Guestbook Setup

Documentation in progress

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

Overview

The electronic guestbook captures visitor contact details, enables follow-up emails, and tracks guest conversions to membership - all in a GDPR-compliant way.

How to Access

1. Sign in as a club officer
2. Navigate to Club Setup > Guestbook in the sidebar
3. Enable and configure the guestbook feature

Setting Up the Guestbook

Step 1: Enable the Guestbook

1. Toggle the guestbook feature on
2. Choose where it appears (website, meeting pages, etc.)

Step 2: Customize the Form

Configure what information you collect:

• Required fields: Name, email
• Optional fields: Phone, how they found you, interests

Step 3: Configure Notifications

Set up alerts when guests sign in:

• Email notifications to specific officers
• Summary reports (daily, weekly)

Step 4: Set Up Follow-up Emails

Create automated or manual follow-up emails to welcome guests and encourage return visits.

How automated welcome emails work

When you save a welcome email template, ToastHost automatically sends it to new guests every day at approximately 9:15 PM UK time. Any guest who registers after that day's send has already run will receive their welcome email immediately — so no guest is left waiting until the next day.

For automated emails to be sent, two conditions must be met:

1. The guestbook must be enabled for your club
2. A welcome email template must be saved (it cannot be empty)

Template placeholders

You can personalise your welcome email using these placeholder variables:

Placeholder	Description
$GUEST_FIRST_NAME	The guest's first name
$NEXT_MEETING_DATE	The date of your club's next scheduled meeting

Configure email templates

Use the Email Templates tab to edit your welcome and reminder emails. ToastHost shows a live preview so you can check formatting and placeholders before saving.

Send an email to guests

Use Email Guests to send a one-off email to recent visitors (for example the last 7 days) or everyone in your guestbook.

Managing Guest Entries

Viewing Guests

See all guest sign-ins with:

• Contact information
• Sign-in date
• Follow-up status

Following Up

Track your outreach:

• Mark as contacted
• Note conversation outcomes
• Track conversion to membership

Tracking Conversions

Monitor success rates:

• Guests who became members
• Time from visit to joining
• Which sources bring best guests

GDPR Compliance

The guestbook is designed for GDPR compliance:

• Clear consent for data collection
• Easy data deletion on request
• Transparent data usage

Tips

• Follow up with guests within 24-48 hours
• Personalize follow-up messages
• Track where guests found you
• Review conversion rates monthly
• Delete old guest data periodically

Common Questions

Can guests sign up online?

Yes, if you enable the guestbook on your website.

When are automated welcome emails sent?

ToastHost sends welcome emails to new guests every day at approximately 9:15 PM UK time. If a guest registers after that day's send has already run, their welcome email is sent immediately so they don't have to wait until the next day.

How long is guest data stored?

Configure retention periods in settings, or delete manually.

Can I export guest data?

Yes, export to CSV for backup or analysis.

Related Topics

• Website Setup
• New Member Form
• Member List