Skip to content

Sharing Meetings

Documentation in progress

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

Overview

Share meeting information with guests and potential members to help grow your club and increase visibility.

Share Meeting dialog with link and QR code

Sharing Options

Each meeting has a unique shareable link:

  1. Open the meeting
  2. Click Share or find the share icon
  3. Copy the meeting URL
  4. Share via email, social media, or your website

ToastHost also provides a Smart QR code that always routes guests to the most relevant meeting:

  • If a meeting is in progress, guests are sent there
  • Otherwise, guests are sent to the next scheduled meeting

You can find the Smart QR code:

  • On the club’s Meetings page (best for posters, websites, and ongoing promotion)
  • Inside the meeting Share dialog (default QR)

“This meeting” QR

If you need a QR code for a specific meeting date (e.g., a one-off flyer), use the This meeting QR tab inside the Share dialog.

Note

Printed PDF agendas intentionally include a meeting-specific QR code, since the context is already tied to a specific meeting.

What Guests See

When guests access a shared meeting link:

  • Meeting date, time, and location
  • Agenda overview
  • Sign-in option (guestbook)
  • Contact information

Privacy Controls

Configure what's visible to non-members:

  • Full agenda vs. summary
  • Speaker names visible or hidden
  • Sign-up options for guests

Promotional Use

Social Media

Share meetings on social media:

  • Post the meeting link
  • Include meeting theme
  • Highlight special events (contests, guest speakers)

Website Integration

Display upcoming meetings on your website:

  • Embed meeting calendar
  • Link to meeting details
  • Show registration options

Email Marketing

Include meeting info in outreach:

  • Weekly meeting announcements
  • Special event invitations
  • Guest follow-up emails

Guest Registration

Allow guests to register in advance:

  1. Enable guest registration in meeting settings
  2. Guests can sign up via the shared link
  3. Receive notification of registrations

Tips

  • Promote meetings at least a week in advance
  • Include meeting themes to attract interest
  • Highlight what makes your meeting special
  • Make registration easy for first-time visitors

Common Questions

Can guests vote or give feedback?

This depends on your club settings. Most clubs allow guest voting.

How do I know if guests are coming?

Check guest registrations in the meeting page.

Should I share member names publicly?

Follow your club's privacy policy. Consider showing only roles, not names, publicly.