Learn how to respond to role assignments, claim available roles, and understand your assignment status.
Understanding Assignment Statuses
When you’re assigned to a role in an upcoming meeting, the assignment has one of these statuses:
- Pending – Waiting for your response (you need to confirm or decline)
- Accepted – You’ve confirmed the assignment
- Rejected – You’ve declined the assignment
- Not Applicable – The assignment doesn’t require a response
Responding to Assignments
From Your Dashboard
- Log in to The Club Schedule
- Look for the “Your Upcoming Assignments” section on your dashboard
- Find the assignment you want to respond to
- Click one of these buttons:
- Confirm – Accept the role assignment
- Reject – Decline the role assignment
[Screenshot: Dashboard showing upcoming assignments with Confirm and Reject buttons highlighted]
The assignment status will update immediately after you click.
From Email Notifications
When you receive an assignment notification email:
- Open the email from The Club Schedule
- Click either:
- Accept Assignment – Confirms the role
- Decline Assignment – Rejects the role
- The link will take you to the app and automatically update your status
[Screenshot: Email notification showing Accept/Decline buttons]
Claiming Available Roles
If your club has enabled role claiming, you can claim roles that other members have declined.
How to Claim a Role
- Go to the schedule page
- Look for roles marked as “Available” or “Declined”
- Click the Claim Role button next to the assignment
- Confirm that you want to claim the role
[Screenshot: Schedule view with “Claim Role” button highlighted]
Note
You can only claim roles if:
• Your club has enabled role claiming in settings
• The role has been declined by the original assignee
• You’re not marked as absent for that meeting
• You meet any prerequisites for the role
Role Claiming Restrictions
Some clubs may disable role claiming. If you don’t see a “Claim Role” button, this feature is not enabled for your club. Contact a club officer if you’d like to take an available role.
What Happens When You Decline a Role
When you decline a role assignment:
- The assignment status changes to “Rejected”
- Club officers are notified
- If role claiming is enabled, the role becomes available for other members to claim
- If your club uses the Speaker Signup Pool (Toastmasters only), a replacement may be automatically assigned from the pool
Viewing Your Assignment History
To see your past and upcoming assignments:
- Click View Schedule from your dashboard
- Scroll through the meetings to see your assignments
- Assignments show your role and status for each meeting
[Screenshot: Schedule view showing member’s assignments highlighted]
Tips
Tips
• Respond promptly – Club officers need time to find replacements if you decline
• Check email regularly – You’ll receive notifications when assigned to new roles
• Mark absences in advance – If you know you’ll be away, add an absence so you won’t be assigned roles during that time
• Communication matters – If you need to decline multiple assignments, consider talking to a club officer about adjusting your role preferences
Troubleshooting
I don’t see Confirm/Reject buttons
• The assignment may have already been responded to
• You may not be logged in as the correct user
• The assignment may have a “Not Applicable” status that doesn’t require a response
I clicked Confirm but want to change my mind
• Contact a club officer – they can update your assignment status on your behalf
• You cannot change an accepted assignment yourself once confirmed
I declined but no one else claimed the role
• If role claiming is enabled, the role will remain available until someone claims it or an officer assigns someone
• If role claiming is disabled, club officers may assign a replacement manually
Related Articles
- Creating an Absence
- Understanding Your Dashboard
- Officer Roles and Permissions (for officers managing assignments)