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Creating Meetings

Documentation in progress

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

Overview

Create an interactive meeting so you can plan the agenda, assign roles, and share a meeting link with members and guests.

New meetings start as Draft and are only visible to club officers. When you're ready for members to see the meeting (and sign up for roles), schedule it.

How to Create a Meeting

Step 1: Access Meeting Creation

  1. Navigate to Meetings in the sidebar
  2. Click Create New Interactive Meeting

Meetings list showing the Create New Interactive Meeting button

Step 2: Set Basic Details

Enter the meeting details:

  • Meeting Title
  • Date
  • Start Time
  • Location (optional) - Physical address or online meeting link
  • Theme (optional)
  • Word of the Day (optional)

Tip

If your club has configured a meeting schedule in Club Settings, ToastHost will suggest a default date and time for your next meeting. You can override these values for any meeting.

Create Interactive Meeting dialog

Step 3: (Optional) Choose an Agenda Template

Use Agenda Template (Optional) to start with an existing agenda structure.

  • If your club has a default agenda template, it will be selected automatically.
  • You can also choose a System template, or clear the field to use the default.

Agenda Template dropdown showing available templates

Step 4: Create and Schedule the Meeting

  1. Click Create Meeting
  2. Open the new meeting from the list to continue planning
  3. When you're ready, click Schedule Meeting to make it visible to members

Meeting view showing the Schedule Meeting button

Next Steps

After creating a meeting, you will typically:

Tips

  • Create meetings 2-4 weeks in advance so members can sign up for roles.
  • Schedule the meeting once the date/time and agenda are ready for members to see.
  • Use an agenda template to keep timing and roles consistent week to week.

Common Questions

Can I edit a meeting after creating it?

Yes. Open the meeting and use the edit controls in the Details tab.

Can I delete a meeting?

Yes. Officers can delete meetings from the Meetings list. If ToastHost blocks deletion for a meeting state, you'll see an error message.