Toastmost users can take advantage of a few email functions meant to assist with notification emails from Toastmasters.org.
You can have an automated bot respond to those “New prospective member for your club” emails sent when someone fills out a form on your club’s “Find a Club” page, letting people know the essential details about your club. You can also set up a forwarding list specifically for BaseCamp notifications and a general forwarding list for all other notifications.
These functions are only available on Toastmost.org so far but may be added to the open source software distribution in the future.
Setup is through this screen under TM Administration.
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.
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.
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.