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Updated Email Lists & Meeting Minutes Tools

The latest WordPress for Toastmasters software update includes a new meeting minutes document type and email functions previously only available on Toastmost.

New dashboard menus

You set up mailing lists and minutes in the new TM Email and TM Minutes menu sections of the administrator’s dashboard. You need administrator rights to view the TM Email section or editor rights to view the TM Minutes section.

TM Email

Previously, the email configuration screens were previously displayed on the Toastmost service under a menu labeled “Toastmost” because those features were only available as Toastmost services. In addition to adding them to the open source software version, the new menu structure aims to make the purpose of these configuration screens clearer.

The software does not provide email accounts per se but it can forward messages, for example on the demo.toastmost.org website:

  • demo-president@toastmost.org forwards to the club president.
  • demo@toastmost.org as a mailing list for distribution to all members of the club (only for messages coming from other club members).
  • demo-officers@toastmost.org as the officer email list.
  • demo-customforwarder@toastmost.org as a custom forwarding address you define.
  • demo-info@toastmost.org as a general email inbox that forwards to one or more officers.
  • If you registered as the official Club Central email on toastmasters.org, demo-info@toastmost.org can also:
    • Selectively forward Base Camp manager messages to one or more officers.
    • Send an automated response to clubleads@toastmasters.org messages generated when someone completes the form on your club’s Find a Club page.

If your website has its own domain, the prefix (“demo-” in the examples above) is not needed. For example, the clubawesome.org website has a members@clubawesome.org members email list.

More details:

Meeting Minutes

Previously, there was some functionality for posting meeting minutes as blog posts, with a “members only” category that could be applied to restrict viewing those documents to logged in members. Making them a separate post type on the website enforces a clearer separation. A previously published tool for extracting member meeting role and attendance records for use in minutes has been updated to work with this new feature.

A link to the section of the website where members can view the minutes documents has been added to the top of the members dashboard. Members of the general public who find their way to that section of the website will only see the headlines and a prompt to log in.

Viewing a minutes document
What a non-member (or a member who has not logged in) sees

These minutes documents are maintained separately from the blog posts, web pages, and events posted to your website, but you will edit them in the same WordPress editor you use for other website content. You can also upload images and files to embed in your minutes.

Note: the members-only security feature does not necessarily protect documents uploaded into the website from being viewable by non-members. They won’t be easily discoverable but you should not upload documents containing highly sensitive information (such as passwords or social security numbers) into the website.

Wanted: Doc & Training Volunteers for WordPress & Toastmost

I’m looking for a few good communicators: specifically people with a talent for communicating technical information as simply as possible.

The WordPress for Toastmasters project, and the Toastmost.org site hosting service, aim to put the power of the world’s most popular web publishing platform at the fingertips of club and district webmasters. In addition to offering TI-branded website designs, my add-ons support agenda management and other club business processes. Much as I want to brag about it, I know this enterprise would be better if it was less of a one man show.

I’m appealing to the trainers and technical writers among you, as well as those interested in developing those skills, to contribute to an article or a video. Take time to learn the software and make it easier for others to learn.

To date, I have created most of the documentation myself. You will find it in the knowledge base section of this website. Although I put a lot of work into it, I’m arguably the worst person to document the software because I already know how it works and don’t always recognize the details that aren’t obvious to other people. Although it’s often in the process of trying to explain things, that I realize I need to make them better.

Documentation and Simplification

The best software documentation is no documentation at all, if software can be made completely self explanatory. Unfortunately, making software easy to use turns out to be one of the hardest things in computing.

WordPress is easy to use — once you get the hang of it — but also ever changing because the developers behind this open source web publishing platform are forever pursuing new goals, including improved ease of use. The very latest updates to WordPress make designing or redesigning an entire website easier than ever before, but those new “ease of use” features take a while to get used to, and they will probably be significantly better a version or two from now.

My goal is to help club leaders learn the essentials of WordPress needed to publish an attractive home page and the occasional blog, while also managing agendas and other Toastmasters specific tasks. They don’t need to master all the details professional web developers and designers care about, but they need to make the effort they invest productive for their club.

In addition to helping me explain the offering to the world, volunteers can probably give me feedback on things that are more complicated than they need to be. And we’ll work on making them better.

If you’re interested in helping, please write me at david@wp4toastmasters.com

Toastmost discount offer for districts for the 2022-2023 year

Help clubs turn their websites into digital marketing and recruiting machines

Toastmost is an independent, volunteer-run project that helps Toastmasters clubs modernize their websites and use them more effectively for marketing, recruiting, and meeting management. Built on top of WordPress, the world’s most popular web publishing platform, Toastmost sites are optimized for:

  • Mobile, with content that reformats for phones and tablets.
  • Search, adding structure that Google and other search engines understand.
  • Social media, with integrations for Facebook, LinkedIn, Twitter, and more.
  • Video, making it easy to add content from YouTube, Vimeo, and others.
  • Club business, with tools for agenda management, member enrollment, and dues payment.
  • Professional development, offering club leaders an opportunity to learn website management skills they can apply to other business or nonprofit ventures.

District Sponsorship for Free or Discounted Club Websites

Clubs that come to the service independently are normally offered a 3-month free trial, after which hosting on the service costs $50 per year. Districts interested in lowering that barrier to entry — particularly for new clubs that may find it most useful but are just establishing a budget — have the option of sponsoring free or discounted club websites.

For a $450 sponsorship, Toastmost will provide districts with coupon codes to distribute to clubs as they see fit. This can be either:

  • 10 coupon codes for 1 year free (really 15 months, since the year starts after the 3-month trial).
  • 20 coupon codes for a 50% discount, or $25 for the first year of hosting on Toastmost.

This offer can be scaled up or down, proportionately — $45 per 1-year-free coupon or two 50% discount coupons. Minimum: $135 for three 1-year-free coupon codes.

This could be particularly useful for new clubs or clubs that are struggling and need the benefit of Toastmost’s marketing and member recruiting tools.

Coupon codes can be entered upon registration or any time during the 3-month trial period.

Districts officers are invited to write to david@wp4toastmasters.com, or set up a Zoom meeting using https://calendly.com/davidfcarr/after-hours/

Why Another Club Website Platform?

Most clubs continue to use either Free Toast Host (toastmastersclubs.org), which is supported by Toastmasters International, or easy-Speak, a volunteer project that I’m told gets financial support from districts where it is widely used. Some clubs use both — Free Toast Host as the marketing site and easy-Speak for agenda management.

The WordPress for Toastmasters alternative gives clubs access to professional digital marketing and publishing tools — for example, providing better support for viewing on a mobile phone than either Free Toast Host or easy-Speak. In addition, the WordPress option provides its own framework for agenda management, along with productivity tools that are particularly useful for online and hybrid club operations. For example, new members can complete a web-based application form and pay online via either PayPal or Stripe.

Who Is Behind Toastmost?

From WordPress for Toastmasters project founder David F. Carr

Toastmost is currently run on an approximately break-even budget by Carr Communications Inc., my small business.

I consider hosting and support for club websites a volunteer project, and invite technical and training contributions from other volunteers, but it does require financial support. The primary expense related to the service is for hosting infrastructure purchased from Siteground. The core software is available for free through WordPress for Toastmasters for those with the technical resources to run an independent site hosted elsewhere.

Toastmasters International allows this business arrangement and its brand compliance department has reviewed the starter designs offered to clubs. I have discussed moving ownership of Toastmost to a nonprofit entity but would need partners and sponsors (for the legal fees) to do so. Write to david@wp4toastmasters.com if you would like to help.

Meanwhile, I run this venture as a loss leader for my business, which potentially generates interest in my service as a consultant on pro speaker websites and other business websites, including district websites.

Independent of any financial support from districts, I am available to present on Toastmost and the WordPress option at training events and conferences.

Help with District Websites

In the 2021-2022 year, I participated in a pilot project with District 62 on the redesign of their 62toast.com website and also worked with district leaders to encourage clubs to adopt the service.

Districts interested in consulting with me in the coming year are invited to write to david@wp4toastmasters.com, or set up a Zoom meeting using https://calendly.com/davidfcarr/after-hours/. Because every district’s requirements will be different, there is no standard pricing for this offer — which is really more for Carr Communications services than Toastmost access per se.

However some of the services that can be offered are outlined below (see also the video at the bottom of this page).

  • Access to WordPress themes (designs) that have been preapproved by Toastmasters International — with the opportunity to innovate within that design.
  • Configuration of the website to use the district’s own domain.
  • District-specific features, including support for hybrid online/offline business meetings, which will be enhanced over the coming year in collaboration with district leaders and their webmasters.
  • Events calendar with registration feature built into the website.
  • Support for online payments, including event fees.
  • Option to create accounts for area, division, and district officers, allowing them to publish content to the website or draft content for approval. You also get the option to publish content such as contact information to members-only pages that only someone who has been issued a password can access.
  • Email aliases like dd@, pqd@, cgd@, trio@, divisionB@, area5@, etc.
  • Option of enabling a dec@ email list. Only DEC members or whitelisted addresses can write to the list; messages are distributed to all members.
  • Access to features originally developed for club use, such as contest tools with digital ballots and vote counting.
  • Technical support for district webmasters.
  • Consultation with Toastmost creator David F. Carr, DTM, on digital strategy.

Toastmasters Magazine article, Toastmasters Podcast feature the WordPress option

Toastmasters Magazine recently invited me to contribute an article on the importance of the club website, which appears in the February issue. That in turn led to an invitation to be interviewed on the official Toastmasters Podcast. I consider this a bit of a breakthrough for mainstream acceptance of the WordPress for Toastmasters project and the Toastmost.org club website hosting service — which I hope will lead to more club leaders considering the option.

I did take care to make most of my recommendations ones that could also be applied to a Free Toast Host website or one of the many other options. Of course, that didn’t stop me from recommending that people check out how their club website looks on a mobile phone browser (hint: a WordPress site will do much better at automatically adjusting to small screens). But I mostly behaved myself.

Let me know what you think of the article. — David F. Carr, DTM, david@wp4toastmasters.com

Here’s an excerpt.

Make Your Club Website a Marketing and Recruiting Asset

How to leave an inviting impression with online visitors.

Toastmasters know the importance of a first impression. However, the first impression a prospective member gets of your club often happens before they even visit their first meeting. It’s formed when they visit your club website.

Think about the things you invest your time and money in: You probably check them out online first. The question is: Is your website helping or hurting? Does it tell people what they need to know about Toastmasters and your club? Or does it feature obviously outdated information like a promotion for an “upcoming” event that happened a year ago? Does it talk about Table Topics® (insider jargon) without explaining the relevance of impromptu speaking practice?

Here are some ways to make your club website a better marketing and recruiting tool.

Read the rest of the Toastmasters Magazine article at toastmasters.org and tune in for the accompanying episode of the Toastmasters podcast.

Here’s the replay of a workshop I gave just prior to the publication of the article for District 47, South Florida and the Bahamas.

Hybrid Attendance Tracker and Help Menu Added

If your club is holding hybrid meetings, with some members attending online and others in person, you may find it useful to keep track of who is attending in person. My home club is currently limiting in-person attendance to 10 people as a precaution against continuing issues with COVID-19, so adding a way to track attendance through the agenda solved an immediate practical problem for us.

You can include a widget like the one shown above on your agenda, and members will also be prompted to indicate their plans when they sign up for a role.

See this knowledge base article for details on how to set it up.

Making it Easier to Find Help

Site administrators will now find TM Help right under TM Administration for access to documentation and tutorial resources, as well as details on how to contact me when you can’t find an answer to your questions. The Todo List — a prioritized list of common setup tasks with links to the relevant setup pages and documentation — appears in this section.

How to Add a Map to Your Club Website (The Easy Way)

If your club uses WordPress for its club website, there is an easy way to add a Google Map for your meeting location. Visitors will be able to click to see a larger version of the map or get directions.

Displaying a map on your website

The current version of WordPress includes a content block specifically for maps, eliminating the need to futz with embedded coding coding.

In the WordPress editor, click the + button to add a new block. Type the word “map” to see the relevant blocks. There are actually several alternatives shown here, including one from Jetpack (the Swiss Army knife of plugins) shown with a green icon and a couple of others that can be added. Unless you need to do something particularly fancy, I suggest using the default Map block (shown in black / gray).

Adding the Map block

You will be prompted to add the address of the location you want displayed. If you are meeting at a well known venue, such as a city facility, you may just need to put in the name of that place with city and state as shown here. Otherwise, add the full address including postal code.

Specifying the location or address

This should give you a nicely formatted interactive map display. There are some additional formatting options you can set, which are optional. Although there is a place to enter a Google Maps API key, that also is optional and probably unnecessary for a Toastmasters club website.

Replay: Office Hours for Toastmost.org, Nov. 13, 2021

This is a replay of a tutorial and coaching session that was attended by club leaders working on websites hosted at Toastmost.org, the web hosting service for the WordPress for Toastmasters project. Thanks to District 62 for being particularly well represented!

See also the links to other resources included below the video.

More Resources

Documentation / Knowledge Base

Toastmasters Meeting Templates and Meeting Events – basic concepts for editing the agenda for an individual event versus a agenda template for all events

Create Member Accounts from Toastmasters.org Roster Export File

Sharing or Delegating Website Administrator Rights and Responsibilities

Member and Officer Email Lists (Toastmost)

Web-based Toastmasters Membership Application

Search and Social Optimization Tips from the Online Presenters Webmaster

Add WordPress Blocks (Different Types of Content) – important to understand for agendas and agenda templates, as well as blog posts and web pages

Replay: “Create a More Powerful Club Website” Workshop for District 62

Building on the foundation of WordPress, which is used by major publications like The New Yorker and marketing organizations like Disney, Toastmost provides clubs and districts with rich multimedia publishing tools — more ways of dramatizing the value of the Toastmasters experience. The Toastmasters-specific extensions demonstrated in this workshop allow your club to manage its agenda and take advantage of digital methods of doing business, such as a web-based membership application that offers new members the option of paying online.

“This allows us to step our game to the next level of professionalism”

Carol Prahinski, Past International Director, on the value of the WordPress-powered Toastmost club website hosting service.

In this excerpt, Carol Prahinski addresses the issue of why you should consider Toastmost over free options like Free Toast Host.

Sign up at toastmost.org to try the WordPress-powered club website service. The software is also available for free if you have the skills to set up an independent website.

The new 62toast.com is hosted on Toastmost, and adding each of the videos shown above was as easy as pasting a link from YouTube into the WordPress editor.

Additional documentation is at wp4toastmasters.com, including a complete course with short video clips on each phase of the website setup process.

If you have questions that were not addressed in the workshop, you can write to david@wp4toastmasters.com and include “District 62 workshop” in the subject line.

Other district leaders who would like me to present to their leaders, please write to david@wp4toastmasters.com and include “Toastmost speaking invitation” in the subject line.

New Vote Counter’s Tool for Online and Hybrid Meetings

If your club is conducting online or hybrid meetings, and members vote on weekly awards like “Best Table Topic Speech,” here is something new to try.

I think this method could be better than voting by private chat in Zoom (which is what my clubs have typically done) or using the polling feature. Here’s a video demo.

See this knowledge base article for step-by-step instructions. The screenshots there reflect a few changes I made after the video was recorded.

The Vote Counter’s Tool makes it easy to set up a digital ballot that includes the names of speakers who signed up in advance and add other names as needed. The vote counter then posts a link in the public chat. Meeting participants who follow that link get a simple ballot that allows them to vote.

Logging into the website is not required for anyone other than the vote counter. Voting members are identified by IP address and other means, just enough to make sure nobody’s vote is counted twice.

As votes roll in, the vote counter is able to see the current tally. In a hybrid meeting, where some votes can come in on slips of paper rather than using the online ballot, the vote counter can add those votes to the tally.

Drawbacks of Other Methods

  • Voting by private chat: Until recently, I thought this was the simplest option. However, the last time I served at vote counter at a meeting where there was a lot of chat activity, I found it challenging to sort out the votes from the other messages posted in the chat stream.
  • Zoom polls: Only someone logged in as the meeting host can set up a poll. Members who may have been assigned cohost rights will find they cannot vote. Also, at the conclusion of the poll, the results are displayed onscreen in a manner you might not necessarily want. That is, it shows the margin of victory in a way that might hurt someone’s pride.
  • Third party apps: Various smartphone and web apps provide other ways of casting and counting votes. The tradeoff is that you’re adding yet another piece of technology into the meeting. Also, these apps don’t pull data from the agenda the way my vote counting tool can.

Room for Improvement?

This feature is new and may need to be improved. It got good reviews when I tried it for the first time, at my home club, Club Awesome, and again at Online Presenters. If you encounter glitches or have suggestions for improvement, let me know by writing to david@wp4toastmasters.com.

How to Change Your Meeting Agenda for a Club Contest

If your holding a club contest as part of one of your regular club meetings, the quickest way to rearrange your agenda to match the contest format is to switch from your regular meeting template to a contest template. This video shows how.

The latest software update adds default templates for the standard Toastmasters contests. These are generic, but you can customize them to match how you want to run your contests.

Contest Templates

One way of taking advantage of these templates is to use the Apply Template to Existing event form on the Event Templates admin page.

Apply Template to Existing Event

If you’re logged in as a website editor, you can also navigate directly to that Apply Template to Existing event form by choosing Switch Template off the top-of-the-screen menu under Edit RSVP Event.

Switch Template link

Alternatively, you might want to copy-and-paste content from the template into the event document for one of your upcoming meetings, allowing you to preserve elements of your standard agenda. There is a Copy All Content link in the WordPress editor — click the 3 dots in the upper right hand corner to reveal it.

You would then paste the contest content into the event post for the meeting where you will be conducting the contest. Use Control-V on Windows or Command-V on Mac to paste. Then delete other elements of the agenda that won’t fit with the addition of the contest activities.

Copy all Content link

If you want to set up a separate date and time for your contest, rather than doing it during a meeting, you can access the templates under New -> RSVP Event. There’s also a way of doing it from the new event screen.

To create a contest on a different date, you can follow the Create Update links

If the contest will be conducted online, you might also want to set up the Contest Dashboard digital ballot and vote counting tools.

Have questions not answered here? Write to david@wp4toastmasters.com