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Mailing Lists

Documentation in progress

This page is being expanded with detailed instructions. Check back soon for complete content!

Overview

Generate contact lists for communicating with clubs, officers, and members across your district.

How to Access

  1. Navigate to District > Mailing Lists or Communications
  2. Select list type
  3. Configure and generate

Available Lists

Club Officer Lists

Generate lists of club officers:

  • All club officers
  • Specific roles (all VPEs, all Presidents, etc.)
  • By division/area
  • By club status

District Officer Lists

Contact district team:

  • All district officers
  • Division Directors
  • Area Directors
  • Specific positions

Club Contact Lists

Reach clubs:

  • Primary club contact
  • Officer team
  • All members (if available)

Generating Lists

Step 1: Select Type

Choose the list type:

  • Officer by role
  • Officers by geography
  • Club contacts
  • Custom criteria

Step 2: Apply Filters

Refine the list:

  • Division/Area
  • Club status (active, provisional, etc.)
  • Officer status (trained, not trained)

Step 3: Select Format

Choose output format:

  • Email addresses only
  • Full contact details
  • CSV download
  • Direct email integration

Step 4: Generate

Create the list:

  1. Review criteria
  2. Click Generate
  3. Review results
  4. Download or use directly

Using Lists

Email Integration

If supported:

  • Send directly from ToastHost
  • Use with your email client
  • Bulk email services

Export Options

Download for use elsewhere:

  • CSV for spreadsheets
  • Email format for mail merge
  • PDF for reference

Privacy Considerations

Data Protection

Respect member privacy:

  • Use for legitimate Toastmasters purposes
  • Don't share externally
  • Follow data protection regulations (GDPR)

Ensure communications are:

  • Relevant to recipients
  • Not excessive in frequency
  • Easy to unsubscribe from

Tips

  • Verify list accuracy before sending
  • Use appropriate subject lines
  • Include unsubscribe options
  • Keep communications professional
  • Test with small group first

Common Questions

How current are the lists?

Lists reflect current data in ToastHost. Ensure district data is up to date.

Can I schedule recurring communications?

Check available features. Manual generation and sending may be required.

What if someone wants to be removed?

Honor removal requests promptly. Update records accordingly.