Easy Online Meetings Role Signup Tool

Inspiration for this new tool came from Tricia Jervis, VP of Education at Club Awesome Toastmasters in Coral Springs, Florida. The idea was to recreate, in a club that has shifted to hybrid meetings, the experience of passing around a clipboard in the room to get members to sign up for roles, without the need to spend meeting time asking for volunteers. It allows online participants to sign up for a role (without the need to enter a password) by following a link shared in the online meeting chat.

Zoom chat to signup form

The WordPress for Toastmasters version is based on one she originally created using Google Forms but it has the advantage of being integrated with the signup records on the website. You’ll find links keyed to future meetings under the Signup Sheet menu on any week’s agenda.

Easy Online Meeting Signup menu item.

The person initiating this process does need to be logged in, but other members will not need to enter their password to use the form. The coded links will have an expiration time several hours in the future, but they are meant to be shared within the meeting chat not via email. We have other tools for sharing the agenda and signup opportunities by email, with one-click signup links included, using a similar method to let members bypass having to enter a password.

Here’s what the meeting organizer screen looks like.

Meeting organizer view

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