Configuring Automated Role Reminder Emails

Here is how you can set the software to send reminder emails like this —

Example of a reminder to the General Evaluator

— based on a message template that looks like this.

Reminder email templates

I covered the setup for this in a recent online meeting “office hours” session (replay below), and am sharing some additional documentation after the video.

 

The first step for setting this up is to turn the feature on in the Toastmasters settings screen. You can set up to two different reminder intervals, such as 2 days before and 2 hours before in the example below.

Turning on the automated reminder feature.

The setup for the reminder email templates is handled through the Notification Templates screen in RSVPMaker (the part of the software that handles event scheduling and registration). To make it easier for Toastmasters to find their way to this screen and others tucked away in different menus, I’ve provided a links from the Club Website Administration widget on the main dashboard.

Reminder templates link on the dashboard.

There are several default message templates you can customize.

Role Reminder – generic message template that is used if no more specific one has been supplied for the specific meeting role. Simply reminds the member of what they committed to doing on a given date, prompting them to let someone know if they will not be able to fulfill that duty.

Toastmaster of the Day Рsends the TOD a version of the agenda that shows assigned and unassigned roles with contact info for the members who have taken a role. At the end, it lists the members who have not been assigned a role with their contact information. The idea is to give the TOD a complete kit of info for confirming roles and recruiting people to fill open roles.

Speaker – reminds the speaker to provide a speech introduction and specify the speech project, if that info has not already been entered into the website.

Evaluator – lists the speakers, the other evaluators, and the general evaluator with contact info.

General Evaluator – same as above. Intended to help the general evaluator clarify which speakers are assigned to which evaluators and organize their portion of the meeting.

Norole – The message sent to everyone without an assignment, including the agenda and a link to the agenda page on the website where they can sign up to fill an open role. (This is only sent if specified on the Toastmasters settings screen).

You can customize all of these message templates and add additional ones for other roles off the standard list used by the software —

‘Ah Counter’,
‘Body Language Monitor’,
‘Grammarian’,
‘Humorist’,
‘Topics Master’,
‘Table Topics’,
‘Timer’,
‘Vote Counter’

— or custom roles for your club.

For example, the Online Presenters Toastmasters club I started has a reminder template for the Timer role with tips about how to perform it in a video conference environment.

The template codes or “shortcodes” for adding the date to the subject line or importing the meeting agenda are listed at the bottom of the Notification Templates page. There is also a link you can click to get a preview based on signups for an upcoming meeting.

The default templates are necessarily generic, but there is nothing to stop you from adding club-specific information like telling speakers who need to cancel that they should call your VP of Education, rather than just posting an update on the website.

I encourage you to make it serve your needs. As always, give me feedback with your ideas for making it better.

 

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