The Club Control Panel is only available to the system administrator for your club. The control panel allows the administrator to upload the club logo to be displayed on all screens and the printed agenda and also to set the various parameters used by the application.
You may access the Club Control features of the system by clicking on the hot-link 'Club Control Panel' at the bottom of all screens (just above the Toastmaster copyright notice).
Note that the link is only visible if you are logged in AND are authorised as system administrator for your club AND have your own club selected.
Much of the data are only relevant to 'active' clubs using the club management features of the site.
These fields are marked '*' in the following explanation and are only displayed for active clubs.
This maintenance screen is also used for other units in the Toastmaster hierarchy (eg District, Division or Area).
Fields which are not relevant for these units are marked '#' and are not displayed.
A full list of the various fields, with explanation where appropriate, follows:
General Club Settings
Club's Own Website - If you enter the URL for your club's own website here it will be used in the menu system at the top of all screens to give a link back to your site. No need to enter anything here if you use the website provided as part of your easy-Speak installation.
Social Media Links - Enter the full url here for any Social Media sites that you use.
Club admin e-mail address - This address is used as the 'from address' when sending a mail-shot to members and guests.
Club agenda e-mail address - This address is used as the 'from address' when sending meeting e-mail to members and guests.
These must be a real e-mail addresses and you should check for e-mail returned as un-deliverable and ask the member to correct the e-mail address in their profile.
I strongly suggest that this addresses be in the form 'email@example.com' and 'firstname.lastname@example.org' so that members recognise them and white-list them in their anti-spam filters.
Default Club language - At present English, English-US and German are the only available languages. French, Dutch and Latvian are in process.
The system has been designed to allow multiple languages to be supported and for each cub to designate a language. If you would like to add a language please contact MalcolmW by e-mail.
If you change the default language for your club here you will be asked on the confirmation screen if you also wish to change the language for all your club members.
Club Timezone - All meeting times and requested reply dates are displayed in 'local time'. This is calculated from GMT by adjusting for the club's timezone.
DO NOT change this to allow for Summer time. Set it once and leave it alone.
Default Meeting Location
This location is used in the data presented for your club and to locate your club on the 'find a club' map.
You may create another location (if your club moves for example) using the 'Locations edit' screen and then select the new location here if it will be your normal meeting place.
If you are an 'active' club this sets the location used automatically when you create a new meeting - but you may select another location when you create a meeting.
Club Date and Time Formats - Use the pull-downs to select the default date and time formats that will be used for your club.
This field presents a short club message at the top of printed agenda and at the top of all screens in some colour-schemes.
For units other than a club it is used to present a brief description of the geographic area - e.g.'Oxfordshire and Warwickshire' when a user hovers over District 71 Area 7.
Display Member Awards
Do you wish to display CC, CL etc against members' names?
Use Member Survey and Use Outstanding Toastmaster? *
Will your Club use these features or will they be hidden on all menu?
Description if the club shuts for Summer and Club Founded date #
Default membership sort sequence
You may specify whether your userlists and attendance will be sorted by First or Second name.
First Mentoring data available *
The system uses records of who performed each role at each meeting to present information to each member of their continuing development.
This information is also presented to a meeting manager so that they can easily see if a member has performed a role recently, or at all.
Enter the date here where you began to record actual meeting activity on the system.
Calculate User/Club statistics for nn months *
These fields set how far back to look when presenting user statistics (e.g. to a member's mentor) or club statistics about attendance and roles.
When starting the system you should set these to six or twelve months. The date entered in 'First Mentoring data available' will automatically be used if this is later than your request.
The statistics are visible to the member and their mentor by clicking on one of the dates on the agenda screen (this is a club optiona nd may be disabled). Statistics are also available on the role allocation screen by clicking on the member name or the role name.
Send e-mail to VP-M if a member refuses roles at nn meetings *
You may request that the system sends an e-mail to a club officer if seems that a member is loosing interest in your club. The club officer will then be in a position to contact them and offer encouragement. The e-mail will be sent if a member refuses a role and has not accepted a role or attended for this number of consecutive meetings.
The officer(s) that receive this e-mail have a 'Yes' for the field 'Send 'refusal' e-mail to this officer?' in the 'Club Officers' setup in the Club Control Panel.
Send e-mail when new speech request is entered *
When members enter a new speech request will this be advised to their Mentor, all club officers who may schedule speeches or both?
Default participation chart will look ahead nn meetings *
Some of the Club Charts can look ahead to future meetings to show planned roles and speeches.
This setting defines how many meetings in the future will be shown whan a user first opens the screen.
Charts visible to non-members *
If you enter a yes here the membership list and member charts will be visible to the general public (however, personal privacy preferences for the display of phone numbers and name etc are always honoured)
Userlist visible to non-members
If you enter a no here the user list and attendance list for meetings will only be visible to full members of the club.
However, any user must be logged in to access the userlist - even if you make it available to the public.
Show Photo Album to non-members
If you enter a yes here the photo album will be visible to the general public.
Start date for membership campaign chart and Show Membership Campaign Chart and Show New Visitors Chart *
You may use this feature to show which of the existing members introduced new members (and how many) as part of a new membership campaign. Further detail is available here:
Show Photo Gallery of Club Members gives choices about the display of club members' profile photographs in a portrait gallery.
When allocating speeches, show longest non-speaker first *
This chice defines whether the queue of speeches presented on the speech allocation screen will be sorted by oldest speech request first or longest time since the member last spoke.
Local Clubs (miles)
The list of local clubs will include at least five clubs, and any other clubs that are no further away than this. A zero will select all clubs on the system.
Display distances in
This setting defines the units used to display the distance to neighbouring clubs.
You may also use this to disable the display of local clubs.
Toastmaster International Information
These fields are used to print the semi-annual Club and Officer Information Form that is sent to Toastmaster International.
Logo Control Panel
The current club logo is shown. Use the 'browse' button to select a file from your PC to upload and use as the club logo in future. Note that the file must be a .png or .gif or .jpg and that their are maximum sizes for the logo.
A good size for your logo would be about 90 pixels high and no more than around 150 wide.
The logo is presented hard against the left and top of the screen - depending on design you may need to use a little blank border at the top and left of your logo to get the best presentation.
You should prepare your graphic with a transparent background so that the site colour scheme will show around it and behind it.
For your information, if you have a black-and-white logo and wish to modify this to match the site design, the blue/gey colour code used throughout the site is '006699'.
You should not need to change the settings in this section (and they will normally be hidden to you) except:
Subdomain for this club
Enter a short word that will identify your club website in easy-Speak
New user status: Existing users who are new to your club are added to your club's userlist automatically if they click on the 'thumbs up' on a meeting agenda. They will be given this status.
New user who has visited club: When you add an existing easy-Speak user to your club's userlist, or create a new user account for a visitor to add to your club's userlist, by clicking on the "new users" button on the meeting agenda screen, they will be given this status by default, unless you select another user status at the time of adding them.
Note that, the system is designed so that neither of these status may be a "full member" of the club, "able to take a role at a meeting" or "hidden" on the userlist.
So, if you want to let a visitor take a role or give a speech, please create and give them a temporary status of "guest speaker", for example, for one meeting only. After the meeting the VPE can change their status back to 'visitor' or 'mailing list'.
Automatic Role Allocation Settings
Meetings before first speech *
New members will not be allocated a speaking role automatically until they have attended this number of meetings.
Meetings before any role *
New members will not be allocated any role automatically until they have attended this number of meetings.
Meetings before major role *
New members will not be allocated a major role (defined in the meeting roles screen) automatically until they have attended this number of meetings.
Meetings before repeat same role *
If any role is repeated for a member more often than this a warning will be shown on the allocation screen.
Meetings before repeat major role *
If a member is assigned a major role sooner than this number of meetings after their last major role a warning will be shown on the allocation screen.
Show assignment audit trail after auto-allocation?
If you set this to yes you have the option to examine the logic used by the auto-allocation engine - which may be of interest if you have created a new meeting role and are unsure about the settings.
The Club normally meets on #
Select the day of the week that your club normally holds its meetings
In these weeks of each month #
Tick the weeks that your normally hold club meetings.
Narrative of when the club meets
For most clubs the description will be calculated automatically from data in the preceding lines.
If this will not be sufficient for your club (e.g. You meet lunchtime on the first and third Tuesday and have an additional evening meeting on the second Wednesday) you may enter a description here which will then be shown on the club data screen and printed on the agenda.
This description is ignored when creating a new meeting and you should only enter anything here if the information otherwise shown on the club data screen would be incorrect.
Print Meeting Days and Weeks on agenda *
A yes here will print the day and the weeks of each month that you usually meet at the top of each agenda.
Print District, Division & Area on agenda *
A yes here will print the Toastmaster International information at the top of your agenda.
Show a meeting theme on all agenda *
A yes here will prompt you to enter the theme each time you create a new meeting. If you enter a theme it will be shown on the agenda.
Show a meeting number on all agenda *
A yes here will cause the meeting number to be shown on the agenda. If you set this to 'No' the system will still keep track of meeting numbers but they will not be shown on the agenda.
Next meeting number *
When you create a new meeting it will be assigned this number (which will be increase automatically each time you create a new meeting)
Display Club Statistics *
This setting causes club statistics about on-time responses to be shown on the agenda screen and/or printed agenda.
Display Member Statistics *
This setting will cause summary member statistics about meeting attendance and on-time response to be shown on the mentor screen and/or the member information displayed from the allocation screen.
Show awards on agenda
This allows you to set whether members' educational awards in Toastmasters (e.g. CC, DTM etc) will be shown on the agenda screen, printed agenda or both.
Print next meeting information on agenda *
You may print summary or detailed information about the next meeting at the bottom of each agenda.
Show workbook assignments *
You may instruct the system to display the workbook assignment (e.g. 'Icebreaker') on the agenda screen, the printed agenda, or both.
Show Speech objectives with the assignments *
You may instruct the system to display a summary of the speech objectives on the agenda screen, the printed agenda, or both.
Send Speech detail to Evaluator *
You may instruct the system to send the speech detail and also the speech objectives to the Evaluator for each speech.
Send Speech detail to Mentor *
You may instruct the system to send the speech detail and also the speech objectives to the Mentor for the Speaker and Evaluator of each speech.
Toastmaster is always meeting manager? *
If there is a yes here the system will automatically change the Meeting Manager to be the member assigned as Toastmaster for the meeting.
Meeting manager may change theme and times? *
Select 'Yes' if you want the meeting manager to be able to change the meeting theme and the times and descriptions for each item in the agenda.
Meeting Manager assigns speeches *
Select 'Yes' if you want the meeting manager to be able to assign speeches for the meeting. (Normally this is 'No' and speech assignment is restricted to the VP-E or other Club Officers)
Print attendance list on agenda *
A yes here will cause the list of attendees to be printed at the bottom of the agenda, or you may choose to print the attendees list at the bottom of the detailed agenda only.
Print apologies list on agenda *
A yes here will cause the list of full members who cannot attend to be printed at the bottom of the agenda, or you may choose to print the list at the bottom of the detailed agenda only.
Print agenda using the format *
There are several alternative formats available for printing the agenda. Use the pull-down to select the version that best suits your club.
Examples of different formats are shown in the Knowledgebase.
Print this message on all agenda *
Text in this field will be printed on all agenda, after the venue and before the detail.
Note that you may also add text to a specific meeting, either when you create it or by using the 'edit' button from the agenda screen.
Unsubscribe link at bottom of meeting e-mail *
Sets whether the meeting e-mail will include an un-subscribe link.
A good anti-spam choice, but if a member clicks on it their status in the club will change to 'Past-member' and the system will consider them to be no longer eligible to speak or take a role at meetings. (Membership status may be changed by a club officer with the correct system permissions - they are also be able to see when and who last changed the status)
Request attendance confirmation by *
This is used to calculate the 'Please reply by' message at the bottom of meeting e-mail.
Meeting automatically visible *
Full detail of the agenda is only available to club members and visitors if you click on the 'Make agenda visible' button. However, it will automatically become visible to everyone this number of days/hours ahead of the meeting.
(Scheduled speeches are always visible and full detail is visible to administrators at all times. A member may always see a role that has been assigned to them)
Allow users to volunteer on-line *
This setting is used to calculate when members may volunteer on-line for some roles. Please refer to this Knowledgebase article for more detail https://easy-speak.org/kb.php?mode=article&k=6
Allow users to volunteer for more than one role *
This will not apply for the majority of clubs but, if yours is a very small club and you want your members to be able to volunteer on-line for more than one role you may permit that with these settings.
The number of days/hours that members may volunteer for a second role should be less than the setting for 'Allow users to volunteer on-line' so that everyone has a chance to volunteer for at least one role at the meeting.
There is NO VALIDATION that the volunteering makes sense - a new member may volunteer to be both Timekeeper and Evaluator at their second meeting and it's up to the VPE or Meeting Manager to manage that.
Prevent on-line user changes *
Users may not make further changes after this point (but an administrator may re-assign the role etc)
Notes for the web-master:
Status for this club - Set this to 'Active' when you are ready to use the full features to manage club meetings and membership list etc.
When changing from 'summary' to active for the first time you must specify a club as a source for meeting roles and agenda data. Pick one where the meeting structure most closely matches this club to reduce their implementation work.