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Club Settings

Note

This page describes the current Settings screen (updated February 2026). Some screenshots may lag behind minor UI changes.

Overview

Club Settings (shown as Settings in the club sidebar) is where officers configure club information, email features, and the meeting schedule defaults used when creating meetings.

How to Access

  1. Sign in as a club officer
  2. Open your club workspace (use Find a Club at /app/clubs/find if needed)
  3. Navigate to Settings in the sidebar

Club Settings

Club Information

This section controls the core identifiers and contact details for your club:

  • Club Short Name: the URL slug for your club workspace (for example /app/club/your-club-short-name). This must be unique.
  • Club Full Name: the official club name.
  • Club Contact Email: the primary email address used for club notifications (including periodic emails).

Warning

Club Full Name, Club Contact Email, and Easy-Speak ID are refreshed from Toastmasters International/TMData via the scheduled TMDataRefresh. If you change them in ToastHost, they may be overwritten on the next sync. To permanently correct them, update them in Toastmasters International (or the upstream system that feeds TMData).

Note

Club number, charter date, and district/division/area hierarchy are not edited here. They come from TMData sync.

Periodic Email Notifications

Enable weekly emails sent to your club contact email:

  • Enable Periodic Emails: turns periodic emails on/off.
  • Preview Email: opens a preview so you can verify content and formatting.
  • Send Now: triggers a one-off send for testing.

ToastHost sends these weekly updates every Sunday evening.

Custom Email Configuration

If you want ToastHost to send from your own email/domain instead of the default email system, configure your email account here.

You will typically provide:

  • Email Address
  • Email Password (for Gmail with 2FA, use an app-specific password)
  • IMAP Server (for example imap.gmail.com)
  • SMTP Server (for example smtp.gmail.com)
  • SMTP Port (for example 587 for TLS, 465 for SSL)

Use Test and Enable Custom Email to verify the settings before enabling.

Meeting Schedule Configuration

This section configures your club’s recurring meeting schedule (timezone, patterns, and exclusions). ToastHost uses this to suggest a default date and time when creating a meeting.

Configure:

  • Timezone
  • Meeting patterns: week numbers (1st–5th), day of week, start time, and duration
  • Excluded dates: dates to skip (holidays, breaks, etc.)

You can always override the suggested date/time when creating an individual meeting.

Common Questions

Who can change club settings?

Only users with officer permissions (typically President, VP Education, or designated admins).