Club Settings Overview¶

A complete guide to all configuration options in The Club Schedule and how they affect your club's operation.

Note: Only club officers (President, VP Education, Secretary, or Admin) can access and modify club settings.

Accessing Club Settings¶

Log in as a club officer
Click Settings in the navigation menu
Or click Club Settings from your dashboard

You'll see several categories of settings organized into sections.

Club Profile Settings¶

Basic information about your club.

Club Name¶

The name displayed throughout the application
Shown on schedules, emails, and member dashboards
Can be changed at any time

Club Type / Organization Type¶

Set during initial registration (Toastmasters, Church, Rotary, etc.)
Determines default roles and features available
Contact support to change organization type

Timezone¶

Controls how meeting times are displayed
Important for email reminders and notifications
US timezones only currently supported
Change this if your club relocates

Club Slug¶

The unique URL identifier for your club
Used in public schedule links
Example: theclubschedule.com/club/your-club-slug
Cannot be changed after creation (contact support if needed)

Schedule Settings¶

Control how schedules are created and managed.

Meeting Day¶

Which day of the week your club meets
Schedules automatically generate meetings on this day
Common options: Monday through Sunday
Change this if your meeting day changes

Meeting Interval¶

How often your club meets
Options:
Weekly - Every week on the meeting day
Bi-weekly - Every other week
Monthly - Once per month (first, second, third, or fourth occurrence of the meeting day)
Affects schedule generation

Meetings Per Schedule¶

How many meetings to generate when creating a schedule
Options: 2, 4, or 6 meetings
Common setting: 6 meetings
Adjust based on how far ahead you want to plan

Major Role Gap Weeks¶

Minimum weeks required between major role assignments for the same member
Prevents members from getting too many challenging roles too close together
Typical settings: 2-4 weeks
Set to 0 to disable gap restrictions (not recommended)

Prioritize New Speakers¶

When enabled, uses experience-based assignment for speaker roles
Prioritizes members who have done fewer speeches
Helps newer members build speaking experience
Advanced feature - test carefully before enabling

Email Preferences¶

Configure how and when emails are sent to members.

Notify All Members When Schedule Published¶

Enabled: All members receive an email when you publish a schedule
Disabled: No automatic email on publish
Recommended: Enabled (keeps members informed)
You'll still see a "send notification" option when publishing

Meeting Reminder Timing¶

How many days before each meeting to send reminders
Options: 1, 3, 5, 7, or 14 days
Set to 0 to disable automatic reminders
Most clubs use 3-7 days

Assignment Notification Preferences¶

Controls when members receive emails about assignments
Options:
Immediate (when assigned)
Daily digest
Weekly digest
Currently: Immediate only (digest options coming soon)

Role Claiming Settings¶

Control whether members can claim declined roles.

Allow Role Claiming¶

Enabled: Members can claim roles that others have declined
Disabled: Only officers can reassign declined roles
Common setting: Enabled (reduces admin workload)
Members must still meet role eligibility requirements

Role Claiming Notifications¶

Whether to notify officers when a role is claimed
Helps officers stay aware of changes
Recommended: Enabled

Advanced Features¶

Additional capabilities for specific use cases.

Allows members to register as backup speakers
Automatically fills speaker slots when someone declines
Modes:
Notify Only: Members are notified and can choose to accept
Auto-Assign: Members are automatically assigned and confirmed
See Speaker Signup Pool Guide for details

Generates a public link to your club's schedule
Privacy-friendly version (no personal emails or phone numbers)
Useful for posting on club websites
Can be disabled for complete privacy

Import Role History¶

One-time import of historical role data
Useful when migrating from another system
Helps the assignment algorithm make better decisions
See Importing Role History

Meeting Types¶

Create different meeting configurations for special events
Modified Regular types use existing roles with customized slot counts
Special Event types have custom roles for contests, awards nights, etc.
Assign different meeting types to specific dates during schedule creation
See Set Up Meeting Types for complete guide

Billing & Subscription Settings¶

Manage your club's subscription and payment information.

Access by clicking Billing & Subscription in settings menu.

What you can do: - View current plan and billing cycle - Change subscription plans - Update payment method - View billing history - Download invoices - Cancel or reactivate subscription

See Subscription and Billing Guide for complete details.

Data & Privacy Settings¶

Control how member data is handled.

Required for GDPR compliance
Members consent to sharing their information within the club
Managed per-member on their profile
Officers can view consent status

Public Data Display¶

Controls what appears on public schedule PDFs
Options to hide phone numbers, emails
Balances transparency with privacy

Data Export¶

Download all your club's data
JSON format for technical use
Useful for backups or migration
Available even with lapsed subscription

Common Settings Configurations¶

For New Clubs¶

Recommended initial settings: - Meeting Day: Your actual meeting day - Meeting Interval: Weekly (most common) - Meetings Per Schedule: 6 meetings - Major Role Gap: 3 weeks - Notify on Publish: Enabled - Allow Role Claiming: Enabled

For Established Clubs¶

Review these quarterly: - Major role gap (adjust if members complain about frequency) - Meetings per schedule (increase if you want more advance planning) - Email preferences (based on member feedback) - Role claiming (enable if you trust members to self-manage)

For Small Clubs (Under 10 Members)¶

Consider: - Reduce major role gap to 2 weeks - Enable concurrent assignments on some roles - Keep meetings per schedule at 4 (less advance planning needed) - Disable role prerequisites (not enough members for strict progression)

For Large Clubs (Over 30 Members)¶

Consider: - Increase major role gap to 4+ weeks - Keep role prerequisites strict (ensures quality) - Increase meetings per schedule to 6 - Enable Speaker Signup Pool (if Toastmasters)

Tips for Managing Settings¶

Best Practices¶

Make one change at a time - Easier to track impact
Test before publishing - Create a draft schedule to see effects
Communicate changes - Let members know about setting updates
Document reasons - Keep notes on why you changed settings
Review quarterly - Settings that worked may need adjustment as the club evolves

Common Mistakes to Avoid¶

Setting major role gap too high (no one gets major roles)
Setting meetings per schedule too low (constant schedule creation)
Disabling all email notifications (members miss assignments)
Changing meeting day without planning transition
Over-restricting role prerequisites

When to Adjust Settings¶

Increase major role gap if: - Members complain about too many major roles - Assignment quality is suffering - You have plenty of members to rotate

Decrease major role gap if: - Roles aren't being filled - Members want more opportunities - You have a small membership

Change meeting interval if: - Club formally changes meeting frequency - Venue availability changes - Member attendance patterns shift

Troubleshooting¶

I changed a setting but schedules look the same - Settings only affect new schedule generation - Existing published schedules are not modified - Create a new draft schedule to see the changes

Members didn't get email notifications - Check if "Notify on publish" is enabled - Verify members have valid email addresses - Check spam/junk folders - Review email quota (if subscription lapsed)

Role claiming isn't working - Verify "Allow role claiming" is enabled - Check that the role was actually declined (not just pending) - Ensure member meets role eligibility requirements - Verify subscription is active

I can't find a setting - Check all sections in the Settings menu - Some features may be organization-specific - Contact support if a documented feature isn't visible