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Role Assignments

Documentation in progress

This page is being expanded with additional screenshots and step-by-step guidance.

Overview

Role assignments help you plan who does what at your meeting (Toastmaster, Timer, Evaluators, Speakers, etc.).

ToastHost supports two officer workflows:

  • Assign roles directly (no request needed)
  • Review member requests (approve/reject), then notify assignees by email and track who has been contacted

Where to manage role assignments

Option A: Agenda tab (planning-focused)

Use this when you're building your agenda and assigning people as you go.

Agenda tab showing role assignment controls

Option B: Role Signup tab (requests + notifications)

Use this when you want to:

  • Review pending role requests (approve/reject)
  • Assign roles quickly from a single list
  • Send assignment notifications by email and track who has been notified

Role Signup tab showing pending requests, assignment controls, and Notify buttons

Note

The Role Signup tab/section only appears when the meeting is Scheduled and the meeting has at least 1 agenda item. On mobile, Role Signup appears inside the Overview tab.

Prepare a meeting for role signup

If you don't see Role Signup, check these first:

  1. Make sure the meeting is Scheduled (not Draft/Finished)
  2. Make sure the meeting has an agenda (at least 1 agenda item)

Once both are true, the Role Signup tab (desktop) / section (mobile) becomes available.

Assign roles directly (officer)

You can assign someone to a role without them requesting it first.

Assign from Role Signup

  1. Open the meeting
  2. Go to Role Signup
  3. Find the role you want to fill
  4. Use the Search or add guest... dropdown to assign a member (or add a guest)

To remove someone from a role:

  1. Click the Remove (X) button next to their name

Note

Guests can be assigned to roles, but they can't be emailed from ToastHost.

Assign from the Agenda tab

  1. Open the meeting
  2. Go to Agenda
  3. Use the assignment dropdown on the agenda row to set the assignee

Review member role requests (approve/reject)

Members can request roles from the meeting page. As an officer, you review those requests in Role Signup.

Note

When a member requests a role, ToastHost automatically emails your club's VP Education (VPE) (if configured) so they know there's a pending request to review.

Pending role request with approve and reject controls

Callouts in the screenshot:

  1. Pending request indicator and count
  2. Approve (✔) and Reject (✖) actions
  3. The requesting member

To approve a request:

  1. Open the meeting
  2. Go to Role Signup
  3. Under the role, find the pending request
  4. Click Approve (✔)

To reject a request:

  1. Open the meeting
  2. Go to Role Signup
  3. Under the role, find the pending request
  4. Click Reject (✖)

Tip

If a role is already full, ToastHost will prevent approving additional requests until you free up a slot.

Notify assignees by email (and track who's been contacted)

ToastHost tracks whether an assignee has been notified.

Split Notify button showing the Notify action and the dropdown menu with Mark as notified

Callouts in the screenshot:

  1. Click Notify to open the email notification dialog
  2. Click the dropdown arrow next to Notify, then select Mark as notified to track that you contacted someone outside ToastHost (without sending email)

Email notifications are manual

  • Assigning and approving roles does not automatically send email.
  • Click Notify to review the email preview and send it.
  • If you contacted someone outside ToastHost, use Mark as notified to update tracking without sending email.

Send a notification email

  1. Open the meeting
  2. Go to Role Signup
  3. Find the assigned member
  4. Click Notify (not the dropdown arrow)
  5. Review the email preview
  6. Click Send Email

Email Notification dialog showing a recipient list and a Send Email button

Mark as notified (without email)

If you contacted someone outside ToastHost (in person, WhatsApp, etc.), you can still track that they were contacted:

  1. Open the meeting
  2. Go to Role Signup
  3. Find the assigned member
  4. Click the dropdown arrow next to Notify
  5. Click Mark as notified

Tips

  • Assign key roles early (Toastmaster, General Evaluator), then let members request the rest
  • Review pending requests regularly so members get quick confirmation
  • Notify assignees a few days before the meeting
  • Keep backups for critical roles

Common Questions

Why don't I see the Role Signup tab?

Role Signup only appears when:

  • The meeting status is Scheduled
  • The meeting has an agenda (at least 1 agenda item)

On mobile, Role Signup appears inside the Overview tab.

Do assignees automatically receive email?

Not always. Assigning/approving a role does not automatically send email. Officers can send email using Notify.

Can a member have multiple roles?

Club policy varies. Some clubs allow multiple minor roles; many limit members to one major role per meeting.

What if someone cancels last minute?

Have a backup list and be prepared to reassign quickly.

How do I track role history?

See Role History for tracking past assignments.