The important meeting roles are assigned to a member for each meeting - for example 'Toastmaster' or 'Gramarian'.
You may use the Meeting Roles screen in the Control panel to create new roles or re-name or change the way that existing roles work. For example, if you want your Gramarian to be called 'Wordmaster' you would change the name using this screen.
Once your club is running smoothly you are unlikely ever to use this screen.
'Agenda e-mail three' is specific to each role and sent individually to the member assigned this role for the meeting.
This field can be used to add a specific message to the e-mail sent for the role. For example, the Sergeant at Arms may be requested to arrive at least 45 minutes before meeting start time to prepare the room.
Again, for 'agenda e-mail three', this field will give the e-mail recipient a link to get help or advice on the role.
The field may contain just a knowledgebase number from this site (the k=123 when you look in the Knowledgebase) or a full url if you wish to point to information on another web-site.
The help information defined here is also presented to any user of the site if they click on the role name in the meeting agenda screen or the club chart 'List by role'.
Some roles are used to record achievements for the CL award - select the correct Toastmasters International description here.
Each location contains an additional comment to be sent with 'agenda e-mail three' for certain roles. For example the comment may say 'Get the key from Mary the night before the meeting' and be sent to the Toastmaster for any meeting at this location. (With a different message sent to the Toastmaster for a meeting at another location).
Yes if you will allow members to volunteer on-line for this role.
Normally No for TME, CE and Speakers since you will assign these yourself.
Is this Role Only for Competitions?
A yes here will cause the role to be listed, away from the routine meeting roles, at the bottom of the Member Charts 'List by role'.
No for any other role except the Chief Evaluator which is identified separately.
Please note that there is a relationship between the easy-speak settings that identify the role as a Speaker or Evaluator and the way that the role is recognised by Toastmasters International.
Roles will only be recorded for the Communications track if correctly identified as a Speaker and for the Leadership track if the 'reports to TI' is correctly set.
Is this a major role that requires significant preparation?
Roles such as Speaker, Toastmaster and Evaluator require significant preparation. Members will be given easier roles between two major roles.
Another choice for this field is used for agenda items such as 'Presidents's Introduction' or 'Club Business' which will always be performed by the Club President or their deputy.
You may also set a role not to be assigned automatically.
If you wish to over-ride the general club setting for this specific role you may do so here.
If you wish to avoid assigning certain roles to the more experienced members of the club you may do so here.
If you wish to over-ride the general club setting before a member would normally be asked to repeat this specific role you may do so here.
The automatic role allocation engine works by first trying to assign the least challenging roles to the least experienced members of the club and working through the membership list until it finds a member that can take the role. There is no need to change this setting and you may wish to leave it alone but, if you are adding a new role that is specific to your club, you should consider where to place it in the allocation sequence.