Visitor Tracking

Track and Manage Club Visitors

Learn how to use the Visitor Tracking dashboard to follow up with people who express interest in your club through your club website’s contact form.

Before You Begin

• You must be a club officer with an active subscription
• Your club website must be set up and published (see Create a Free Website for Your Club)
• Visitors submit their information through the contact form on your website’s Visit Us page

How Visitors Enter the System

When someone visits your club’s website and fills out the “Let Us Know You’re Coming” form on the Visit Us page, the following happens:

1. The visitor enters their first name, last name, email, and optionally how they heard about your club
2. They click “Let Us Know You’re Visiting”
3. A new visitor record is created in your Visitor Tracking dashboard with the status New
4. Officers who have email notifications enabled receive an alert about the new submission

You do not need to enter visitors manually. They come in automatically from your website.

Accessing the Visitor Dashboard

1. Log in as a club officer
2. In the left sidebar, expand the Club Website section
3. Click Visitors

[Screenshot: Left sidebar navigation showing the Club Website section expanded with the Visitors link highlighted]

Understanding the Funnel Statistics

At the top of the Visitors page, you will see a row of numbers showing your visitor pipeline at a glance:

Metric	What It Shows
Total	All visitors who have ever submitted the form
New	Visitors who have not been contacted yet
Contacted	Visitors you have reached out to
Visited	Visitors who have attended a meeting
Joined	Visitors who became members
Lost	Visitors who are no longer interested or unreachable
Conversion	Percentage of visitors who joined (excludes N/A visitors from the calculation)

These numbers update automatically as you change visitor statuses.

[Screenshot: Funnel statistics bar showing Total, New, Contacted, Visited, Joined, Lost counts and Conversion percentage]

Visitor Pipeline Statuses

Each visitor has a status that tracks where they are in the process of potentially joining your club:

New

The visitor has submitted the contact form but no one has reached out yet. Visitors who have been waiting more than 3 days are highlighted with a yellow background and a “days waiting” badge to help you prioritize follow-up.

Contacted

An officer has reached out to the visitor (by email, phone, or other means). When you change a visitor to this status, the system automatically records the date and which officer made the change.

Visited

The visitor has attended a meeting. When you set this status, the system records the visit date.

Joined

The visitor has become a member of your club. When you set this status, the system records the join date.

Lost

The visitor is no longer interested, unreachable, or otherwise will not be joining. Use this for visitors who stopped responding or explicitly said they are not interested.

N/A (Not Applicable)

For submissions that are not real visitors — spam, duplicate entries, or people who submitted by mistake. N/A visitors are hidden from the default list view and excluded from your conversion rate calculation.

Managing Visitors

Changing a Visitor’s Status

1. Find the visitor in the list
2. Use the status dropdown in the Status column
3. Select the new status
4. The change saves automatically (no need to click a save button)

The row will briefly flash green to confirm the change was saved.

[Screenshot: Visitor list showing the status dropdown expanded on a visitor row]

Adding Notes

Keep track of conversations, follow-up plans, or other details about each visitor:

1. Click the notes button (sticky note icon) in the Actions column next to any visitor
2. A notes area expands below the visitor’s row
3. Type your notes in the text area
4. Click Save

Notes are visible only to officers — visitors cannot see them.

If the visitor has been contacted, you will also see the contact date and which officer made the contact below the notes area.

[Screenshot: Expanded notes row showing the text area, Save button, and contact date information]

Filtering by Status

To see only visitors with a specific status:

1. Use the filter buttons near the top of the page
2. Click any status button (All, New, Contacted, Visited, Joined, Lost, N/A) to filter the list
3. Click All to return to the full list

By default, the list shows all visitors except those marked as N/A. You can see N/A visitors by clicking the N/A filter button.

[Screenshot: Filter bar showing the status filter buttons with “New” selected]

Inviting a Visitor to Join Your Club

When a visitor is ready to join, you can send them a club invitation directly from the Visitor Tracking page:

1. Click the invite button (person-plus icon) in the Actions column
2. You will be taken to the member invitation page with the visitor’s name and email pre-filled
3. Review the information and click Send Invitation

This saves you from retyping the visitor’s details. The visitor will receive an invitation email with a link to create their account and join your club.

See Inviting New Members for more details on the invitation process.

[Screenshot: Visitor list highlighting the invite button icon in the Actions column]

Email Notifications for New Visitors

Each officer can individually choose whether to receive an email alert when a new visitor submits the contact form.

Enabling or Disabling Notifications

1. Go to the Visitors page
2. In the top-right corner of the header, find the “Email me on new submissions” checkbox
3. Check the box to receive notifications, or uncheck it to stop receiving them
4. The change saves automatically

What the notification email includes:

• Visitor’s name
• Visitor’s email address
• How they heard about the club (if they provided this)
• A reminder to manage visitors in The Club Schedule

Notifications are sent only to officers who have this setting enabled. By default, this setting is off for new officers.

[Screenshot: Visitor page header showing the “Email me on new submissions” checkbox in the top-right area]

Understanding the Visitor List

The visitor list displays the following information for each visitor:

Column	What It Shows
Name	First and last name. If the visitor is New and has been waiting more than 3 days, a red “X days waiting” badge appears below their name
Email	Clickable email link (opens your email client)
Source	How they heard about your club (if provided). Shows a dash if not provided
Status	Dropdown to change the visitor’s current pipeline status
Submitted	Date the visitor submitted the contact form
Actions	Invite button (send club invitation) and Notes button (view/edit notes)

The list is sorted with the most recent submissions at the top.

A Typical Visitor Workflow

Here is a common workflow for managing a visitor from first contact to membership:

1. Visitor submits the form — Status: New. You receive an email notification (if enabled).
2. Reach out within 1-3 days — Send them a welcome email or call them. Change status to Contacted.
3. They attend a meeting — After they visit, change status to Visited. Add notes about the visit.
4. They decide to join — Change status to Joined. Click the invite button to send them a club invitation.
5. Or they decide not to join — Change status to Lost if they are no longer interested.

The 3-day warning badge on New visitors helps you stay on top of follow-ups. Reaching out quickly makes a strong first impression.

Troubleshooting

I do not see the Visitors option in the sidebar

• This feature is available when the Club Website feature is enabled
• Your club website must be set up first (even if not yet published)
• The feature is currently available for Toastmasters clubs only

I am not receiving email notifications for new visitors

• Check that the “Email me on new submissions” checkbox is checked on the Visitors page
• Notifications are per-officer — each officer must enable it individually
• Check your spam or junk folder for emails from The Club Schedule
• Verify your email address is correct in your account settings

A visitor submitted the form but does not appear in my list

• The default view hides visitors with N/A status. Click All in the filter bar to see every visitor
• If the visitor still does not appear, the form submission may have been caught by spam protection. The contact form includes a honeypot field and rate limiting (5 submissions per hour per IP address) to prevent spam

I changed a visitor’s status but the page did not update

• The status change is saved via a background request. If the row did not flash green, try refreshing the page
• Check your internet connection
• If the issue persists, try changing the status again

I want to add a visitor manually (not from the website form)

• The Visitor Tracking system currently only accepts submissions from the website contact form
• You cannot add visitors manually through the interface

The conversion rate seems wrong

• The conversion rate is calculated as: Joined / (Total – N/A) x 100
• Visitors marked as N/A are excluded from the calculation
• Make sure spam entries and non-visitors are marked as N/A rather than Lost

Related Articles

• Create a Free Website for Your Club
• Set Up and Customize Your Club Website
• Inviting New Members
• Email Communication Tools