The new WordPress for Toastmasters import/export feature allows you to download a spreadsheet of data including member contact information and a summary of achievements within your club. The file downloads in the standard CSV file format, which you can open in Excel and other data management programs.
You can then make corrections and import the data back into the website, or you can use this as a way of transferring your data to another web server (for example, if you move from my toastmost.org service to your own web hosting).
The import feature here is similar to the one I recommend you use to import users into a new WordPress for Toastmasters site, using the member spreadsheet from Club Central on toastmasters.org.
If you are just getting started with your new website, you might start this way:
Import your members using the toastmasters.org spreadsheet.
Download the WordPress for Toastmasters data export. This will give you a spreadsheet that contains the member’s basic contact info and a series of blank columns in the rows representing other data, such as the number of Competent Communication speeches the member has given.
Update the spreadsheet, correcting data such as email addresses and phone numbers, and adding a basic set of information about how far the member has advanced in the Toastmasters program.
Import the spreadsheet into the website to update the member records.
This is intended as a way to “jump start” your website, after which you will start to benefit from the data gathered in the normal course of business as you organize your meetings.
Some of the latest updates to the software make it possible to plan the time required for different activities on your agenda and set a limit on the amount of time available for speech projects.
These features are optional. The choice of including times on your printable agenda is a setting you change on the administrator’s dashboard. When you turn it on, and additional Agenda Timing option appears on the menus. The Agenda Timing screen lets you change the time allowances for the whole agenda, and see how the time allocations add up, compared to the length of your meeting.
This is all new enough that you may want to consider it “beta” or experimental. Give me your feedback if you would like to see changes in how this works.
While I have created several tutorials on the custom features of WordPress for Toastmasters, often where club officers trying it out seem to get stuck is on the WordPress basics. This video shows how to customize your club home page and add other pages to your site, as well as blog posts, event posts, images, PDFs, and video.
This excerpt from a webinar on Jan. 20, 2016 (full replay here) shows how agenda items are represented in the WordPress editor and how to edit them – for example, to change the number of speaker and evaluator roles at a meeting. It starts out by showing the standard way you edit web pages and blog posts in WordPress before explaining how events meeting role signup works within the same framework.
Note: The process for setting up your standard meeting template is shown starting from the prompt at the top of the screen you would see on a new site. After initial setup, you would find all the event-oriented functions for setting up meetings or other calendar items located under RSVP Events on the administrator’s dashboard. That includes sub-menus for Event Templates and Agenda Setup.
The WordPress for Toastmasters software allows you to publish some content as “members only” content that can only be viewed by someone who is logged into WordPress as a member (a user with an account on the site).
This is not an ultra-high-security solution, but it is a convenient way of separating the marketing content you want everyone to see from the meeting minutes that are only of interest to members, as well as content not approved for wide distribution. For example, my home club, Club Awesome, regularly video records speeches for their educational value to the speakers. We only share those speech videos publicly (as part of our marketing) if the member gives permission — usually, after they’ve had a chance to see the video for themselves. Members only posts allow us to archive those videos on the blog, without unintentionally making anyone famous.
To designate a post as Members Only content, click the Members Only category in the WordPress editor.
The latest WordPress for Toastmasters software update changes what you will see on the Agenda Setup screen, taking advantage of the WordPress visual editor. This also means a better experience for anyone who uses the standard WordPress editor to update a meeting or meeting template.
In either mode, you will see placeholder images for the role signup slots and the notes to be placed on the agenda, like this:
You can reorder these images using drag-and-drop. Click on any image and hold the button down while dragging straight up or down.
Double-clicking on any of these placeholders opens a dialog box that allows you to change settings for the Role or Agenda Note.
Each of the roles you define will be displayed on the website, as a signup form for logged-in members, and on the printable agenda.
The Agenda Note placeholders are good for adding “stage directions” to the agenda. You can have these appear only on the agenda (the default), only on the web form, or in both contexts.
Two custom buttons within the editor allow you to add Toastmaster Role or Agenda Note fields to the form and agenda.
It is also possible to add text, images, and other content that is not contained within an Agenda Note placeholder. In that case, the content will be displayed in all contexts — on the form, on the printable agenda, and on the website. I can think of a few situations where that could be useful, for example to display a holiday image on the agenda. However, in general I would advise you to be careful not to clutter up the form.
Visual editor versus Text editor
The experience described above assumes you have the WordPress editor must be in Visual mode, rather than Text mode, as controlled by the tabs in the upper right hand corner of the editing area. Text mode displays any HTML code included in the content of a page, post, or event as code, rather than its visual equivalent. If you’re not comfortable working with code, keep the editor in Visual mode.
Most of the code you will see in a Toastmasters agenda template is not HTML but what WordPress calls “shortcodes” — placeholders for custom output generated by software, like the Toastmasters Role signup buttons displayed when a member has logged in. I only recently figured out a way of creating a visual representation for the Toastmasters role and agenda note placeholders (so non-techies who try to edit one of these documents will not be scared off by a bunch of cryptic code). Previously, anyone who clicked “Edit Event” rather than “Agenda Setup” would see a screen full of code loaded into the editor, in either Visual or Text modes.
For consistency, the Agenda Setup screen has been updated to also use the WordPress editor, rather than the custom user interface I was using previously. The advantage of the Agenda Setup screen is it’s a little more specific to Toastmasters.
One thing early WordPress for Toastmasters have been telling me for a while is that they want a better looking, more flexible layout for the printable agenda. I showed a mockup of the new sidebar layout to a few advisors about a month ago, and everyone agreed it would be an improvement. Now a working version is live on this site and also available in the open source version on WordPress.org.
Advantages of this format:
Gives you a space for ongoing reminders (like dues) or announcements of upcoming events (like Spring Conference)
Format is essentially the same whether you print directly from the web or download to Word.
You can change the sidebar message on a per-meeting basis or set a default message to be displayed for future events.
To get the new layout, you first have to activate it. You can do this on the Settings -> Toastmasters screen in your dashboard by changing Agenda Format from “plain” to “sidebar.” Or you can click a checkbox at the bottom of the Agenda Setup screen labeled “Enable agenda layout with sidebar.”
Once you have done that, you will see a text editor displayed at the bottom of the Agenda Setup form. Enter the content you want to be displayed.
You have a choice of whether to customize the text for a specific event only, for an event template, or on a global basis (will be used if not specified in either the specific event or the template). Here is an example of how it looks.
One of the questions I’m getting the most from the people getting started with WordPress for Toastmasters is, “How do I add another administrator?” WordPress provides a flexible system for assigning users different roles including editor and author as well as administrator. Here is how that works on the WordPress for Toastmasters site.
When you add a member, by default that person is given a user account at the “Subscriber” level, meaning they can access members-only features (such as signing up for roles at a meeting) but cannot add to or edit website content.
When a subscriber is logged in and accesses the WordPress Dashboard, they see a much simpler version than you would see as a site administrator. A subscriber can update his or her own profile (name, contact information, profile picture) and view performance reports as a sort of scoreboard for how different members are doing in their progress toward educational awards like CC and CL.
Subscriber is the most basic of the security levels built into WordPress. The others are:
Contributor: can submit blog posts for approval by an editor.
Author: can submit and publish blog posts but cannot edit pages or anyone else’s blog posts. If you have a good writer or photographer in your club, you might want to give them author rights.
Editor: can edit pages, posts, and events.
Administrator: can change the basic settings of the website, such as the theme (design) and optional software plugins that are enabled. Can add or edit user accounts.
I’ve added an additional role, Officer, which combines all the editor rights with the ability to add and edit user accounts (members).
Here is what the Dashboard looks like to an Officer:
After adding or importing your membership list, you can designate your officers on the Settings -> Toastmasters screen, and those individuals will automatically be assigned Officer security rights by default. (As an administrator, you have the power to promote or demote them as appropriate).
You may also want to manually designate members of the club who should have additional privileges as a contributor, author or editor. From the User listing, position your mouse under one of the names shown and click Edit.
Select the appropriate role from the drop-down list and save your changes.
When you first create a WordPress for Toastmasters site, you get a default signup form and agenda loosely based on the one used by my home club, Club Awesome — as if that were the Platonic ideal of how a Toastmasters club ought to organize itself. Hey, it works for us, but I’ve visited with enough other clubs to understand everyone takes the same basic elements and organizes them their own way.
To make your website your own, one of the first steps is to create an event template that defines how your own club operates at a typical meeting. Maybe instead of doing Table Topics near the beginning of the meeting, you prefer for that portion of the meeting to occur after the formal speeches but before the evaluations. You may want to add a role that is unique to your club or delete one that does not apply.
These are the directions on how to do that.
In addition to customizing the template, you can customize individual events to vary the format of a given meeting. This is the difference between the cookie and the cookie cutter — the template stamps out copies that are all the same, but you can still decorate each cookie (tweak the settings for a meeting) a little differently.
For example, if you are holding a contest at your regular meeting time, you will want to sign people up for contest roles. Or, if your VP of Education is giving a special presentation, you may have to cut back on the number of speeches and evaluations, or drop Table Topics.
Two Ways to Customize
There are two ways to customize the agenda and signup form, either by editing “shortcodes” (placeholders within the text of an event description) or by using a visual editor that saves you from futzing with this specialized coding language.
For example, these two definitions of an agenda item are equivalent.
[toastmaster role=”Speaker” count=”3″]
The visual Agenda Setup editor:
You don’t normally see code in the WordPress visual editor, but shortcodes are the exception, used to insert programmatically-generated content. However, I’ve provided an Agenda Setup editor that makes it easier for non-techies to add, delete, and rearrange items on the agenda.
Accessing the Agenda Setup Editor
The templates created for your site are listed on the WordPress administrator’s dashboard with links that allow you to open a template in the WordPress editor (where the shortcodes will be displayed) or in the Agenda Setup editor (easier for those of you who don’t like futzing with code).
There is also an Events Template option under RSVP Events that lists the existing templates and shows the default schedule along with projected dates. From this screen, you can apply a different template to an existing event — for example, to apply a contest template to a regular meeting.
You also can access the Agenda Setup editor from a button that appears on every event listing. This allows you to tweak the individual meeting, not the template. There is also an Agenda Setup option that appears on the black menu bar that appears at the top of the screen when you are logged into the website as an administrator, editor, or officer (regular members will not see this option).
Using the Agenda Setup editor
Each role on the agenda includes its own mini web form that allows you to change the label for that role, change the number of openings for that role that should be displayed (2 Speakers instead of 3), add an explanatory note about the role, or check the box that will remove that role from the agenda.
The Agenda Setup editor also allows you to add or edit blocks of text to be shown on the printed agenda, such as a reminder about club dues or the mission of the club.
In addition editing the options presented in these widgets, you can drag-and-drop blocks to rearrange them.
You can add more of these widgets using the buttons at the bottom of the form.
The buttons are:
Add Role – adds a blank role
Add Agenda Note – adds a blank note
Add Officers – generates a list of the club’s officers based on those in Settings -> Toastmasters
Add Theme/Words of the Day – adds an editable block of text that can be used to enter a meeting theme, words of the day, or other meeting-specific information.
Two-Column Agenda – an advanced option for formatting the agenda (explained below)
Fancy Agenda Formatting
This is an optional step. By default, you can print a basic but functional agenda straight from the website or download it into Microsoft Word and make it pretty.
The two-column agenda option below is something I added to allow one particular club to approximate the look of an Word agenda template it has been using, where some basic information about the club is displayed in a skinny left hand column (or “sidebar”) and the specific meeting agenda takes up the rest of the page.
When you click the two-column agenda button, three widgets will be added at the bottom of the screen. You place the first agenda layout widget at the beginning of the first column, the second at the beginning of the second column, and the third at the end. Check the “sidebar” button on the widget for either the first column or the second column, depending on whether you want the sidebar to be on the left or the right.
Here is the club’s existing agenda as a Word document:
And here is an approximation of that format that could be printed directly from the website (names are missing because no one has signed up yet):
Another way of using this, if the club prefers the agenda layout in Word, would be to copy and paste just the role signup information from the website into a Word document, leaving the boilerplate details unchanged.
Here is the documentation for the shortcode tags used to set up an agenda/signup form in code.
[toastmaster role=”Speaker” count=”3″]
This is the basic tag used to designate roles that should be available for signups on the online form, with role assignments also displayed on the agenda. The parameter role can be set to any value for custom roles. However, default roles like “Speaker” and “Topics Master” should not be altered if you want statistics for who has filled these roles to show up in the performance reports. The count parameter specifies the number of signup slots that should be displayed (if this parameter is omitted, the default of 1 is assumed.
[toastmaster role=”General Evaluator” agenda_note=”Leads the evaluation portion of the meeting”]
The agenda_note parameter allows you to insert an explanatory note.
[toastmaster role=”Ah Counter” indent=”1″]
Adding indent=”1″ causes this information to be indented in the agenda display.
[toastmaster role=”Contest Master” leader=”1″]
By default, the Toastmaster of the Day is assumed to be the meeting organizer. Adding leader=”1″ to another member role designates that person as the meeting leader.
[agenda_note]Additional text, typically displayed on the agenda only[/agenda_note]
Wrap this code around a block of content for the agenda. Be careful to match the opening code with the closing [/agenda_note] code.
[agenda_note officers=”1″]Additional text, typically displayed on the agenda only[/agenda_note]
The officers parameter appends a listing of officers to your note. (officers=”1″ turns on this feature). Other parameters include sep (example sep=” | “) to change the default separator between the officers on the list (comma, followed by a space) and label (example: label=”Executive Board”) to change the default label (“Officers”).
[agenda_note style=”width: 200px; float: right;”]Additional text, typically displayed on the agenda only[/agenda_note]
The style parameter allows you to specify custom formatting, using the web’s Cascading Style Sheets standard (intended for advanced users)
[agenda_note agenda_display=”both”]Additional text, typically displayed on the agenda only[/agenda_note]
Can be set to “both” (display on the signup form as well as the agenda) or “web” (display on the signup form, NOT the agenda) to change the default behavior of showing the content only on the agenda.
This works similarly to the parameter on agenda_note, except that it’s a separate tag. Displays a list of officers Optional parameters include sep (example sep=” | “) to change the default separator between the officers on the list (comma, followed by a space) and label (example: label=”Executive Board”) to change the default label (“Officers”).
Either of these will generate an editable text box for recording a note, often used for details like meeting theme or words of the day. This is an editable field on the form and is displayed on the agenda and to web visitors.
The agenda_layout tag can be used to format the agenda into two columns, typically a main column (two-thirds page width) and a narrower sidebar (one third). You actually need to use 3 of these tags – one at the beginning of column 1, one at the border between column 1 and column 2, and the third after column 2. The sidebar parameter can be used in either the first or second instance, depending on whether the left or the right column should be designated as the sidebar (if neither is, the columns will be equal width).
The visual editor adds the 3 user interface blocks at once, then lets you arrange them as desired.
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