CONDUCTING DISTRICT 38 CLUB BUSINESS ON THE INTERNET The following is a brief cheat sheet of changes club officers can do on the internet. A. If your club makes changes, here’s what to do. B. To check club Public Relations information over the internet. C. Update Toastmaster International Information. D. Update District 38 Information. E. Update Free Toast Host Club Website Information.
A. If your club makes changes, here’s what to do
1. If you change Club Officers, update your officers in TI, do C.1 and C.6.below. Check and optionally update your club POCs in TI, do C.1 and C.4 below. Check and optionally update officer POC information in TI, do C.1 and C.9 below. Check and optionally update Official Club address in TI, do C.1 and C.7 below. Update club website. For FreeToastHost sites, do E.1 and E.2 below.
2. If you move your club meetings (date, time and/or place) Update information in TI. Do C.1 and C.4 below. Update map location in TI. In C.4 be sure to click on Click here after zip code. Update map location for D38 Website, do D.2 below. Notify D38 Webmaster to update Club Alignment page, do D.1 below. Update club website. For FreeToastHost sites, do E.1 and E.4 below.
3. To Change your Club name: Update information in TI. Do C.1 and C.10 below. Notify D38 Webmaster to update Club alignment page, do D.1 below. Update club website. For FreeToastHost sites, do E.1 and E.3 below.
4. To submit an educational award for a member: Update information in TI, do C.1 and C.8 below.
5. To submit an application for a new/dual or reinstated member: Update information in TI, do C.1 and C.2 below. Update club website. For FreeToastHost sites do E.1 and E.5 below.
6. To update my club mailing address: Update information in TI, do C.1 and C.7 below.
7. To update my club membership roster contact information: Mailing addresses are used for Toastmaster magazine and education award certs. Update information in TI, do C.1 and C.9 below. Update club website. For FreeToastHost sites, do E.1 and E.5 below.
8. To submit annual IRS Form 990N: President and Treasurer will be emailed instructions.
9. To submit a Toastmaster International Convention Proxy statement: President and secretary will be emailed instructions and verification codes.
10. Remove members. TI will remove member 60 days after non-payment of dues. Update club website. For FreeToastHost sites, do E.1 and E.6 below B. To check club Public Relations information over the internet
1. Go to the club alignment page on the District 38 website at http://www.tmdistrict38.org/district-38- club-alignment/
2. Find your club. Order is Division, Area, Club Number. (For an example, use Now Hear This club in Area A 12).
3. Click on Club Number in left column (465) Toastmaster Club Information from the TI website shows. If any information is not correct, do steps C.1 and C.4 below. Copy, print or note information.
4. Click on Click here to email club (if email address has been provided) If error (ie Microsoft Outlook not loaded on PC) Right click to see email address. If wrong email address, do steps C.1 and C.4 below.
5. Click on club website (ie http://nowhearthis.easy-speak.org) If error, (ie 404 error), do Steps C.1 and C.4 below
6. Scroll down to see TI map If TI Logo is not shown in the correct location, do Steps C.1and C.4 below. Click on Click Here (to right of Zip Code) to update map location.
7. Exit back to D38 Club Alignment page (click red X after Club Detail Tab).
8. If Club name is underlined, club has a club website. Click on Club name (ie Now This Club) If club website link is invalid see Step D.1 below. If Club Number and name do not equal information from Step B.3 above, do D.1 below.
9. If Club Website is shown, club has a club website. Click on Club Website to see. If club website link is invalid, do D.1 below. If TI Link is shown, TI information from B.3 above is shown.
10. Compare Town, State and Charter date to information from Step B.3 above. If information is not equal see Step D.1 below.
11. Click on Location on yellow Area line above your club. (ie West Shore Harrisburg) Click on “Balloon” where your club is located. Information for your club should appear. If club is in wrong location See Step D.2 below. If club doesn’t show See Step D.3 below. C. Update TI Information
1. Login to the TI website members page Go to http://www.toastmasters.org/Members.aspx Click on Login on left Enter your login and password Click on Club Central on left side Click on your Toastmaster Club Name – 12345678 (club number)
2. Click Submit membership application(s) – new/dual/reinstate (1st link) Enter information to search for existing members (for dual or reinstates) Enter information for new members Pay with a Credit card
3. Click Pay dues (2nd link down) Used to pay dues for returning and new members. Update information as required. Click on red Update at bottom.
4. Click Update my club meeting information (3rd link down) Information includes Points of contact and meeting information. Update information as required. Click on red Update at bottom.
5. Click Search Credit Card Receipts (4th link down) Used to check credit card receipts.
6. Click View/Update/Print my club officer information (5th link down) Information includes club officer assignments. Update information as required. Click on red Update at bottom.
7. Click Update my club mailing address (6th link down) Address is used to send DCP banners, and club officer handbooks. Address is also used during the IRS Form 990N processing in May. Update information as required. Click on red Update at bottom.
8. Click Submit education award(s) for club members (7th link down) All educational awards can be submitted here. Update information as required. Click on red Update at bottom.
9. Click View/Update/Print my club membership roster (8th link down) Used to check member contest eligibility and member contacts. Member’s address used to send education award certificates and TM magazine. To update mailing address click on Edit Address. To update phone number(s) and email address click Edit Contact information.
10. Click Update my club’s bylaws (9th link down) Used to report Bylaw updates to TI. Update choices as necessary. Click on red Update at bottom.
11. Click View my club’s awards (10th link down) Used to show club Membership and DCP awards. Use back arrow to return to Club Central. 12. Click View DCP reports (11th link down) Used to check Distinguished Club Status. Click on Classic – Club (below the Classic Reports in center of page. Enter Club number and click Generate Report Close Tab and use back arrow to return to Club Central.
13. Use back arrow to get to Members Home page. Click on My Profile at top left of page. Click on Change My Name. Make changes as necessary. Click on red Update at bottom.
D. Update District 38 Information
1. If your club’s Name, Meeting Place, Town, or web site changes: Send an email to [email protected] with the changes.
2. Update Map location in D38 Website. Go to http://toastmasters.sysadmininc.com/index.html Go down a little to Update My Club Position Here. Enter your Club Number and Click Submit Move the Balloon to new location and click Click To Confirm New Location Update will happen after a manual review (maybe a week).
3. Establish Map location in D38 Website. Note if clubs meet close to each other, one club may be hidden Go to http://toastmasters.sysadmininc.com/index.html Go down a little to Update My Club Position Here. Go to Find a Club By Number just below. Enter your Club Number and Click Submit If Ocean appears, do D.2 above. E. Update Free Toast Host website Information
1. To Login as Administrator into Free Toast Host: Go to your Club Website. Click on Login as club admin (under Members Only on left panel). Club Number and password (Admin not personal). Click on Login. Click on launch admin console.
2. To Update Club Officers: click on drop down box and select Membership Management. Scroll down a little to see Assign Officer, Guest, Former Member Status. Select Role with Drop Down arrow to appropriate role. Click Save at bottom.
3. To Update Club Name: Click on drop down box and select Club Website Settings. Scroll down and Change Club Name and any other information required. Click Save at bottom.
4. To Update Meeting Time and Place: Click on drop down box and select Default Web pages / Forms. Scroll down to Meeting information / Directions and revise as required. Revise map if necessary. Click Save at bottom.
5. To Add new members: Click on drop down box and select Member Management. Add new line into top box with name, email address and phone number. Click Save at bottom.
6. To Remove members (i.e. they did not renew their membership): Click on drop down box and select Member Management. Scroll down a little to see Assign Officer, Guest, Former Member Status. Select member and Select Role and change to Former Member. Click Save at bottom.