Managing Club Members

The Club Members section is your central hub for managing all member information within your Toastmasters club. You can add new members, edit existing profiles, import large rosters, and manage their activity status and role eligibility. This ensures your membership database is accurate and up-to-date, which is critical for generating fair and effective meeting schedules.

Main Member List Page

This page provides a complete overview of all your club members. You can reach this page by navigating to the left-hand sidebar and clicking on Club Members > Manage Members.

members-index

Key Features

  • Search Bar: Type an email, name, or phone number to quickly find a specific member.
  • Show Inactive Members: Check this box to display members who have been marked as inactive.
  • Add New Member Button: ADD NEW MEMBER button to create a new member profile.
  • Import Member Button: IMPORT MEMBER button to upload a roster in bulk via CSV file.
  • Member Table: The main table displays key information for each member:
    • Full Name: The member's first and last name. Officer titles are displayed below their name.
    • Email: The member's login username.
    • Phone: The member's contact number.
    • Member Since: The date they joined the club.
    • Last Login: When they last accessed the platform.
    • Active: A green checkmark indicates an active member; a red 'X' indicates an inactive member.
    • Actions: Three buttons for each member:
      • View : Opens the member's profile for viewing.
      • Edit : Opens the member's profile for editing.
      • Delete : Removes the member from the system.

Deletion Restriction

Club Administrator and Officer accounts cannot be deleted before they are removed from the Admin or Officer position. This prevents accidental deletion of critical leadership roles.

Adding a New Member

You have two options for adding members: you can either add them one by one using the provided 'Add New Member' form, or you can import multiple members at once from a CSV file.

Adding Member with Add New Member Form

To manually add a new member:

  1. From the member list page, Click the ADD NEW MEMBER button.

  2. Fill out the "Add New Member" form:

    members-add

    • Email Address: Enter the member's email. This will be their login username.
    • Password: Create a secure password for them.
    • First Name & Last Name: Enter their full name.
    • Address: Optional field for their physical address.
    • Phone: Optional field for their phone number.
    • Member Since: Enter the date they joined the club. This is required to determine their membership level and role eligibility.
    • Send login information?: Check this box if you want the system to automatically email the new member their username and password.
  3. Click the SUBMIT button to save the new member profile.

Importing Members in Bulk

For adding many members at once, use the import feature.

  1. Click the IMPORT MEMBER button.

  2. On the "Import Member Data" page:

    members-import

    • Download Template: Click the MEMBER ROSTER TEMPLATE (.CSV) button to download a pre-formatted CSV file.
    • Fill the Template: Open the file and enter your members' data into the columns: email, first_name, last_name, address, phone, registration_date.
    • Follow Guidelines:
      • File size must be under 30MB.
      • Each email must be unique.
      • Registration date must be in yyyy-mm-dd format.
      • Imported users will receive a temporary password.
    • Upload Your File: Click the green PICK A FILE (SUPPORTED FORMAT: .CSV) button to select your completed file.
    • Send Invitation Email?: Check this box to automatically email login instructions to all new members.
  3. Click the UPLOAD & IMPORT button.
  4. The system will process your file and add all new members to the database.

Editing a Member's Profile

To update an existing member's information:

  1. Find the member in the list and click the Edit button.

    members-edit

  2. The "Member Edit" form will open, pre-filled with their current details.

  3. Make your desired changes to any of the fields:

    • Email Address: Can be changed, but it is also their login ID.
    • Password: If you enter a new password, the system will prompt you to send the new credentials to the member via email.
    • First/Last Name, Address, Phone: Update as needed.
    • Member Since: Can be adjusted if the join date was entered incorrectly.
    • Active?: Toggle this checkbox to mark a member as active or inactive.
    • Excluded Roles: Use the dropdown to select roles that this member should not be assigned to (e.g., "Parliamentarian", "Grammarian"). This is useful for members with specific constraints or preferences.

  4. Click the SUBMIT button to save your changes.

Managing Member Status and Roles

  • Activating/Deactivating Members: Use the Active? checkbox on the Edit Member form. Inactive members will not be assigned roles in future schedules.
  • Excluding Roles: Use the Excluded Roles dropdown on the Edit Member form to prevent certain members from being assigned to specific roles. This is helpful for members who may have a conflict or preference.

Member Detail Profile

To access this view, navigate to Manage Members and click on the member's name or the View icon. This page is divided into several key sections that consolidate all data related to that specific person.

member-details

1. Basic Information

At the top of the page, you will find the member's basic information such as contact info and status

2. Role Assignment History

This section provides a chronological log of every role the member has performed.

3. Absence History

A dedicated panel showing all recorded absences, both past and future.

  • Planned Absence Log: View the dates the member was unavailable and the reasons provided (e.g., "Vacation" or "Work commitment").
  • Reliability Tracking: This helps the VP-Edu identify patterns. If a member frequently records last-minute absences, it may be time for a coaching moment regarding their progress.

4. Excluded Roles

List of roles to be avoided by the schedule generator for this specific member.

Exporting Member Data

You can also export your member data as PDF format. To do that, on member listing page, there are Save As PDF button under members list table. Click the button and you can save resulting pdf file to your computer.

Best Practices

  • Keep Profiles Updated: Regularly review and update member information, especially their email addresses and Member Since dates.
  • Use Imports for Large Clubs: For clubs with many members, the CSV import feature saves significant time compared to manual entry.
  • Leverage Excluded Roles: Use this feature to respect member preferences and avoid assigning roles that might cause discomfort or conflict.
  • Manage Activity Status: Deactivate members who have left the club to keep your roster clean and ensure they are not included in scheduling.