This feature is in BETA mode.
The Speaker Signup Pool lets members register their availability for speeches, so when a scheduled speaker declines, the slot gets filled quickly—often automatically.
What Problem Does This Solve?
When a scheduled speaker declines their assignment, VPEs face a scramble: Who’s available? Who has a speech ready? Who can I reach quickly? Meanwhile, eager speakers who have prepared speeches sometimes wait weeks for their turn in the normal rotation.
The Speaker Signup Pool connects these two situations. Members who want to speak sooner can register their availability. When a slot opens up, the system either fills it automatically or notifies the pool—no frantic texts required.
Benefits
- Faster Backfill — Open slots get filled in minutes instead of hours of phone calls and emails.
- Fair Rotation — Pool assignments still follow fairness rules—longest gap since last speech gets priority.
- Less VPE Work — The system handles notifications and assignments. You focus on running great meetings.
- Member Empowerment — Speakers with prepared speeches can proactively signal they’re ready to go.
How It Works
For Members
Join the Pool
Go to your Dashboard and look for the “Speaker Signup Pool” section. Click to join and choose your preference.
Choose Your Preference
Select either “Auto-assign and auto-confirm” or “Notify me (I’ll decide)” depending on your club’s mode.
Add Optional Notes
Let your VPE know details like “Speech #4 ready” or “Available for short-notice only.”
Wait for Opportunities
When a scheduled speaker declines, you’ll either be assigned automatically or notified based on your preference.
Member Preferences Explained
When a speaker slot opens, you’re automatically assigned AND confirmed if you’re the top eligible member. Your assignment status is immediately set to “accepted”—no action required on your part. This is the fastest way to get speaking opportunities and ensures the slot is filled instantly.
When a speaker slot opens, you’ll receive an email notification with a link to claim the slot. First pool member to claim it gets it. Good if your availability varies week to week. Note: This option is only available when your club uses Manual mode.
For Club Officers
Officers configure how the pool operates for their club:
| Club Mode | What Happens When Someone Declines | Member Options |
|---|---|---|
| Auto-Assign | System immediately assigns the top eligible pool member. No manual intervention needed. | Members can only join with “Auto-assign and auto-confirm” preference. |
| Manual | Declining speaker chooses from three options: auto-assign from pool, notify pool members, or find their own replacement. | Members can choose either preference. |
The Three Decline Options (Manual Mode)
When your club uses Manual mode, declining speakers see three choices:
Fairness & Priority
When multiple pool members are eligible, the system assigns based on speaking history:
Never Spoken
Members who have never completed a Speaker role at your club get highest priority.
Longest Gap
Among members who have spoken before, whoever has gone longest since their last completed speech gets priority.
Who Gets Skipped?
Pool members are automatically excluded from assignment or notification if they:
- Have an absence marked for the meeting date
- Are already assigned to any role in that meeting (not just Speaker)
- Are flagged as restricted (declined after being auto-assigned)
- Are inactive members
The 12-Hour Exclusive Window
When “Notify Pool Members” is selected, pool members get a 12-hour head start to claim the slot before it opens to everyone. This rewards members who proactively registered their availability.
Exception: If the meeting is less than 12 hours away, there’s no exclusive window—anyone can claim immediately to maximize the chance of filling the slot.
Important Rules
One Chance Policy
This prevents members from “window shopping” for preferred dates while blocking others. Only join the pool when you’re genuinely ready to speak on short notice.
Mode Change Protection
If your club switches from Manual mode to Auto-Assign mode, members who had selected “Notify me” will be automatically removed from the pool and notified by email. They can rejoin with the “Auto-assign and auto-confirm” preference.
Existing Assignments
If you’re already assigned to any role in a meeting—not just Speaker—you won’t be eligible for pool assignment to that meeting. This prevents cascading declines where someone gets reassigned and then has to decline their original role.
Enabling the Speaker Signup Pool
Club officers can enable this feature in Schedule Options:
Go to Schedule Options
Find Schedule Options in your club settings.
Enable Speaker Signup Pool
Toggle the feature on.
Choose Your Mode
Select Auto-Assign or Manual based on your club’s preference.
Save
Save your settings. Members will now see the Speaker Signup Pool section on their Dashboard.
Managing the Pool
Officers can manage the pool from Schedule Options by clicking “Manage Speaker Pool.” From there you can:
- View all pool members and their preferences
- See members who are restricted from joining
- Clear restrictions so members can rejoin
- Remove members from the pool
Frequently Asked Questions
Can I leave the pool after joining?
Yes, you can leave anytime from your Dashboard. If you leave and want to rejoin later, you can—unless you previously declined an auto-assignment.
Does this replace the normal rotation?
No. The pool only activates when someone declines. Regular schedule creation still uses the standard fairness algorithm. The pool is specifically for backfilling declined slots.
What if no one in the pool is available?
If the pool is empty or no members are eligible, you’ll see a message explaining the situation. The slot shows as declined and can be claimed by anyone (if your club allows role claiming), or your VPE can manually assign someone.
Does this work with Volunteer Signup Mode?
No. The Speaker Signup Pool is only available for clubs using Algorithm Mode. In Volunteer Signup Mode, members already self-select their roles.
Can officers see who’s in the pool?
Yes. Officers can view all pool members, their preferences, and any notes from the “Manage Speaker Pool” page. Officers can also remove members from the pool or clear restrictions.
What if I’m already assigned to another role that meeting?
You’ll be skipped for that meeting’s speaker slot. This prevents situations where you’d need to decline your original role, creating another vacancy.
What notifications are sent?
When auto-assigned: The newly assigned member receives a notification confirming their assignment. When notifying pool: All eligible pool members receive an email with a claim link. Your VPE and Toastmaster are also notified of the change per your club’s notification settings.
Why can’t I choose “Notify me” when joining?
Your club is using Auto-Assign mode, which requires all pool members to accept automatic assignment. This ensures slots get filled immediately when speakers decline. If you’d prefer the notification option, ask your VPE about switching the club to Manual mode.
Summary
The Speaker Signup Pool creates a win-win: eager speakers get more opportunities, and clubs fill open slots faster with less manual coordination. Whether your club prefers fully automatic assignments or wants flexibility per situation, the pool adapts to your needs.