Toastmasters Europe - Continental Europe       
   
Toastmasters Europe - Continental Europe
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District 59 Belgium, France, Luxembourg, Netherlands, Monaco

District 95 Germany, Scandinavia

District 107 Andorra, Portugal and Spain

District 108 Estonia, Finland, Latvia, Lithuania and Poland

District 109 Austria, Bulgaria, Cyprus, Greece, Italy, Lichtenstein, FYR Macedonia, San Marino, Switzerland and Vatican City

District 110 Croatia, Czech Republic, Hungary, Rep. of Moldova, Romania, Slovakia and Ukraine

District U Undistricted Clubs in Europe


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Author malw  Date 22 Jan 16, 10:00  Views 3147
Description How to change the person assigned to each officer position in your club (or Area/Division/District)
Category Club Management  Type Information
Article scope
easy-Speak information

Changing the officers for your club.

This explanation applies to all levels of the Toastmaster organisation but, for the sake of clarity, I will say 'club' for the rest of this article.

If you are a club officer with system permission to change members' personal data you also have the system permission to change which member is assigned to each officer position.
(The system permission for each officer role is assigned in the club control panel. Please click here for further explanation: https://tmclub.eu/kb.php?mode=article&k=28 )

To change the person assigned to each job:
Log into the system and select your club (You could use the 'club search' or the directory to go there)

Select Club Data>Club Officers from the menu

If you do NOT have the system permission to make changes you will see a simple list of your club officers

If you have system permission to make changes you will see one of two screens:

'Summary Clubs'(i.e. clubs not using data management through this site)

      You will see a screen with the officer positions on the left, current incumbent in the middle and a space on the right to insert a new username.

 

      You are unlikely to know the username - so click on 'Find a user' just to the right of the position you want to fill, enter any part of their name or address and select them from the list.

 

    When you have filled all the positions that you want to change, press 'Submit changes' at the bottom of the screen.

If your new officer does not yet exist on the system, save the changes that you have already made and create a user account for them by clicking on the 'Add user' button at the bottom of the panel. They will automatically receive an e-mail giving them their username and password.
(We already have all current club officers and all past District Officers or Club Presidents/VPE).
Please be careful not to duplicate a person - it gets very confusing for everyone!
'Active' Clubs (i.e. clubs using the easy-Speak system on this site)

      You will see a screen with the officer positions on the left and current incumbent in the middle with a pull-down to select someone from your club membership list

 

    When you have filled all the positions that you want to change, press 'Submit changes' at the bottom of the screen.


Next Year's Officers During the period prior to the annual officer changeover you will see additional choices on this screen if you have system permissions to change officers.

      The year that you are working on is displayed in large letters at the top of the screen.

 

      You may select between changing the current year's and next year's officers by clicking on the link at the top left.

 

      If you are working on next year's officers you may use the additional button at the bottom left to move the year's officers into appropriate positions in the coming year. (For example, take the current President and save this as the Immediate Past President for next year)


These 'Move to' options are set in the Club Officers Control Panel

      Make the changes that you need

 

    Submit them


Whichever screen applies to your club:
By filling in the newly elected officers before 30 June, both the current and the incoming officers will have equal access to administering the system until around the start of the new Toastmasters year (July 1). At that time, the old TM year will be closed off and the incoming officers will become the new current officers.

Note that if you change the assignments so that you are no longer an officer with system permission to make changes - you will no longer be able to make changes!
So make all the changes that you need before you remove yourself from the list.
Also note that for the Area officers training in the spring/summer period, the list of potential attendees will show only the incoming officers. So, each club is encouraged to input their incoming officers as soon as elections are held in order to help with planning the officers training.

    
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