Stop Scheduling Drama Before It Starts
The Club Schedule assigns roles to whoever’s waited longest. Not rotation. Not random. Actually fair—and you can prove it.
You know this meeting
“Why does John always get Speaker?”
Because your VPE is juggling 30 members, 12 roles, and 52 weeks of history in their head. Something’s going to slip.
“I was supposed to be Toastmaster”
Spreadsheets don’t send reminders. They don’t track confirmations. And they definitely don’t know Sarah marked herself absent for the holidays.
“Who’s even available?”
Vacation, work travel, personal conflicts—tracking availability across your whole club is a second job. For free.
Fair scheduling you can see. And prove.
Every assignment has a reason. The Club Schedule tracks how long each member has waited for each role—down to the day. The member who’s waited longest gets the assignment. Not “next in rotation.” Not whoever the VPE remembers. The actual fairest choice.
When someone asks “why did John get Speaker again?”—you’ll have an answer.
What Makes It Work
Longest-Gap Fairness
The algorithm assigns whoever’s waited longest for each role. We check your entire club history AND the schedule being generated. True fairness, not just rotation.
Major Role Protection
Toastmaster, General Evaluator, Table Topics Master—these spread across your whole club. Configure how many weeks between major roles. No more “usual suspects.”
Experience Mode
New speakers get priority for speaking slots AND experienced evaluators. Turn it on during new member season. Your newest members get mentorship-quality feedback automatically.
Smart Availability
Absence date ranges (not just single days), role opt-outs, and prerequisites. Mark “gone Dec 15 – Jan 3” once. The algorithm handles the rest.
One-Click Confirmations
Members tap a link in their email. Done. No login required. Dashboard updates instantly. You see who’s confirmed at a glance.
VPE Superpowers
Generate schedules in 2 minutes. Review before publishing. Override any assignment. Send targeted emails. The algorithm does the work—you make the decisions.
How It Works
1. Set Up Your Club
Import your roster via CSV. Configure your roles—add prerequisites, set major role gaps, mark who’s President-only. Takes about 15 minutes the first time.
2. Generate Schedules
Pick 2, 4, or 6 meetings. The algorithm fills every role based on availability, history, and fairness rules. Review the draft. Make any changes you want.
3. Publish & Confirm
Hit publish. Members get email notifications with one-click confirm/decline. Track who’s responded. Make adjustments up to meeting day.
New speakers deserve experienced evaluators.
When your club is growing, turn on Experience Mode. New members (by join date) get priority for speaking slots. Each speaker is paired with an evaluator scored by experience. And that pairing happens BEFORE Toastmaster is assigned—so your best mentors aren’t “used up” on leadership roles.
Turn it on during new member season. Turn it off when things stabilize. It’s one toggle.
Built for Real Clubs
For Small Clubs
Concurrent assignments when you’re short on members. Flexible role configurations. Works with as few as 8 active members.
For Growing Clubs
Prerequisites track who’s ready for leadership roles. Experience Mode pairs new speakers with seasoned evaluators. Major role gaps prevent the same 5 people running everything.
One account. All your clubs.
Belong to multiple clubs? Serve as an officer in one and a member in another? Switch between clubs from any page. See your assignments across all of them. Each club’s data stays completely separate. Officer features activate automatically when you hold officer roles.
One price. Everything included.
45-day free trial — Full access, no credit card required
Monthly: $12.50/month
Semi-Annual: $59 every 6 months (save 21%)
Yearly: $109/year (save 27%)
No per-member fees. No feature tiers. No surprises.
During a subscription lapse, you keep read-only access and can send 2 emails until service is restored.
Ready to stop scheduling drama?
Tired of spreadsheets? Tired of “why did they get that role?” Tired of doing it all from memory? The Club Schedule tracks your entire club history and makes the fair call every time. You just review and publish.