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 online payment service. To use this feature, you you will need to to create a Stripe account 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 Stripe 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.

Your API keys are found on the Developers tab of the Stripe dashboard.

Stripe API keys

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.

You can also include a stand-alone payment button on a page of your site, as in this dues renewal example from Online Presenters.

Dues renewal button

You add one of these buttons and set the price using the RSVPMaker Stripe Payment block, which looks like this in the WordPress editor.

RSVPMaker Stripe Payment button block

To charge for an event, you would set a price for your event as part of the RSVPMaker event registration setup. A payment payment button then appears on the event registration confirmation page.

Stripe Discount for Nonprofits

Toastmasters clubs should take advantage of Stripe’s discounted fees for nonprofits.

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 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.