easy-Speak for TM Web Masters

Site: Coach Carole's Online Learning
Course: easy-Speak Made Easy
Book: easy-Speak for TM Web Masters
Printed by: Guest user
Date: Tuesday, August 11, 2020, 1:20 AM


A series of chapters containing instructions on the setup of a club site on easy-Speak

1. Learning Tasks

On completion of these tasks, TM Club webmasters or administrators will be able to perform the following confidently in easy-Speak:

  • Add Clubs
    • Complete Club Setup
    • Upload Members
    • Submit Officer Details
  • Club Management:
    • Manage meetings
    • Create a meeting, schedule speeches and assign roles
    • Manage front page of website
  • Member Records Management:
    • Add Roles in Leadership Chart
    • Upload Previous Speeches
    • Create new users
    • Update Club History
    • Update members' achievements and award

2. easy-Speak for Administrators Resources

admin instructions slide 1

This set of slide decks has been made available by
Linda Oliver, District 55, Division 1 Governor
VPE for New Braunfels - President's Distinguished Club: 2013

All are downloadable from the Resources for Administrators folder.

  • Part 1: Adding my club, members and officers to easy-Speak
  • Part 2: Making the meeting agenda
  • Part 3: Sending out meeting emails
  • Part 4: Additional tasks

3. Adding clubs

If you are a club officer, or IT support for your club, you can request that a new club be established at easy-Speak.

Below are the steps showing how that is achieved.

Note: there may be a delay between your request for a new club and its creation depending on the number of requests received in that time period. 

Login at http://easy-speak.org and select Add a Club from the Help Options menu.

1. Club information details

Key in the Club Number and click Add Club

Key in the basic club details to each of the six panels.

2. Meeting details

3. Location details

4. Region details

5. Web details

6. Notes details

7. Finalising registration of new club site

setup confirmation popup screen

The above popup message will appear when all panels have been completed.

When the support desk have prepared the club site for you, an email will alert you to its readiness.

Your club will then be setup and ready for the next stage: Adding officers and members.

3.1. Club Setup in Control Panel

You will need to have either VP Education or Club Webmaster permissions for this process.
  • Login to easy-Speak using your VP Ed username and password.
  • Select the club name for whom you wish to setup.
  • Then scroll to the bottom of the screen.
  • You should now be able to locate the link to the Club Control Panel
  • Select Club Setup from the Options on the left navigation bar
  • ( see first images below )

Key in General information for club setup - as in our prototype image above.

Key in Display information for club setup - as in our prototype image above.

Key in Options information for club setup - as in our prototype image above.

Key in Role Allocation information for club setup - as in our prototype image above.

Key in Meetings information for club setup - as in our prototype image above.

Key in TMI information for club setup - as in our prototype image above.

3.2. Uploading members in Control Panel

This is a four step process and requires VP Education or Web Master permissions in easy-Speak:
  1. Locating current membership information
  2. Converting member data from Toastmasters International
  3. Creating a membership Excel spreadsheet
  4. Uploading membership list

See the next group of sub chapters for instructions for each of these tasks.

3.3. Locating members

Locating current membership information can be done by logging into Toastmasters International as a Club Officer or District Officer.


  1. Login at http://www.toastmasters.org/
  2. Select either Club Central from the Leadership tab.
    Note: access will depend on your current status as a Club Officer or District Officer
  3. Select your District or Club displayed for you
  4. Select the Club Membership option and Export
    Note: this will create an Excel Spreadsheet and display on your desktop.
  5. Save this file to your Toastmasters folder and include TI Membership in the file name.
    Note: if you are accessing the list as a District Officer the spreadsheet will display the entire list for an area or division etc.
  6. Copy that spreadsheet to a new Excel file ready for the next step.

3.4. Creating your own spreadsheet lists

It will save you a great deal of time if you check e-mail address with the members and correct them before uploading the file and your initial presentation and mailing for agenda etc

For non-members of the club (or if you already have a spreadsheet with more recent information than TI for phone numbers and e-mail addresses)

Create a spreadsheet for each group of members that you wish to import. One spreadsheet for full members, one for visitors, one for the mailing list of prospective members etc.

The spreadsheet must have the following columns: 

  • Column A - Username. Create a username for each of your members that will be easy for them to remember. 
  • Column B - First name. For example, 'Ann', 
  • Column C - Family or Surname. For example, 'Brown', 
  • Column D - E-mail address. for example, 'ann.brown@domain.tld', 
  • Column E - Password. Give all your members a password. They may change it later from their profile screen. 
  • Column F - Evening Phone. Enter their home phone number (*), 
  • Column G - Daytime Phone. Enter their work phone number (*), 
  • Column H - Mobile Phone. Enter their mobile phone number (*), 
  • Column I - Date they joined your club. This is used to print reports for WHQ. The date must be formatted dd-mm-yyyy (eg 23-JAN-2007) to be processed correctly. If you do not know when each member joined your club, just enter a '1' if the member should be included as a new member for the current year. 
  • Column J - Their Toastmaster International Member Number (*). This data is used to print annual returns to WHQ 
  • Column K - A code to represent the members achievement on the Communications track (*). For example 1 for CC, 
  • Column L - A code to represent the members achievement on the Leadership track (*). For example 1 for CL, 
  • Column M - Street Address (*). All in one cell, use a semi-colon to indicate where you want new line, 
  • Column N - Post Code (*).

See sample below:

upload users ss format

3.5. Uploading membership list

Uploading the list of members can be done using the easy-Speak formatted Excel Spreadsheet you created in sub-chapter 3.4.

First make sure that you know where to locate the new easy-Speak Membership List - Excel spreadsheet file in your folders.

Next follow these steps to Import into easy-Speak via the Control Panel.

  1. Login to easy-Speak with your VP Education or Webmaster username and locate the Control Panel, then select Members from the left hand navigation bar.
  2. Next locate and open your new Excel spreadsheet.
  3. Finally start the import process and wait while the file is uploaded.
Note: if there are errors in this process you can click the Back button to start again. You may need to adjust something in the spreadsheet file.

Note: if you do find that some members have dual membership in other clubs, select the correct option for each of them.

4. Submitting Officer Details

Using the Control Panel

The club officers' control panel is used to define the names and system authorities for your club officers. These will have been automatically inserted from the TI database on setup.

Note: Once your club is running smoothly on the system it is unlikely that you will make any changes using the control panel.

You may access the Club Control features of the system by clicking on the hot-link 'Club Control Panel' at the bottom of all screens (just above the Toastmaster copyright notice).

Note: The Club Control Panel link is only visible if you are logged in AND are authorised as system administrator for your club AND have your own club selected.

Setting up Club Executives

Assigning the current occupant to each position is achieved through the Club Executive List screen which presents a list of officers and the current occupant of each position but also gives the possibility to assign a different member to each position if you have authority to do this - see example below.

The club officers control panel lists all the club officers that have been defined for your club. You may add or delete officers or change the system permissions associated with each one.

Note: the above example includes the positions of Immediate Past President, Webmaster and IT Support.

The next chapters provide further administrative details about the Club Officers.

4.1. Club Officer Options

What do the options mean?

When you select the Edit button for each officer you will see two sets of Options. One for the Officer Settings and another for the Permission Settings.

Officer Settings

For each officer you will see the following settings:

Club, Office, Officer abbreviation, List Order, Send refusal email, Display in list of Club Officers, Report to Toastmaster International as, The Officer in this position often moves to this position.

List Order: The numbers entered here are used to sort the officer list when presenting it to members and guests.

Send 'refusal' email to this officer: You may request that the system keeps a watch for members who are perhaps loosing interest in your club and send an e-mail so that a club officer may contact them and offer encouragement. The club officers who will receive this e-mail is set here. Conditions to send the e-mail is set in the Club Control Panel.

Display in list of club officers?: Some 'officers' may be for internal use only and not shown in the officer list presented to members and guests. (They will still be shown on the edit screen but are in italics).

Permission Settings

These represent a series of authority switches. The occupant of each officer position will be able to take these actions on the system if the switch is set to 'yes'.

See example below:

5. Club Management

There are several components that you will need to setup next to best manage your club meetings and member achievements. These include:

  1. Meeting Management
  2. Member Management
  3. Records Management

5.1. Meeting Management

Creating Meetings

A month or two ahead of the meeting you must create the agenda in the system using the Create Meeting icon. This allows you to assign members to each of the speeches and to other roles.

The agenda is created by copying a template that best matches your need for this meeting (e.g. 'three speeches' or 'speech night' or 'educational')

We suggest that you create meetings at least five or six months ahead so that they show in the calendar and in your members web or smartphone calendars.

Note: You may create meetings without adding the agenda for them yet and without giving them a theme.

Once the meeting is in the calendar your members may use the system to advise you whether they will be there or not.


Editing the Meeting Agenda

You may edit the agenda as needed and may then save the modified version as a new template or replace an old one.

You access the selection by clicking on the 'Edit Agenda' button at the top of the meeting agenda screen. http://easy-speak.org/kb.php?mode=article&k=35

5.2. Schedule Speeches

Use the Schedule Speeches tool

Select the 'Schedule Speeches' screen from the left hand navigation bar, to assign the speeches at least four or five weeks in advance of the meeting.

Select Speeches from the Requested speeches showing in the drop down lists for each meeting date. These should show the date preferences as numbers in brackets (1) or (2) or (3) and will enable an accurate scheduling procedure.

Refer to this article in the Knowledge Base.

Next, use the agenda e-mail #3 to  advise the speakers of their scheduled speaking committments. Note: assigned speakers will be notified by email and requested to confirm the assignment by accepting (clicking the green thumbs up icon) in the meeting agenda.

Speech scheduling Tips

  1. Encourage your members to 'Request a Speech' using the Request a Speech screen a week or two prior to the meeting, and to include first, second and third date preferences.
  2. It helps your club members if you contact them with meeting details on a regular timetable - that way they know that they can rely on you to remind them.
  3. Encourage them to go to the web-site and 'book themselves in' for a meeting at any time but the e-mail system is a good way to prompt for action.

Note: Please download the suggested Timetable of Actions in the Administrator's Resources.

Role Allocation Tips

  1. For a club that meets fortnightly, complete the role allocations and speech requests just after the previous meeting. 
  2. Plan to fill the gaps in the agenda for the next meeting at the end of the previous meeting. 
  3. Send the final reminder by system-generated e-mail a day or two prior.

5.3. Assign Roles

Process for assigning roles

You should manually assign speakers and the major roles (for example Toastmaster and General Evaluator) using the Assignment Screen.


  1. Make sure you have the easy-Speak site for your club open and you have logged in
  2. Select the current meeting (or subsequent meeting)
  3. Select member names from the drop-down lists for each role assignment
  4. Save and note which ones have yet to be confirmed.
    Note: you may prefer to send a private email to alert and request confirmation

Note: You may assign all the roles if you wish, but you may also allow club members to volunteer on-line for some roles.

Use the agenda mail #3 each time that you assign roles or make changes.

It will ONLY be sent to people who have not previously been advised of that role and includes information about the role, whether it can be evaluated for CL, (for Evaluators, details of the speech that they are evaluating) etc to help the member.



If your club has been using the easy-Speak system for some time and has built up a history of the members' experience you may use the auto-allocation engine to assign most roles.

6. Managing the website

Editing the page layout and content

Note: Edit page layout currently will not work correctly with some versions of Internet Explorer - please use Chrome or Mozilla

Once your Club's easy-Speak site is created, it will activate its own website, front page and data base, as part of the overall installation.

To get you started easy-Speak provides you with these standard six pages:

  • Home: Words about the Club, your links to Social Media sites, the most recent image from your Club Photo Album, the Toastmasters Mission, a block of Toastmaster promotional text, and an invitation to your next Club meeting - a clickable thumbs up icon to put the user onto your attendance list for your next meeting.

  • Our blog: a blog containing your recent entries, archive and word cloud of older entries. (In a District installation your blog may optionally include blogs from your Area & Division etc - for example about the Area contest)

  • Meet Our Members: Contact details and e-mail buttons for selected Club officers. It also contains a photo gallery of your members once they have uploaded their image to their own profiles.

  • Members Page: An invitation to comment in the Club discussion Forum, Recent Club news (in a District installation there may also be additional news items in the District hierarchy), references to several sources for quotes and word-of-the-day. It also contains a list with links to all your forthcoming meetings and hints for members to get the most out of easy-Speak.

    Note: This page is only visible to full members of your club.

  • Directions: This segent contains your regular meeting location with directions of how to get there, where to park etc and a map. All of these details will need to be set by the Webmaster.

  • Contact Us: Details of where you meet and contact information for your VP-Membership, an e-mail form which will allow a user who is not registered on the site to send a message to your President and VP-Membership without disclosing their e-mail addresses.

Most items listed above have options which may be varied for your club by a club officer with the appropriate system permission.

There are three levels of system permission for your website:

  • The regular user may see all the pages that you have made public but may not make changes to them

  • A Club officer with system permission to edit the content may change text and blog entries on the pages (generally VP-PR).

  • A Club officer may also be granted system permission to alter the page layout and add new pages (generally President and IT Support)

Note: You may change the system permission for officers in the Club Control Panel. Instructions here.

  • If you are a Club Officer with the system permission to edit text you will see the edit text link on text items and a spanner (wrench) on the blog.
  • Click there and you will be presented with an editor on the screen.
  • Use the Submit button when you have finished your changes

Link to Knowledge Base Article

6.1. Editing Portal Page Layout

Editing Layout

Please take a few minutes to view this YouTube video from the easy-Speak channel:

If you are a Club Officer with the system permission to alter the page layout and add new pages you will see an Edit page layout link at the top left of your pages. Click on that link and you will be taken into edit mode. From there you may:

  • Click on a Add Web-Part to add another item to the page in the selected location. You will be given a list of pre-prepared options that are available with a description of each.

  • Click and drag an item around on the page and place it in another location.

  • Click on Edit Web-Part to change the options for this item. eg add/remove the border or title or change the officers which are listed.
    Note: Many of the web-parts have options that are made available when you click on Edit Web-part

  • Click on Menu/Page (top right) to change the name of this page in the menu and to set the widths of each column

  • Click on Add Page at the bottom of the menu dropdown to add a new page

  • Click on Add Menu in the menu bar to add a second set of menu items and the first page in the new set.
    Note: No more than two club specific menu items are permitted.

  • When you have finished editing the page use the link Save page layout to save your work.

Note: While you are in edit mode you will see an additional item in the drop-down menu bar. Add page does exactly that and if you only have one set of menu items you will also see Add menu as an option to give you the possibility to create a second set.

Club Officer Permissions

This article explains how system permissions are assigned to each club officer.

Reset Portal is also available to you.

CAUTION: this will remove all customisation and additional pages and take your website back to the standard six pages

6.2. Editing Portal Page Content

Editing Text

Each club has a set of PR pages to help promote their club. We call these pages the PR Portal. The VPPR can edit the pages to include a new photo or video, and change the text.

Please take a few minutes to view this YouTube video from the easy-Speak channel:

  Published on Mar 9, 2014

This short video shows how to edit the 'web parts' in the PR Portal.

In this video Bill Monsour assists a Toastmaster, VPPR to add text in the Web blocks that make up the easy-Speak Portal page.

You can also find useful instructions from the Knowledge Base for Club Management.

7. Member Records Management

Adding data to Club records

As the VPE for your club you will need to obtain some information from your members for these tasks. If your club has existed for some years, there will be a large amount of data to upload, so set yourself some time to accomplish the recording of Member Achievements.

The VPE can add specific leadership roles to their site to match the actual roles that are used in their club. For example: a WebMaster or IT support or Assistant VPE.

The VPE can add details of previous speeches for each of the members to bring the records of speech achievements up-to-date.

The VPE, or assistant VPE, may also be asked to bring the club history up-to-date by adding separate portal pages for each year's club officers and awards.

  1. Add leadership roles
  2. Upload previous speeches
  3. Create new users
  4. Update club history

Let's look at these in the next sub-chapters.

7.1. Adding Roles in Leadership Chart

Records of leadership roles will be updated automatically after each TM meeting. The VPE validates these against the agenda and then closes that meeting agenda. Individual records can also be added or updated by the VPE directly into the Leadership Chart.

Editing the Leadership Chart

Let's take a look as Minnie adds roles for new club members into the Leadership Chart for King Arthur's Playground club.

First, let's see how Minnie added tasks for Advanced Leadership Silver for Donald Duck. To do this Minnie selected the green + icon at the end of the row in Donald's record, and selected from the drop down list appropriately.

donalds leadership chart record

Second, let's see how she can now add the CL manual for a new member, Daisy Duck. Minnie has already added Daisy as a new member and she now proceeds to the Leadership Chart to find her record.

daisy duck leadership chart

Minnie can now select the green + icon at the end of the row for Daisy and add the CL project tasks.

daisys new leadership record

7.2. Uploading previous speeches

The process for uploading previous speeches is complex first time round. Take a look at these step-by-step instructions from Linda Oliver:

Create an Excel Spreadsheet using these headings uploading with excel 1
Note: use these numbers for the speech workbook identifier uploading with excel 2

Save as a csv file.

uploading with excel 3
Access the Control Panel uploading with excel 2


Upload the file

uploading with excel 3

Confirm the upload

uploading with excel 5

7.3. Upload Speeches Spreadsheet

When uploading batches of speeches it is recommended that you use the Upload Speeches Spreadsheet.

Note: An updated 2014 version of this file is included in the Shared Resources.

Import Process

Let's take a look as Minnie uploads previous speeches in batches, using the Import Tools in Control Panel.

First Minnie completes the details of the three speeches in the data worksheet of the Upload Speeches spreadsheet, using the correct manual and project numbers.

minnies speech spreadsheet

Second, Minnie opens the Control Panel and proceeds to the Import Tools and selects the Speeches. She follows the instructions on that page to select the spreadsheet from her folders and submits.

minnies imported speeches

Third, Minnie confirms the import by clicking Yes. She can then see the results by opening up the Communications Chart.

minnies new communication chart record

You will notice that the three new speeches from different advanced manuals have been added to her record on separate lines, and show completion ticks.

7.4. Create new users

It is very important that a person has ONLY ONE user identity in the system which contains all the information about that person. 

This makes it easy for them - one login to remember - and it also makes it easy for you to pick up the member's past speeches and share information on current achievements. 
If you have someone who already has a username, ask them for it (or use Search>User Search from the menu to find their username) and connect them to your club using the 'Input the user's username' option on the add-user pop-up screen. Do NOT create a new identity for them. 

Connect an existing user

This article explains how to connect an existing system user to your club: http://easy-speak.org/kb.php?mode=article&k=52

Note: If you are a club officer where the setting in the Club Officer Control Panel for 'Change Member Data' is set to allow access to members' detail then you are also able to add new members for the Club. (Normally this would be set for the VP-Education, Treasurer and the VP-Membership)

If this option is available to you, the 'Add User' button will display:At the top right of the Userlist screen and on the right of the Agenda screen (just above the meeting agenda print buttons). 

If your club does not use the easy-Speak system for club management this button will also show on the club officers screen 

Add a new user

Clicking on the 'Add User' button will take you to a screen where you may create a new user on the system by entering a new username, password, e-mail address, name and telephone numbers etc. and add them as a member of your club. 

It's a good idea to pick a username that is meaningful but does not fully disclose the user's full name if they wish to keep that hidden from the public.

  • When creating a new user you must select the member status (Full member, Visitor etc) and may assign a mentor and a computer 'buddy' for non-computer users. *
  • You may also select the existing member that introduced this new person to the club. If your club uses the membership campaign feature the new user's name will then be shown in the membership campaign charts. *

The system will automatically send an e-mail to the new user to tell them that they have been added to the site as a member of your club and advise them of their username and password.

Note: If you clicked on the 'Add User' button from the Agenda screen the system will suggest the meeting date as the date that this person joined your club and also show the new member as intending to come to the meeting. 

If the meeting has already been 'closed', and the actual results entered, the new member will be shown as having attended the meeting.

If your club does not use the easy-Speak system for club management, the items marked * in this article above are not relevant to you and will not be displayed when you add a user to the system.

More information about the Club Officers Control Panel is available here: 

If you have many users to create, the import from a spreadsheet facility may be of interest: 

Information about membership status is shown here: 

7.5. New user with Guest Speaker status

When entering new users for your club, whether they be existing easy-Speak users, or brand new members, the VPE can provide a description for their status. These are the choices available:

add user choice screen

Identifying new users as Guest Speakers or Members will enable the VPE to request, schedule and assign speeches on their behalf.

Let's take a look at that process as Minnie adds a new Guest Speaker to the King Arthur Playground club.

minnie adds new user Alice

Minnie then selects a password for Alice.

Minnie confirms password for Alice

Minnie then locates Alice from the Visitor list for an agenda and requests a speech on her behalf.

Alice speech request

This will now show up in the drop down list of potential speakers for the April 15 meeting.

alice speech available

Finally Minnie will assign the speech and notify Alice via email.

alice speech assigned

8. Update Club History

Constructing Club History Pages

The Club History page is an important repository of information about the club, its officers and award winners over the years.

To add these new pages to the Menu of your Club you will need to have the highest permissions, such as an IT support or Webmaster; or the VPE can do this. However it is a good idea to separate the tasks of VPE and Webmaster and allow the Webmaster to take care of the portal and menu pages.

Note: If you do not have a Webmaster, this role can be added via the Control Panel.

Let's take a look as Peter Pan (Webmaster for King Arthur's Playground) makes some changes to the Menu. You can see below that Peter has the highest editing permissions as he can see the <Edit page layout> icon on the top left of the Home page.

edit page layout

When Peter selects <Edit page layout> he sees the <Edit text> icons for the web parts and the Menu/Page edit icon on the top right.

edit menu page

When Peter selects the Home tab on the Menu he also sees the <Add Page> icon.

Peter now selects that option and keys in the name of the new page: Club History.

add page title

When the OK icon is selected a new page is created as part of the Home Menu collection.

club history page with web parts

For the moment, Peter, has added two Free Text web parts - on in the left column and one in the centre column.

Move on to the next chapter to see how he now edits the title of the web part and edits the text within it.

8.1. Add text to Free Text web parts

The Free Text web part consists of its title and its content.

To change its title to something meaningful, Peter now selects the Edit Web Part icon and keys in the new titles for the two web parts.

edit free text

After saving that web part change he can now see the <edit text> icons for both these web parts. By selecting these icons he can now add the text about the Club's Education Awards and Member Awards.

edit text in web parts

Tip #1 for adding text:

Use a table to align columns of text neatly. See below of an example that Peter has put in place for the Education Awards so far.

education awards web part

9. Project #6: Club Setup Practice Tasks

Let's get started!

The system is designed to minimise human effort in the administration of the club and maximise the data available to run the club effectively. Here are the recommended tasks for this topic:

Task 1: Visit and explore easy-Speak

Look around the system, get some understanding of how it works and the benefits it would bring to your club. 

Participate in Webinar #2 and learn from the masters or view the recording!

Task 2: Obtain copies of your TM club agenda

Consider the normal structure of your club meetings or find out from your club officers. (eg Bicester have Table Topics at the start of the meeting, Spa Speakers have them after the break) 

Task 3: Request a club site at easy-Speak

If your Club is chartered you may enter the number into this form and make your own selections for agenda format etc 

If your Club is not yet chartered, contact malcolmW via the e-mail on the easy-Speak site. Remember to give him your Club name and club number, meeting days, time and location and paste a typical meeting agenda into the mail.  Email btton

Task 4: Wait for confirmation that your new club site is ready

Your club will be created by copying data from the club that you nominate. (Meeting roles, Meeting agenda templates, Officer 'job names', Member status, Timing for e-mail etc etc etc. 

Task 5: Visit and login to your new club site

You are now President, VP-E, Secretary and everything else on the system for your club! 

Log in and review the settings in the club control panel. Add a description for your normal meeting location for example so that visitors can find you. 

Upload your membership file and select the correct member for each officer position.

This article shows the spreadsheet format for loading member data: 

Task 6: Create meetings

Create meetings for the next few months so that your members can book ahead. 


This set of tasks may take some time to design and develop. Use the project to consolidate your own learning and to learn from others in how they will guide their club members to use easy-Speak!
  • Consider how to entice your club members to use the easy-Speak site
  • Participate in the discussion forum for Topic 4:
  • Consider what materials and methods to use in training your members
  • Schedule first basic training for your club members: How to login and sign up for meetings

Explain to your members how the system works for them. Maybe point them to the Knowledgebase area: 

Alternatively make use of the slides available in the Shared Resource Library.

You're live! Laughing 

10. Additional Advice from Malcolm Warden


You may start the system, set your club preferences for agendas, description of meeting roles, load all your members details, assign speeches and roles for a meeting and then produce a printed agenda for your meeting without sending any information to your membership. 

You may choose to do this: 

  • When you first start to use the system - and want to gain a full understanding before involving the membership OR
  • If most of your members are not internet users - You may still use the system for club officers to plan, prepare the agenda, print 'sign-up sheets' for future meetings and manage the club. 

Nothing is ever sent to the members by e-mail unless the meeting manager or a club officer requests that it be sent. 

Note: If the majority of your members are internet users, but a few are not, you may assign a computer 'buddy' to talk with the minority, receive e-mail and use the system on their behalf.

Defining the tasks

Consider loading data from the last one or two meetings of your club. This has the benefit of letting you practice creating meetings, allocating roles, putting speeches into the queue and assigning them to meetings etc etc without the time-pressure of involving the membership. It also means that your club charts will have a few meetings history when you begin using the system. Remember to 'close' the past meetings and say that this was what really happened by using the 'actual' button for each meeting. 

Remember also to change the date for 'First mentoring data available' in the Club Control Panel to be that of the first meeting that you have loaded. 

Consider loading past speeches made by members from any workbook that they have not yet completed. This will give you complete membership information to measure progress towards Competent Communicator etc. Speeches may be uploaded from a spreadsheet: 

Note: Do not let your implementation drag on for too long. If you are half using the system and trying to load a mass of old meeting data you will run into problems where, for example, members who spoke at the old meetings have now left the club.

Set a reasonable objective of a few meetings history, load them over one weekend and start to use the system completely from that point onwards. You may easily load speech history which pre-dates your first system meeting date by uploading spreadsheets.