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Agenda Builder

The Agenda Builder lets you define your club's default meeting structure and generate per-meeting agendas that members can view and download as PDFs. Officers and Toastmasters can customize individual meeting agendas without changing the template.

Who can do what?

Action Who
Set up and edit the agenda template Club officers
View per-meeting agendas All active members
Edit a meeting's agenda Club officers and the assigned Toastmaster
Reset a meeting's agenda to the template Club officers
Download agenda PDF All active members

Setting up the agenda template

The agenda template defines the default structure that every new meeting agenda starts from.

  1. Go to Agenda Template in the sidebar (under Scheduling).
  2. Under Basic Options, check Use Agenda Builder? to enable the feature. Until this is enabled, no agenda buttons appear anywhere in the app.
  3. Optionally set a Default Meeting Start Time (24-hour format, e.g. 18:30 for 6:30 PM). This is used to calculate section start times on printed agendas.
  4. Optionally set a Default Location that appears on agendas.
  5. Choose whether to include Meeting Theme and Word of the Day fields on agendas.
  6. Click Save Settings.

Adding and managing sections

Sections are the building blocks of your agenda (e.g., "Opening," "Table Topics," "Speeches," "Evaluations").

Adding a section

  1. Click Add Section below the section list.
  2. Enter a Title (e.g., "Table Topics") and a Duration in minutes.
  3. Optionally add a Description, choose a Section Type, and set a Led By name.
  4. Click Add Section.

Section types

Type Behavior
Standard A normal agenda section
Timed Displays a timer icon on the agenda, indicating this section is timed
Break Marks the section as a break (intermission, social time)

Linking roles to sections

Roles linked to a section appear under that section on the printed agenda, showing who is assigned.

  1. In the section's row, use the Pick a role to add... dropdown.
  2. Select a role and click Add.
  3. To remove a role, click the X next to its name in the section.

If any active roles are not linked to a section, you will see a yellow warning banner listing them. Members assigned to unplaced roles will not appear on the rendered agenda.

Reordering sections

  • Mouse: Drag sections using the grip handle on the left.
  • Keyboard: Focus the grip handle and use Arrow Up/Down to move, Home/End to jump to the beginning or end.

Changes are saved automatically.

Editing and deleting sections

  • Click Edit to modify a section's title, duration, description, type, or led-by text inline.
  • Click the trash icon to delete a section (this also removes its role links).

How template changes reach meetings

Each meeting's agenda is snapshotted from the template the first time someone opens it. Template edits made later do not automatically propagate into meetings that have already been opened.

To push template changes to upcoming meetings:

  1. On the Agenda Template page, find the Refresh Unedited Upcoming button (top right).
  2. Click it to re-snapshot all upcoming meetings whose agendas haven't been manually edited.
  3. Meetings with manual edits are protected and never overwritten.

An officer can also reset an individual meeting's agenda from the meeting agenda page (see below).

Working with meeting agendas

Once the Agenda Builder is enabled, each meeting in a published schedule gets its own agenda.

Viewing a meeting agenda

  1. Open a schedule and click Agenda next to any meeting.
  2. The agenda displays all sections, times, assigned roles, and any meeting-specific details (theme, Word of the Day, notes).
  3. Click Download PDF to get a printable version.

Editing a meeting agenda

Officers and the assigned Toastmaster can customize a specific meeting's agenda:

  1. Open the meeting agenda and click Edit.
  2. Adjust meeting-level fields: Start Time, Location, Meeting Theme, Word of the Day, and Notes for Members.
  3. Edit individual sections: change titles, durations, descriptions, types, led-by text, or add/remove roles.
  4. Add new sections or delete existing ones.
  5. Reorder sections by dragging.
  6. Fill in Speaker Details (speech title, pathway/project, time) for any speakers. If a speaker has filed their speech through Pathways, the details are pre-filled.

Resetting a meeting agenda

If a meeting's agenda has been customized and you want to start fresh from the current template:

  1. Open the meeting agenda and click Reset.
  2. Confirm the reset. This permanently destroys all customizations for that meeting (theme, notes, section edits, added/removed sections).

Tips

  • Enable the builder first. The master on/off switch must be checked before any agenda features appear in the app.
  • Link all active roles. Unlinked roles won't show on agendas. Check the warning banner on the template page.
  • Set a start time. Without a default start time, section times won't be calculated on the agenda.