Email Reminders Help Keep Members Showing Up

The personal touch is great, and to the extent that someone from your club can be calling people during the days leading up to a meeting, it’s likely to pay off in a better turnout. But I’ve found a little automation also can help.

At my home club, Club Awesome, we send out an automated reminder two days before our regularly scheduled meeting, and that seems to work well. Here, the reminder interval is customizable to 4 hours, 8 hours, 1 day, 2 days, or 3 days in advance of your scheduled meeting. The trick is to remind people far enough ahead that they see your note and not so far ahead that they forget what you reminded them about.

The Toastmaster of the Day gets a reminder that he or she is supposed to be in charge of organizing the meeting and filling any empty roles. The message includes the current signups list and a member listing with everyone’s contact information.
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WordPress for Toastmasters Oct. 15 Webcast Replay

Here’s a tour of WordPress for Toastmasters, including an overview of why it works the way it does.

The second version, below, is a shorter excerpt focused on the demo portion of the presentation.

Shows how to interact with the website in different roles:

  • Member signing up for roles online
  • Meeting organizer signing up others, emailing members to ask them to fill open roles
  • Officer editing / updating member stats, reconciling records of past meetings
  • Officer or member viewing performance reports
  • Officer or club webmaster posting to the blog, cross promoting posts on social media

Site Design Themes for WordPress for Toastmasters

Here are the current themes available on the WordPress for Toastmasters site, including the one with 6 alternate logo/heading banners. Someone told me the burgundy color scheme should only be used at the district and above level, so trying to get a ruling on that.

Twenty Twelve Toastmasters
My Toast Home Headers (six alternate site logo banners)
Twenty Twelve Maroon
Cobalt Blue Toastmasters
Twenty Fourteen Toastmasters

Toastmasters Website Design with 6 Logo Banner Choices

Update: I currently recommend downloading the Lectern theme as the best option for Toastmasters branding on WordPress. Like the example shown below, Lectern allows you to choose from among several logo banner choices. Lectern is the standard theme on the free sites offered here. To install it on any other club or district website, download it from the repository.


I just got this working and had to share. The “My Toast Home in Twenty Twelve” theme I just made available on the website allows you to pick from one of 6 different Toastmasters-branded banners.

This is a handy customization option in addition to those I described in my previous post on Changing the Design of Your WordPress for Toastmasters Site. For a logged in site administrator, the Toastmasters Banner option appears on the drop down menu shown below as well as on the administrator’s dashboard under Appearance.


From the Toastmasters banner screen, you can choose any one of 6 Toastmasters banners designs (originally created by Bradley Smith for the My Toast Home theme and used by permission).

Choose a theme header.
Choose a theme header.

You can then take advantage of some of the other WordPress design customization options, such as modifying the background color used on the site to match the banner.

I still plan to offer the My Toast Home themes independently but am currently working with designer Bradley Smith on a few small changes. You may find his themes to be a more complete package. But my mashup of his headers with one of the standard WordPress themes distributed with the software (Twenty Twelve) offers a nice degree of flexibility.

Changing the Design of Your WordPress for Toastmasters Site

Your site will be most impressive if it contains good content about your club and its people, but design is also important. In WordPress, you can change the whole look of your site by changing the theme. A WordPress a theme is a set of templates, images, and fonts, and other styles. WordPress for Toastmasters makes a set of Toastmasters-branded themes available for your use, and we will be adding to it over time. Most of these are actually “child themes,” meaning modifications of popular WordPress themes.

I’ve just updated several of these to be closer to the Toastmasters International branding guidelines.

When you’re logged in, Themes is one of the options available from the black menu at the top of the screen. From the administrator’s dashboard, you would go to Appearance -> Themes.


The Themes selection screen allows you to choose any of the available themes and click Activate.


Many themes also offer customization options such as the ability for you to change the background color. For example, the design you see below is a combination of the Twenty Twelve Maroon theme and customization of the background for a dark burgundy color. The numeric code for that color is #511, but you can also pick a color using the pop-up dialog box.
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Making Your Toastmasters Website VP Education-Friendly

In addition to making it easier to organize your meetings, the WordPress for Toastmasters Project aims to help you improve the achievement of your members and the performance of your club by tracking metrics of success.


So far, my beta testers for this part of the software are Area Governor Sue Ness (who inspired me with the performance tracking software she had developed in Microsoft Access) and the Vice President of Education Lois Margolin, from my home club, Club Awesome (which you’ll see a little of in the video below). If you would like to try the software for your own club, contact me here.

Free Toastmasters Club Website Upgrade

Does your Toastmasters club need a website upgrade? Are members having difficulty logging in to sign up for roles? Have you been complaining for months about the same website glitches? Are officers frustrated with the limitations of your site for marketing or social media promotion?

The WordPress for Toastmasters project is based on the world’s most popular blogging software, which is constantly upgraded and enhanced. But unlike a free account on, this version is customized with features specific to the needs of Toastmasters clubs — meeting role signups, a member directory, customizable agendas, and email reminders.

After running a great meeting or a successful contest, you can post photos or video of the best speeches to your site and cross-promote them on social media.

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How to get it

I’m working on a self-service signup option, but for now you need to contact me with your club name and number. I’ll send you back a password to a move-in ready website at an address such  as You will have several options for a site theme (a set of templates with different colors, backgrounds, and fonts). If you prefer a different one from the WordPress directory, I can help you customize it to include Toastmasters branding.
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Toastmasters club marketing and meeting management on one site: no kludges

kludge (noun) an ill-assorted collection of parts assembled to fulfill a particular purpose.
Cobalt Blue Toastmasters
Cobalt Blue Toastmasters

I know I am not the only one who thinks there ought to be a better way to manage a Toastmasters club online, meaning not only the routine meeting agenda but special events and marketing and recruiting campaigns. FreeToastHost, which I’m implicitly criticizing by creating an alternative, offers a system for managing meeting signups, but it’s not so great for general marketing purposes.

Lots of Toastmasters clubs and districts have resorted to kludges like these:

      • Use FreeToastHost as the site for a club administration, while using a WordPress site in parallel as the club blog.
      • Use WordPress or another web content management system to power the main club website, Supplement it with a Google Drive spreadsheet or some other free cloud software product used for meeting signups.
      • Our district uses a FreeToastHost-based website in combination with separate events website, plus a cloud-based event registration service. To his credit, the district webmaster is working hard to assemble these pieces into a coherent whole.
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      Toastmasters Member Import/Sync Routine

      The WordPress for Toastmasters solution makes it easy to import a list of members, using the spreadsheet club officers can download from You copy and paste from the spreadsheet into the field labeled Spreadsheet on the web form and submit the form. If this is your first time importing members, or if there are new members on the spreadsheet since last time, new user accounts will be created for those members.

      The video below shows what that looks like, starting with the spreadsheet import and continuing through the customization of a user profile (change profile, add a photo).

      Notes: To paste into a web form, you will need to put your cursor in the right field of the form, then click a control key combination (Ctrl + V on Windows, Apple Command key + V on Macs).

      After the form is submitted, the website displays the message that will be sent to the new users via email welcoming them to the club’s website and asking them to update their profile.
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      Why WordPress Is Ideal For Toastmasters (With Some Tweaks)

      The WordPress for Toastmasters Project combines all that is good about WordPress with some added features specific to organizing Toastmasters clubs and meetings. But what’s so great about WordPress? Its wonderfulness seems so obvious to me that I sometimes forget to explain that part.

      So, to backtrack, let me start by quoting from the current (as of this posting) home page at

      WordPress is web software you can use to create a beautiful website or blog. We like to say that WordPress is both free and priceless at the same time.

      The core software is built by hundreds of community volunteers, and when you’re ready for more there are thousands of plugins and themes available to transform your site into almost anything you can imagine. Over 60 million people have chosen WordPress to power the place on the web they call “home” — we’d love you to join the family.

      As a webmaster, the advantage is that you’re not starting from scratch — you get to stand on the shoulders of giants. Because people all over the world use, test, and enhance the software, its capabilities get better every day. When bugs crop up, which does happen, they get dealt with swiftly. As long as you keep the software up to date (and I do), the experience of running a WordPress website is almost always a good one. When WordPress-based sites get hacked, it’s usually because they are out of date.
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      * This software is offered "for Toastmasters" but not is provided by or endorsed by Toastmasters International. The use of Toastmasters brand assets (with proper disclaimers) in website designs has been reviewed by the Toastmasters International brand compliance team.