Notification Tools for “Find a Club,” Basecamp, and Other Toastmasters.org Notifications

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Toastmost users can take advantage of a few email functions meant to assist with notification emails from Toastmasters.org. Although most notifications are sent to a single club email address, you can have Basecamp notifications forwarded to the VP Education and send an automatic response to those “New prospective member for your club” emails sent when someone fills out a form on the “Find a Club” page.

You can also set a list of email addresses all other notifications should be forwarded to.

Setup is through this screen under the Toastmost menu.

Choose whether to take advantage of an @toastmost.org email address associated with your website that you register in Club Central. Alternatively, you can configure forwarding from another email account your club uses (GMail instructions here).

Creating an Automatic Response Message

Choose “New” from the dropdown menu under “Automatic response content” and click Save Changes. This will create a simple message directing people to visit your club’s website to learn more.

You can then edit the message to add more details about your club, such as membership requirements and contact information for the VP of Membership.

Online Presenters example

The example above is from a test inquiry I sent to myself for one of my clubs, Online Presenters. A copy of the response sent to the prospective member is shared with the website administrator, with a subject line that starts “autoreply sent to” and the email address of the prospective member. If everything is working properly, you will see that message within few minutes of receiving the prospective member message from toastmasters.org.

General Forwarding

Enter a list of email addresses of people who should receive copies of notification emails sent to this general inbox.

BaseCamp Notification Forwarding

Optionally, you can have a different forwarding list for messages from BaseCamp@toastmasters.org, such as “Action needed: Member submitted a completion request.” Typically, the BaseCamp list would consist of the officers authorized to approve level completion requests.

If you have this set up, BaseCamp messages will ONLY be distributed to the people on this list (not to the general forwarding list).

If no BaseCamp list is specified, BaseCamp messages will be forwarded to the general list.

Author: David F. Carr

Contact me at 954-757-5827 or david@wp4toastmasters.com