Feature Roadmap

Toastmaster Edit Permissions

Researching

Overview

The Toastmaster of the Week will be granted limited editing permissions to manage role assignments for their specific meeting. This allows them to handle last-minute changes and fill gaps without requiring full administrator access.

Key Benefits

• Distributed Responsibility: Toastmasters can manage their own meetings
• Reduced Admin Burden: Club admins don’t need to handle every last-minute change
• Faster Updates: Changes can be made immediately by the person running the meeting
• Appropriate Access Control: Permissions limited to only their assigned meeting

Planned Implementation

• Grant edit access only to the member assigned as Toastmaster
• Restrict editing to their specific meeting only (cannot edit other meetings)
• Allow adding, removing, and replacing members in roles
• Implement permission validation to ensure proper access control
• Provide clear UI indication of Toastmaster editing capabilities
• Log all Toastmaster-initiated changes for audit trail

Example:
John is Toastmaster for the January 25 meeting. He can edit all role assignments for that meeting, but cannot modify any other meetings in the schedule.

Pathways Role Tracking

Researching

Overview

The Club Schedule automatically tracks meeting role completions required for Toastmasters Pathways advancement. Unlike other scheduling tools that require manual logging, our system captures role completion data as part of your normal meeting workflow. After each meeting, your VP of Education simply confirms attendance—and the system automatically updates each member’s progress toward their next Pathways level.

With the new Pathways enhancements requiring specific meeting roles at each level (1-5), tracking who has completed which roles is more important than ever. Our integrated tracking eliminates spreadsheets and guesswork, giving both members and leadership clear visibility into advancement readiness.

Key Features

Stop juggling spreadsheets to track member advancement. Our system automatically records meeting role completions and shows exactly who needs what to advance to their next Pathways level—with zero extra data entry.

• Automatic Role Completion Tracking – System records every meeting role and completion status as part of your normal workflow
• Pathways Level Progress Dashboard – Members see which roles they’ve completed and what they need for advancement
• Smart Assignment Priority – Algorithm prioritizes members who need specific roles for their current level
• Post-Meeting Confirmation – Quick attendance verification (defaults to “completed” for accepted roles—just click exceptions)
• Administrative Reports – Officers see “who’s ready to advance” and “who needs what” at a glance

Focus on member development, not spreadsheets. Our Pathways tracking handles the tedious part so VPs of Education can spend time mentoring instead of data entry.

Auto-Add Sender Name to Emails

Testing Feature

Overview

All emails sent through the “Email Club Members” feature will automatically include the sender’s full name at the bottom. This provides transparency and makes club communications more personal.

Key Benefits

• Transparency: Recipients know exactly who sent the message
• Personal Touch: Adds human element to automated system emails
• Accountability: Clear attribution for all club communications
• Saves Time: No need to manually type signature on every email

Planned Implementation

• Automatically append sender’s full name to email footer
• Apply to all emails sent through “Email Club Members” feature
• Format consistently with existing email template design
• Include sender’s role/position if applicable (President, VP Education, etc.)

Example:
An email sent by Sarah Johnson (Club President) would automatically include at the bottom:
“Sent by Sarah Johnson, President
Springfield Toastmasters Club”

Updated Absence Tracking

In Development

Overview

Members who belong to multiple clubs can automatically generate alternating attendance patterns, eliminating the need to manually create dozens of absence entries. The system will calculate meeting dates for two clubs and create absence records for alternating weeks, making it effortless to manage participation across multiple clubs.

Key Benefits

• Massive Time Savings: Create 6 months of alternating absences in under 30 seconds (vs 10+ minutes manually)
• Reduced Errors: Automated pattern generation eliminates manual entry mistakes
• Flexible Management: Individual absences can still be edited or deleted after pattern creation
• Easy Extension: One-click pattern extension when approaching expiration
• Maintains Fairness: Assignment algorithm automatically respects alternating absences

Planned Implementation

• Simple UI toggle between single date range and alternating pattern
• Support for members in 2+ clubs selecting exactly two clubs for pattern
• Calculate meeting dates based on each club’s schedule (weekly, bi-weekly, monthly, custom)
• Generate 6 months of absences ahead with clear pattern identification
• Link all pattern absences with unique group identifier for easy tracking
• Show pattern expiration with “Extend Pattern” button when less than 1 month remains
• Preview first 4 weeks of pattern before generation
• Group display of alternating patterns with collapsible individual absence list
• Respect holidays and club-specific meeting schedules
• Handle edge cases: different club intervals, custom meeting dates, overlapping patterns

Volunteer Modes

Researching

Overview

Allow members to choose the roles they wish to fill in a meeting. This might be an ‘either/or’ setting, meaning you would have to choose one or the other. The amount of feedback we receive on this potential feature will directly impact its chances of being implemented.

Key Benefits

• Flexibility Clubs who don’t currently assign roles will be able to benefit from the platform.