Create Member Accounts from Toastmasters.org Roster Export File

The fastest way to create user accounts for all your club members is to export the member list from Club Central —

The Export Excel / CSV option under Club Roster

— and import it on the Add Members page of the WordPress dashboard (under Users). This is much faster than adding member accounts one at a time. In addition, importing the official spreadsheet means each member’s Toastmasters ID number is recorded as part of their profile. That makes it easier to update the records going forward.

After you click the button to import the spreadsheet of member records, you will be prompted to confirm that the information is correct before it is officially added.

Scroll down the list, making any necessary corrections, and click Submit.

You will see a confirmation message that includes a preview of the information that will be emailed to each member, explaining how to set their password and log in for the first time.

Dues Tracking Tool for Treasurers

The Track Dues screen under TM Administration allows you to automatically track payments received using the Stripe payment integration for dues renewals and new member initial dues payments. You can also record payments received by check or some other alternate means. During renewal periods, it also helps you send reminders to members who have not yet renewed.

The Dues and Application tab of this screen provides you with a shortcut to the function for setting up your dues schedule, the online application, and the Stripe integration.

Here is a video demo.

Removing and Restoring Member Accounts

To keep your site well organized, you will want to periodically remove the user accounts of members who have not paid their dues. A backup of their data will be retained, allowing you to restore their accounts at a later date. Members whose accounts have been removed will not be able to log into the website or take assignments on the agenda (unless you add them as guests).

As a site administrator, you can remove members one at a time from the Users screen.

Remove a user

The screenshot above is from Toastmost.org. On a standalone site, the link will be labeled Delete rather than Remove.

Alternatively, you can synchronize your member records with those of Toastmasters International by downloading a .CSV spreadsheet file of current members from the Roster screen in Club Central. The Add Members screen under Users includes an option to import that file. If you check the box that says “Check for missing members,” the import process will check for users on your site who don’t match any current member record.

Check for missing members

In both cases, you will be prompted to confirm the removal of members before that action is executed.

Restoring the Accounts of Former Members

The Guests/Former Members screen under users tracks the information of former members.

Reactivate option on the Guests/Former Members screen

Click the Reactivate button to Reactivate the account of a former member who is returning to the club.

On a standalone site, after you confirm the activation, and a new user account will be added that includes data such as member speech records. On Toastmost, the user account will be added back to your club website. In either case, you will get a confirmation message that includes the copy of the notification sent to the user by email.

Confirmation – member restored

Online Payments for Dues and Events

WordPress for Toastmasters allows you to collect online payments from new members, renewing members, and attendees at events. To see the user experience, you can post a test transaction (using a fake credit card for demo purposes).

This is a feature of RSVPMaker, the event scheduling and registration plugin included with WordPress for Toastmasters. RSVPMaker in turn integrates with the Stripe (an online payment service used by major brands like Lyft and Wayfair) as well as PayPal. To use this feature, you you will need to to create an account on one or both services and verify the bank account funds should be deposited into.

Once that is done, you will have to enter a couple of credentials known as API keys provided by these services into your website settings. You can do that as part of the process of setting up the online membership application form or on the Payments tab of the RSVPMaker settings screen.

This video shows how to connect to the online payment services and also how to use the Dues Tracker screen to keep track of who has and has not paid.

If you use the online membership application, the prorated dues amount is calculated (based on the dues schedule you have set up), and the payment button is shown on the confirmation screen.

There is a special Dues Renewal content block for this purpose.

You can also include a stand-alone payment button on any page of your site to collect money for other reasons, such as a fundraiser.

Collecting money for T-shirts

There are RSVPMaker content blocks you can add to a page for either Stripe or PayPal payments. The Stripe version includes a little toggle control you can turn on to say that PayPal should also be displayed, assuming you have both services configured.

Here’s what that looks like in the WordPress editor.

Adding a payment block

Discounts for Nonprofits

Both PayPal and Stripe offer a nonprofit discount, which you should ask for.

You will need to provide the EIN tax ID for your club. In the case of Online Presenters, which does not have an EIN because of its international nature, I was able to provide Stripe with the EIN for Toastmasters International (95-1300076), explaining we operate under that umbrella.

Web-based Toastmasters Membership Application

You can invite new members to enroll by filling out a web-based application form, as opposed to a PDF or paper form, with an online payment option displayed as part of that workflow. Completed application forms are saved as private documents on your website and sent to the VP of Membership for approval.

This has the advantage of speeding up the process and, compared with paper forms, eliminating the errors associated with not being able to read someone’s handwriting.

Email notification of a completed application

The online application includes all the same terms and agreement to Toastmasters policies as the paper form, as well as legalese about how a simple digital “signature” (typing your name in a blank) is legally binding. That’s something the member agrees to when submitting a digital application.

This application and application approval process records the completion of the online forms by the member and the VP of Membership as the “signatures.” In the case of a handling a transfer from another club, the Toastmasters International membership department has asked for an additional verification step — the individual member must confirm the transfer application.

At Online Presenters Toastmasters, where this feature was first used, we handle that by forwarding the completed application to membership@toastmasters.org with a CC to the individual member. We ask the member to reply-all with confirmation of the request.

The video below shows the user experience for the member completing the application and paying dues, as well as the reviewing and approving incoming applications, then creating member accounts on the website.

If you configure the integration with Stripe for online payments for dues renewals as well.

If no online payment has been received, the club officer reviewing the application will see a notice saying so at the top of the page. That notice is accompanied by a payment link you can copy-and-paste into your follow up email to the member. Or maybe you have received a payment by check or some other means, in which case you can ignore that alert and approve the application anyway.

No payment warning

Setting Up the Form

Look for the TM Application Form menu under Settings on the WordPress dashboard for setup of this feature.

When you first load that setup screen, you will have to fill in some blanks. If you haven’t previously signed up for an account on the stripe.com online payment service and obtained the required API keys for integration with the website, you’ll have to do that now if you want to take advantage of the online payment feature.

Once you’ve completed the setup, the screen will look like this, with details on your own dues as well as the TI dues prorated by month.

Note that at the bottom of the setup page there are links to view or edit the member application page. That page will contain a placeholder code for the form itself, but you can add your own content before or after it (for example to provide some additional info on your dues).

Page with placeholder code for the application.