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Toastmasters Secretary App
Step-by-step minutes instructions
Note: This application is provided by latticera.com
What is the Toastmasters Secretary App?• A free application used by Toastmasters Secretaries
• Allows for quick and convenient • Recording of meeting data• Minutes generation and sharing• Retrieval of past meeting information
• It is a web app that runs in a browser, on any device• Note: Web app means that you need Internet connection to access it.
• Request access for your club at [email protected]• Note: You will receive instructions for setting up your Secretary account.
Presentation Flow
• Login
• Dashboard
• Speeches
• Members
• Calendar
Presentation Flow Details
• Login - Get access to the Toastmasters Secretary app
• Dashboard - A bit of info
• Speeches - Standard Toastmasters International project & speeches list
• Members - Club members management
• Calendar - This is where meeting data is updated and minutes generated
Provide your credentials here
Login tab
This is how you contact us
Dashboard tab
This tab lists all standard Toastmasters Projects and Speeches
Speeches tab
Members tab
The Secretary adds new club Members
A newly added club starts with its Secretary
Click Create to create Member record
Add Members
You now have two members
Add Members
Add Members
Continue adding members…
Calendar tab
Select meeting date then press Add to add
new meeting data
Meeting data
Set meeting start and end time
You can adjust meeting date here
Meeting data
Save if you want to continue later
Type in meeting theme here
Meeting data
Press Delete if you want to delete this
meeting
Meeting record saved
Meeting data
Click here to continue adding meeting
information
Meeting data
Press Next to continue to next section - Attendance
Meeting data is recorded in four sections; Details is
the first one.
Meeting data
Press button to toggle attendance; default is
Not present
Press Next to continue to next section - Roles
Meeting data
The Roles section has four panels; press header title
to expand or collapse panel
Press Next to continue to next section
Meeting data
Select member name for a given role
Meeting data
Continue updating information for panel
Intro and Helpers
Press here to expand Speaker panel
Meeting data
Fill in information under Speakers panel
Meeting data
Select speech project from standard list
When done press here to collapse Speakers panel
Meeting data
Press here to expand Table Topics panel
Continue updating meeting data…
Meeting data
Press here to expand Awards and Closing panel
Continue updating meeting data…
Meeting data
When done press Next
Meeting minutes
Magic happens in the Minutes section
Add here meeting specific information, ex. Guest list;
announcements
Press Generate and minutes will be displayed
in the text area above
Meeting minutes
You can update the text area with your own
(custom) text
Meeting minutes
Note: All custom text is overwritten when you
press Generate
Optional: Provide an email address here…
… then press @ to email meeting minutes
Email minutes
Notification displayed for a few seconds
Email minutes
Press Save to store your updates in the database
Save meeting data
Press Save to store your updates in the database
Save meeting data
Meeting minutes are not stored in the database unless you Save them
Notification displayed for a few seconds
Save meeting data
Notification displayed for a few seconds…
… and automatic redirect to the Calendar tab
Save meeting data
FAQ – The Questions
1. How do I get this application for my club?
2. How are minutes generated?
3. Where are minutes stored?
4. Can I modify the minutes with my own text?
5. Can I add new roles?
6. Can I define my own template?
FAQ – The Answers
1. How do I get this application for my club?Request access for your club at [email protected] You will receive instructions for setting up your Secretary account.
2. How are minutes generated?The information entered in the various fields is used to replace placeholders in a text template. When pressing Generate the placeholders are replaced with the information you provided.
3. Where are minutes stored?When Save is pressed the current information is stored in the tool database. Minutes are saved in the database, as well as all other meeting information you provided.
Back to Questions
FAQ – The Answers
4. Can I modify the minutes with my own text?Yes, definitely. Make sure you Save them in the database. Email them or copy them elsewhere as needed, ex. Word document.
Note: If you press Generate again all your changes will be overwritten.
5. Can I add new roles?Meeting roles represent meeting record fields. All fields are static, that is, you cannot add new roles. You can update the minutes text as you wish, though.
6. Can I define my own template?Not at this time. But you can suggest template improvements - email [email protected]
Back to Questions
Contact Us
We would like to hear from you!
Please contact us with questions and feedback at [email protected]
