FreeToastHost v2.0 Club Website Management Training

Transcription

1 Different Perspectives of Club Website and Features Available for Each Perspective Guest o Why should clubs have a website? o Overview of access permissions o Member profiles o Accessing / using club addresses o Accessing member directory o Meeting agenda report capabilities (role report, sign-up sheet) Member o Agenda features Club Officer o Creating / editing / ing meeting agendas o Creating / using default agendas (speech contests, etc.) o Club Dues renewal Website Administrator o Adding new member / sending welcome o Meeting agenda default settings o Default webpages o Custom webpages (pending time / audience interest) o Adding graphics / updating home page (pending time / audience interest) 1 P a g e

2 GUEST VIEW Why should clubs have a website? Anyone can view the Main Menu links Advertise your club to the community o Membership recruitment o Location information on your home page so guests, potential members, and Toastmasters can find your club! o Promote upcoming events o Menu paths: Admin Console -> Club website settings -> Main Content (home page) Admin Console -> Default Website Pages / Forms -> Google Map Iframe (interactive Google map available on Meeting Information / Directions page) 2 P a g e

3 GUEST VIEW (Cont d) Provide up to three points of contact for guests to speak to before attend o Some people need reassurance and want to know more about Toastmasters Discuss the program (e.g., mentor for members, supportive evaluations, etc.) o Guests appreciate the personal contact before attending o Menu path: Admin Console -> Default Website Pages / Forms -> Club contacts for the Contact Us Form Meeting agenda so members can sign up for roles, post speech intros, track progress o Create default meeting agenda so easier to create weekly meeting agendas o Establish global settings for agendas Include member photos on agenda Include role descriptions on the printed meeting agenda 12 or 24 hour format Include notes on ed meeting agenda Include role times on meeting agendas Create a meeting description similar to header on word document (great place for club mission, reminders, etc.) Menu path: Admin Console -> Meeting Agenda Settings -> Meeting Agenda Global Settings 3 P a g e

4 GUEST VIEW (Cont d) o Create default meeting agendas meeting start time and default agendas club uses through the year so there is no need to recreate agendas (e.g., weekly meetings, speech contests) Menu path: Admin Console -> Meeting Agenda Settings -> Default Meeting Agenda 4 P a g e

5 GUEST VIEW (Cont d) Creative home pages o Ch ilan Member of the month questions o Greatland scenic pictures 5 P a g e

6 GUEST VIEW (Cont d) o Sweet s Pride, Tundra Talkers, UAF cold weather policy o Top of the World celebrates member accomplishments 6 P a g e

7 GUEST VIEW (Cont d) What should go on the default webpages / forms? o Club contacts (are these members willing to accept prospect calls in addition to s?). Phone numbers are public information if select This member will accept prospect phone calls. This option is available for all three contacts so if a member chooses to not have their phone number public then uncheck this box. o Mentor requests sent to VPE o Meeting Information / Directions public information Make it easy for prospective guests and visitors to find the club 7 P a g e

8 GUEST VIEW (Cont d) o Google map to meeting location Make it easy for prospective guests and visitors to find the club o Menu Path: Admin Console -> Default Website Pages / Forms What should go on the custom pages? These pages can be private (member only) or public (general public) o Add links as a custom page (e.g., YACT website ( etc. Click "launch admin console" Select "Custom Website Pages" Top option should be "Create New Page" Enter the web link in the box titled "Your Web Page Content / or Link URL" (for the YACT website use Enter the description you would like to see on the left hand side of the screen in the field titled "Web Page Title / or Link Title" (for example: Yukon Alaska Council of Toastmasters) Scroll down to the bottom and select "Members Only (private)" or "Public Access" (default is public access) Click "Save" Click "Close" 8 P a g e

9 GUEST VIEW (Cont d) o Examples of what YACT clubs have open to the public: Vision, Mission, and Core values of club (Chugach Power Talkers) Guest Speakers (Alaska USA) 9 P a g e

10 GUEST VIEW (Cont d) Word of the Day / Week (Alaska USA and Top of the World) Open House Information (Dimond Talkers) Officer Contact Info (FNSB) YACT Conference Info (FNSB) 10 P a g e

11 ACCESS PERMISSIONS Guest: - Main Menu o Club home page o Meeting information / directions page Data exactly as entered in Admin Console -> Default Website Pages / Forms -> Meeting Information Directions Interactive Google map entered in Admin Console -> Default Website Pages / Forms -> Google Map Iframe o Contact Us electronic form to enter name, address, and message Once guest presses Submit an is sent to the club contacts entered in in Admin Console -> Default Website Pages / Forms -> Club Contacts for the Contact Us Form Electronic form guests see includes the phone numbers for the three club contacts, if the This member will accept prospect phone calls is checked o Meet Our Members Club members who make their profile public Excellent tool for members to share their story and guests to get a feel for the club s culture and the benefits of Toastmasters o Public Downloads (beneficial information for the public) Features, Benefits, and Value chart (titled Benefits of Toastmasters) Digital brochures Additional documents the club chooses to make public (e.g., membership application) o Access to free resources on Toastmasters International website: The Toastmaster magazine Toastmasters podcast Q&A Time-tested Communication Tips on Video o Additional webpages and links the club makes accessible to the public, such as: Word of the Day Open House Information Links to external sites (e.g., Yukon Alaska Council of Toastmasters) 11 P a g e

12 ACCESS PERMISSIONS (Cont d) Member (Public access plus the following): o Meeting Agendas View meeting agendas, sign up for roles, indicate absence in notes field o Mentor/Mentee Request Form (routes to the club s VP Education) o Club Addresses -- generic address club members can use to send a message to (NOTE: except for contacts and web administrator the address of the sender needs to be entered in the member directory): All current members All current club officers (as identified in Admin Console -> Member Management -> Assign Officer, Guest, Former Member Status) Individual club officer (sends to address of current club officer identified in Admin Console -> Member Management) Guests Former Members Contacts (three members identified as club contacts) Web administrator o Private member directory - all members of the club, their address, and contact numbers o Member downloads o Any webpages developed for members only, such as Moments of Truth results o FreeToastHost (Club Website) Support (website) Extended Access: Public and member access, plus the following: o President: Can edit weekly meeting agenda, including prior meeting agendas o Vice President Education: Full administrative control over every agenda, which includes creating new agenda and deleting or editing current ones o Treasurer: The Club Dues Management feature is available via the Members Only section; titled Treasurer Function Dues Tailor and send out dues notices Track membership payments received As payments received notices can be sent out to members whom have yet to pay their dues o Any officer: alias for all officer roles use for PR materials, etc. so the materials can be used beyond the current Toastmasters year (messages route to address of the member holding office at the time the message is sent) All officers are part of the entire "officers" mailing list Can edit and view member notes in the member directory 12 P a g e

13 o Toastmaster of the Meeting: Extended access for the agenda they are signed up as Toastmaster. He or she can edit roles, see/enter speech and speaker info, and assign member meeting roles Webmaster: All of the above, including: o Member profiles, including edit permissions for the following fields: Name members only access Telephone number members only access Social media URLs Biography (100 or fewer words) Picture o Public why create a profile and make it public Face to the name when a guest attends a meeting Club diverse background excellent marketing tool Personal stories good recruitment tool o Private club officer notes Good location to track member goals, manuals members are working on, progress in manuals Accessing / using club addresses o Group to club members need to have your address as either the primary or secondary address in your profile to use this feature o Group officer alias sends to all club officers o alias for each club officer which directs to their primary or secondary address o Guest distribution any officer can send an to those designated as guests o Former member distribution - any officer can send an to former members Invite to special club functions (club anniversary, etc.) o Web administrator alias anyone can send to this address Accessing private member directory member only access o and phone number of members o Club officer notes Meeting agenda report capabilities (role report, sign-up sheet) 13 P a g e

14 MEMBER: Agenda features o Sign up for meeting roles Click Sign Up To remove self from a meeting role, click the [X] next to your name o Select speech project and click Update Speech Details o Enter your speech introduction for the Toastmaster to print o agenda to all members after it has been updated o Print meeting agenda eliminates the need to develop a meeting agenda in a Word document, etc. o Role Report Can run for the current TM year, all roles since the club s initial meeting when the club website was setup, or enter date parameters 14 P a g e

15 MEMBER (Cont d): Role report summary of what roles filled and number of times filled in past and signed up in future Member speech report excellent tool for filling out an educational award and for the VP Education to track member progress; also retains all aspects of a member s speech introduction entered on a meeting agenda Member role report Date and meeting role filled; can use for assigning 15 P a g e

16 MEMBER (Cont d): meeting roles o Meeting sign-up sheet next five weeks of meetings. The VP Education or any member can print and bring to meeting for members to review and indicate which roles they would like to sign up for 16 P a g e

17 CLUB OFFICER: Creating / editing / ing meeting agendas o VP Education Delete, add, and edit agendas o Create Select meeting date Select default agenda Once select default agenda uses default start time from Admin Console -> Meeting Agenda Settings Tailor meeting description great place for the club s mission, announcements (e.g., new location, special event, etc.) 17 P a g e

18 CLUB OFFICER: o Edit Change duration of meeting roles Move meeting roles around Click the pencil, click on the meeting role, then use your computer mouse to drag and drop meeting roles Delete a meeting role Assign meeting roles to members Add new roles determine if it is a speech, role members can sign up for, or role appears on meeting agenda o Delete Receive a warning message before delete Creating / using default agendas (speech contests, etc.) o Can use a previous meeting to create new agenda o Save agendas as a template for future use (Regular meeting agenda, click Save this agenda as a default agenda ) Weekly meeting Speech contests Backwards meeting Club Dues renewal o Treasurer available on Members only menu (Admin Console > Dues Management) Club Dues information: (1) Treasurer name; (2) Last day to turn in dues; (3) Whom to mail dues check to and address; (4) Amount of dues owed; (5) Whom members can hand checks to 18 P a g e

19 Customize message as applicable Save message Track member payments and method Send reminders to members whom have not paid dues 19 P a g e

20 WEBSITE ADMINSTRATOR: Adding new member / sending welcome Admin Console -> Member Management o Enter in the new member s name [space] their address [space] their phone number o Click Save Anyone added is automatically designated as a member o Can assign additional roles to members such as guest, former method, or club officer o Scroll down to bottom, select the name of the member to send a welcome message to, then click Save Meeting agenda default settings Admin Console-> Meeting Agenda Settings o Global settings Member photos in meeting agenda Roles descriptions on agenda Meeting notes on electronic agendas Meeting notes on printed agendas Role times on the printed agendas Meeting Description can add TI logo and club mission statement (great reminder for members and information for guests) o Default meeting agenda Select which agenda you want as a default when creating new agendas Default meeting start time Layout the club s standard meeting agenda; saves time creating weekly meeting agendas Customize what roles are a speech, a role someone can sign up for, or shows up on a printed agenda Default webpages Admin Console -> Default Website Pages / Forms Custom webpages Admin Console -> Custom webpages Adding graphics / updating home page (pending time / audience interest) Admin Console -> Club Website Settings 20 P a g e