Club Settings Overview

Club Settings Overview

A complete guide to all configuration options in The Club Schedule and how they affect your club’s operation.

Last update: February 05, 2026

Accessing Club Settings

1. Log in as a club officer
2. Click Settings in the navigation menu
3. Or click Club Settings from your dashboard

You’ll see several categories of settings organized into sections.

[Screenshot: Club Settings menu showing all sections]

Club Profile Settings

Basic information about your club.

Club Name

• The name displayed throughout the application
• Shown on schedules, emails, and member dashboards
• Can be changed at any time

Club Type / Organization Type

• Set during initial registration (Toastmasters, Church, Rotary, etc.)
• Determines default roles and features available
• Contact support to change organization type

Timezone

• Controls how meeting times are displayed
• Important for email reminders and notifications
• US timezones only currently supported
• Change this if your club relocates

Club Slug

• The unique URL identifier for your club
• Used in public schedule links
• Example: theclubschedule.com/club/your-club-slug
• Cannot be changed after creation (contact support if needed)

[Screenshot: Club Profile settings section]

Schedule Settings

Control how schedules are created and managed.

Meeting Day

• Which day of the week your club meets
• Schedules automatically generate meetings on this day
• Common options: Monday through Sunday
• Change this if your meeting day changes

Meeting Interval

How often your club meets. Options:

• Weekly – Every week on the meeting day
• Bi-weekly – Every other week
• Monthly – Once per month (first, second, third, or fourth occurrence of the meeting day)

Affects schedule generation.

Meetings Per Schedule

• How many meetings to generate when creating a schedule
• Options: 2, 4, or 6 meetings
• Common setting: 6 meetings
• Adjust based on how far ahead you want to plan

Major Role Gap Weeks

• Minimum weeks required between major role assignments for the same member
• Prevents members from getting too many challenging roles too close together
• Typical settings: 2-4 weeks
• Set to 0 to disable gap restrictions (not recommended)

Prioritize New Speakers

Toastmasters clubs only

• When enabled, uses experience-based assignment for speaker roles
• Prioritizes members who have done fewer speeches
• Helps newer members build speaking experience
• Advanced feature – test carefully before enabling

[Screenshot: Schedule Settings section with all options]

Email Preferences

Configure how and when emails are sent to members.

Notify All Members When Schedule Published

• Enabled: All members receive an email when you publish a schedule
• Disabled: No automatic email on publish
• Recommended: Enabled (keeps members informed)
• You’ll still see a “send notification” option when publishing

Meeting Reminder Timing

• How many days before each meeting to send reminders
• Options: 1, 3, 5, 7, or 14 days
• Set to 0 to disable automatic reminders
• Most clubs use 3-7 days

Assignment Notification Preferences

Controls when members receive emails about assignments. Options:

• Immediate (when assigned)
• Daily digest
• Weekly digest

Currently: Immediate only (digest options coming soon)

[Screenshot: Email Preferences section]

Role Claiming Settings

Control whether members can claim declined roles.

Allow Role Claiming

• Enabled: Members can claim roles that others have declined
• Disabled: Only officers can reassign declined roles
• Common setting: Enabled (reduces admin workload)
• Members must still meet role eligibility requirements

Role Claiming Notifications

• Whether to notify officers when a role is claimed
• Helps officers stay aware of changes
• Recommended: Enabled

[Screenshot: Role Claiming settings]

Advanced Features

Additional capabilities for specific use cases.

Speaker Signup Pool

Toastmasters clubs only

• Allows members to register as backup speakers
• Automatically fills speaker slots when someone declines
• Modes:
  • Notify Only: Members are notified and can choose to accept
  • Auto-Assign: Members are automatically assigned and confirmed
• See Speaker Signup Pool Guide for details

Public Schedule Sharing

• Generates a public link to your club’s schedule
• Privacy-friendly version (no personal emails or phone numbers)
• Useful for posting on club websites
• Can be disabled for complete privacy

Import Role History

• One-time import of historical role data
• Useful when migrating from another system
• Helps the assignment algorithm make better decisions
• See Importing Role History guide

[Screenshot: Advanced Features section]

Meeting Types

Create different meeting configurations for special events

Modified Regular

This meeting type uses existing roles with customizes slot counts.

Special Event

This meeting type has custom roles for contests, awards nights, etc.

Assign different meeting types to specific dates during schedule creation.

Billing & Subscription Settings

Manage your club’s subscription and payment information.

Access by clicking Billing & Subscription in settings menu.

What you can do:

• View current plan and billing cycle
• Change subscription plans
• Update payment method
• View billing history
• Download invoices
• Cancel or reactivate subscription

See Subscription and Billing Guide for complete details.

Data & Privacy Settings

Control how member data is handled.

Data Sharing Consent

• Required for GDPR compliance
• Members consent to sharing their information within the club
• Managed per-member on their profile
• Officers can view consent status

Public Data Display

• Controls what appears on public schedule PDFs
• Options to hide phone numbers, emails
• Balances transparency with privacy

Data Export

• Download all your club’s data
• JSON format for technical use
• Useful for backups or migration
• Available even with lapsed subscription

[Screenshot: Data & Privacy section]

Common Settings Configurations

For New Clubs

Recommended initial settings:

• Meeting Day: Your actual meeting day
• Meeting Interval: Weekly (most common)
• Meetings Per Schedule: 6 meetings
• Major Role Gap: 3 weeks
• Notify on Publish: Enabled
• Allow Role Claiming: Enabled

For Established Clubs

Review these quarterly:

• Major role gap (adjust if members complain about frequency)
• Meetings per schedule (increase if you want more advance planning)
• Email preferences (based on member feedback)
• Role claiming (enable if you trust members to self-manage)

For Small Clubs (Under 10 Members)

Consider:

• Reduce major role gap to 2 weeks
• Enable concurrent assignments on some roles
• Keep meetings per schedule at 4 (less advance planning needed)
• Disable role prerequisites (not enough members for strict progression)

For Large Clubs (Over 30 Members)

Consider:

• Increase major role gap to 4+ weeks
• Keep role prerequisites strict (ensures quality)
• Increase meetings per schedule to 6
• Enable Speaker Signup Pool (if Toastmasters)

Tips for Managing Settings

Best Practices

Common Mistakes to Avoid

• Setting major role gap too high (no one gets major roles)
• Setting meetings per schedule too low (constant schedule creation)
• Disabling all email notifications (members miss assignments)
• Changing meeting day without planning transition
• Over-restricting role prerequisites

When to Adjust Settings

Increase major role gap if:

• Members complain about too many major roles
• Assignment quality is suffering
• You have plenty of members to rotate

Decrease major role gap if:

• Roles aren’t being filled
• Members want more opportunities
• You have a small membership

Change meeting interval if:

• Club formally changes meeting frequency
• Venue availability changes
• Member attendance patterns shift

Troubleshooting

I changed a setting but schedules look the same

• Settings only affect new schedule generation
• Existing published schedules are not modified
• Create a new draft schedule to see the changes

Members didn’t get email notifications

• Check if “Notify on publish” is enabled
• Verify members have valid email addresses
• Check spam/junk folders
• Review email quota (if subscription lapsed)

Role claiming isn’t working

• Verify “Allow role claiming” is enabled
• Check that the role was actually declined (not just pending)
• Ensure member meets role eligibility requirements
• Verify subscription is active

I can’t find a setting

• Check all sections in the Settings menu
• Some features may be organization-specific
• Contact support if a documented feature isn’t visible

Related Articles

• Creating and Publishing Schedules
• Configuring Club Roles
• Managing Holidays
• Email Communication Tools
• Subscription and Billing Guide
• Officer Roles and Permissions