ahead and changed the admin password just to be on the safe side. I also asked all the other club executive members to see if they might have signed up these two members, and they said no. Later that evening, the second member didn't show up to the meeting. Would you please investigate to see how this could have happened?

Thank you,

Admin

Any person with edit access for a particular agenda (in your case the Chair & the Toastmaster on the agendas I looked at have edit access), as well as any officer with agenda edit access (in your case President, VPE & Treasurer), and the admin can edit agendas.

Those people can assign any member to any role. Sometimes scrolling down the agenda also scrolls through the options for the last accessed role assignment. If the person editing the agenda saves it, the current assignments will be saved.

It is also possible to copy non-sign up roles from a template to a dated agenda (typically used for roles such as Presiding Officer, SAA & Secretary). That doesn't seem to be the case for your agenda as the roles you refer to are sign up roles.

Bottom line - there are quite a few ways that your issues could have arisen.

Nobody that could have added these two people's names to the agenda said they did so. As I said, these two people have not logged in for many months, so they couldn't have done it either. Perhaps a look at your logs might reveal what might have happened. Just a thought. Thanks.

Ottawa Toastmasters wrote: Perhaps a look at your logs might reveal what might have happened. Just a thought. Thanks.

The only logs we have are for email, file uploads, and HTTPS cert generation.

When you report problems, please keep in mind that unless you are very specific in what you are reporting and can help us understand how to reproduce the issue, then there is not much we can do. Being able to reproduce the issue is key to us being able to make any useful changes, assuming the issue can be confirmed. This is not any different than what any other system will require for problem reports.