How It Works

Streamline Your Club’s Scheduling in Minutes

The Club Schedule takes the headache out of meeting role assignments. Our intelligent automation handles the complexity while keeping you in full control.

How The Club Schedule Works

1. Set Up Your Club Profile (One Time)

Getting started is quick and painless:

  • Club Information – Add your club name, meeting location, and contact details
  • Meeting Configuration – Set your meeting frequency (weekly, bi-weekly, monthly, or custom dates) and timezone
  • Role Customization – Configure roles specific to your club. Whether you follow standard Toastmasters roles or have your own unique structure, the system adapts to you
  • Role Prerequisites – Define member progression paths. For example: “Must complete 2 speeches before evaluating” or “Must serve as Evaluator 3 times before becoming General Evaluator”
  • Major Role Restrictions – Prevent member burnout by setting minimum gaps between major roles (Toastmaster, General Evaluator, Table Topics Master)

2. Members Manage Their Availability

Your members stay in control with simple self-service tools:

  • Mark Absences – Members log in to mark dates they’ll be unavailable
  • View Upcoming Assignments – See all upcoming roles in one clean schedule grid
  • Accept or Decline – One-click acceptance or rejection of assigned roles
  • Claim Open Roles – When someone declines a role, any qualified member can claim it
  • Update Contact Info – Members keep their own contact information current

Color-coded status makes everything crystal clear: Green = confirmed, Red = declined, White = pending response.

3. Smart Automated Role Assignment

This is where The Club Schedule truly shines. Our sophisticated algorithm handles role assignments intelligently:

Fair Rotation System:

  • Prioritizes members who’ve never done a specific role
  • Among qualified members, assigns to whoever did the role longest ago
  • Tracks role history separately for each position

Experience-Based Pairing:

  • New speakers present first (less pressure, easier audience)
  • Experienced evaluators evaluate new speakers (supportive feedback)
  • Total speech count determines speaking order

Built-In Safeguards:

  • Only assigns available members (checks absence records)
  • Verifies role qualifications and prerequisites
  • Enforces one role per meeting (except Hot Seat)
  • Respects major role gap restrictions
  • Prevents double-booking within the same schedule

Priority Assignment Order: The system assigns in logical sequence to prevent conflicts:

  1. Speakers (foundation of your meeting)
  2. Toastmaster (needs to know who to introduce)
  3. Evaluators (matched to speakers by experience)
  4. General Evaluator
  5. Table Topics Master
  6. All remaining roles

4. Draft, Review, Publish

You maintain complete control over the final schedule:

Draft Mode:

  • Auto-assignment creates your initial schedule
  • Review all assignments before publishing
  • Make manual adjustments as needed (real-world situations the algorithm can’t know)
  • Clear visibility into member availability and qualifications

Quick Reassignments:

  • Click any name to see replacement options
  • System shows qualified members first
  • Unqualified members marked with asterisk (you can still override)
  • Absent members shown in red at the bottom (for emergency situations)

Publish:

  • One click makes the schedule live
  • Automated email notifications sent to all assigned members
  • Members can immediately accept, decline, or view details

5. Automated Notifications

Stay connected without the manual work:

  • New Schedule Published – All members notified automatically
  • Role Acceptance/Rejection – VP Education and that week’s Toastmaster receive updates
  • Pre-Meeting Reminders – Configurable reminder emails (4, 3, 2, or 1 day before meeting)
  • Customizable Email Templates – Personalize your club’s communication style

6. Continuous Schedule Management
(Potential Features)

The Club Schedule works ahead so you don’t have to:

Automatic Schedule Extension:

  • System monitors your published schedule
  • Automatically creates new draft schedules when needed
  • Maintains your configured horizon (2, 4, or 6 meetings ahead)
  • Preserves existing assignments when extending schedules

Archive Management:

  • Administrators access the 12 most recent schedules
  • Historical data available for planning and reference
  • Clean interface focused on upcoming meetings

If you are interested in automated scheduling, please let us know.

Why Clubs Love The Club Schedule

For VP Education:

  • Reduces scheduling from hours to minutes
  • Eliminates the juggling act of balancing roles
  • Draft mode lets you perfect before publishing
  • Manual override capability for special circumstances

For Members:

  • Clear visibility of upcoming roles
  • Self-service absence management
  • No more “forgot to check my email” excuses
  • Fair rotation ensures everyone participates

For Club Presidents:

  • Confidence in fair, balanced role distribution
  • Reduced scheduling conflicts and last-minute scrambles
  • More time focusing on club growth and member development
  • Professional schedule communication

Real Intelligence, Real Results

Unlike simple rotation systems, The Club Schedule understands Toastmasters dynamics:

  • Matches speaker experience with evaluator expertise
  • Prevents new members from being overwhelmed
  • Balances major role assignments across your membership
  • Adapts to your club’s unique progression requirements
  • Respects individual availability and constraints

Getting Started is Easy

  1. Sign Up – Create your club account
  2. Configure – Set up roles and preferences (15 minutes)
  3. Add Members – Import your roster
  4. Generate – Create your first schedule with one click
  5. Publish – Review, adjust if needed, and go live

Try The Club Schedule Today – Your VP Education will thank you.

Frequently Asked Questions

Members can decline roles anytime, and any qualified member can claim the open slot. Administrators can also reassign roles manually.

Absolutely! Configure any roles your club uses. The system is completely customizable to your organization.

Draft mode lets you review and adjust all assignments before publishing. The automation handles 90% of the work, you perfect the final 10%.

Fair rotation tracking ensures each role is distributed based on who did it longest ago. New members get priority for roles they’ve never done. Major role restrictions prevent burnout.

Currently, members decline and others claim. Direct swapping is on our enhancement roadmap.

We integrate with professional email services (SMTP2Go) to ensure reliable notification delivery. (On our internal roadmap is the ability to allow clubs to use their own email service.)

Ready to Simplify Your Schedule? Join Today.