OURCLUBHQ · THE CLUB SCHEDULE
Every feature, all in one place.
This is the complete list, not the highlight reel. If you’re comparing us to a spreadsheet, Easy-Speak, or FreeToastHost, start here.
124 features
20 categories
45-day free trial
20 categories
45-day free trial
1 Scheduling & Assignments2 Meetings & Agendas3 Meeting Minutes4 Members & Roster5 Officers, Roles & Permissions6 Login & Account7 Guests, Visitors & Marketing8 Pathways (Education Tracking)9 Dues & Invoicing10 Payments11 Subscriptions & Billing12 Referrals & Sponsor Codes13 Dashboards & Navigation14 Notifications & Email15 Club Configuration16 Files & Storage17 Club Websites (OurClub Sites)18 API & Integrations19 Privacy & Your Data20 Help, Feedback & Roadmap
1
Scheduling & Assignments
21
Automatic schedule creation
Generate a full meeting schedule in one click. The system calculates future meeting dates and fills every role.
Generate a full meeting schedule in one click. The system calculates future meeting dates and fills every role.
Officer
Fair rotation assignment
Roles are filled by fairness. Members who’ve never done a role, or haven’t done it in the longest time, get priority.
Roles are filled by fairness. Members who’ve never done a role, or haven’t done it in the longest time, get priority.
Officer
New-speaker mentoring mode
Optional setting that pairs newer speakers with more experienced evaluators to help them progress faster.
Optional setting that pairs newer speakers with more experienced evaluators to help them progress faster.
Officer
Draft and published schedules
Schedules start as an editable draft and get published when ready, so nothing goes live by accident.
Schedules start as an editable draft and get published when ready, so nothing goes live by accident.
Officer
Manual assignment editing
Swap, fill, or clear any role by hand, with a warning if the member hasn’t confirmed yet.
Swap, fill, or clear any role by hand, with a warning if the member hasn’t confirmed yet.
Officer
Drag-and-drop reordering
Reorder role assignments on a schedule by dragging and dropping.
Reorder role assignments on a schedule by dragging and dropping.
Officer
Reschedule a meeting
Move a single meeting to a new date without disrupting the rest of the schedule.
Move a single meeting to a new date without disrupting the rest of the schedule.
Officer
Alternate meeting types
Set up special formats (like a speech contest) with their own custom set of roles, separate from a regular meeting.
Set up special formats (like a speech contest) with their own custom set of roles, separate from a regular meeting.
Officer
Accept or decline a role
Confirm or decline any assignment from your dashboard, or with one click from an email, no login required.
Confirm or decline any assignment from your dashboard, or with one click from an email, no login required.
Member
Decline with a reason
Note why you’re declining, with the option to log it as an absence at the same time.
Note why you’re declining, with the option to log it as an absence at the same time.
Member
Request a specific replacement
Name someone to take your spot when you decline.
Name someone to take your spot when you decline.
Member
Claim an open role
Any eligible member can claim a role that’s come open.
Any eligible member can claim a role that’s come open.
Member
Speaker Signup Pool
Join a pool to be automatically or manually offered the Speaker role whenever one opens up.
Join a pool to be automatically or manually offered the Speaker role whenever one opens up.
Member
Fast Track priority
Flag members who should get priority for the Speaker role, e.g. to help them finish a Pathways level faster.
Flag members who should get priority for the Speaker role, e.g. to help them finish a Pathways level faster.
Officer
Volunteer signup mode
Publish a schedule with open slots that members sign themselves up for, instead of auto-assigning.
Publish a schedule with open slots that members sign themselves up for, instead of auto-assigning.
Officer
Meeting completion & attendance
Mark a meeting complete to log role history and attendance.
Mark a meeting complete to log role history and attendance.
Officer
Absence management
Log upcoming absences, including recurring ones across multiple clubs. Absent members are automatically skipped when scheduling.
Log upcoming absences, including recurring ones across multiple clubs. Absent members are automatically skipped when scheduling.
Member
Temporary meeting-host permissions
Whoever’s running a given meeting gets temporary edit access to that meeting’s assignments and agenda.
Whoever’s running a given meeting gets temporary edit access to that meeting’s assignments and agenda.
Member
Schedule PDF export
Download or share a printable schedule, including a privacy-friendly public version for the club website.
Download or share a printable schedule, including a privacy-friendly public version for the club website.
OfficerPublic
Central schedule settings
Control meeting day, frequency, custom dates, timezone, and related rules in one place.
Control meeting day, frequency, custom dates, timezone, and related rules in one place.
Officer
Decline history report
See who’s declined roles and how often.
See who’s declined roles and how often.
Officer
2
Meetings & Agendas
7
Agenda builder
Build a reusable agenda template (sections, durations, descriptions, linked roles); each meeting’s agenda is generated from it and can be edited individually.
Build a reusable agenda template (sections, durations, descriptions, linked roles); each meeting’s agenda is generated from it and can be edited individually.
Officer
Printable agenda PDF
Export the agenda as a PDF in either of two layout styles, with an optional back page.
Export the agenda as a PDF in either of two layout styles, with an optional back page.
OfficerMember
Auto-filled speech details
Speech titles and info pull in automatically from a speaker’s Pathways project when available.
Speech titles and info pull in automatically from a speaker’s Pathways project when available.
Member
Reschedule a meeting
Move a meeting to a new date.
Move a meeting to a new date.
Officer
Special event editing
Edit the custom role slots for special meetings like contests.
Edit the custom role slots for special meetings like contests.
Officer
Speech details popup
Quickly view a speaker’s title, requested time, and Pathways level from the agenda.
Quickly view a speaker’s title, requested time, and Pathways level from the agenda.
OfficerMember
Hot seat notice
An on-screen note for on-the-spot (“hot seat”) role assignments.
An on-screen note for on-the-spot (“hot seat”) role assignments.
Member
3
Meeting Minutes
4
Regular meeting minutes
Record attendance, business items, awards, and the theme/word of the day. Minutes move from draft to officer-approved, generating a watermarked PDF.
Record attendance, business items, awards, and the theme/word of the day. Minutes move from draft to officer-approved, generating a watermarked PDF.
Officer
Executive (board) meeting minutes
A separate minutes type for board meetings, with officer attendance, committee reports, and a motions table.
A separate minutes type for board meetings, with officer attendance, committee reports, and a motions table.
Officer
Minutes visibility control
Choose whether executive minutes stay private to officers or are visible to all members.
Choose whether executive minutes stay private to officers or are visible to all members.
Officer
Minutes PDF download
Approved minutes are available as a downloadable PDF.
Approved minutes are available as a downloadable PDF.
OfficerMember
4
Members & Roster
16
Member roster
See every active and inactive member, with role badges and invitation status.
See every active and inactive member, with role badges and invitation status.
Officer
Member profiles
Each member has a profile showing their role history and stats.
Each member has a profile showing their role history and stats.
OfficerMember
Edit member details
Update a member’s contact info, membership status, and officer roles.
Update a member’s contact info, membership status, and officer roles.
Officer
Membership status tracking
The system automatically flags memberships as active, expiring soon, expired, or lifetime.
The system automatically flags memberships as active, expiring soon, expired, or lifetime.
OfficerMember
Email invitations
Invite new members by email; invitations can be resent or revoked before they’re accepted.
Invite new members by email; invitations can be resent or revoked before they’re accepted.
Officer
Bulk member import
Import a list of members from a CSV or pasted text, generating invitations automatically.
Import a list of members from a CSV or pasted text, generating invitations automatically.
Officer
Member directory
A directory of all club members with officer badges and avatars.
A directory of all club members with officer badges and avatars.
Member
Welcome email
Preview and send a customizable welcome email to new members.
Preview and send a customizable welcome email to new members.
Officer
Role opt-outs
Block a specific member from ever being auto-assigned to a particular role.
Block a specific member from ever being auto-assigned to a particular role.
Officer
Role eligibility overrides
Manually mark a member eligible (or not) for specific roles, overriding the normal rules.
Manually mark a member eligible (or not) for specific roles, overriding the normal rules.
Officer
My Role History
View, and export to CSV, your own history of completed roles.
View, and export to CSV, your own history of completed roles.
Member
Club Role History report
View and export the whole club’s role history, filterable by member, role, or date.
View and export the whole club’s role history, filterable by member, role, or date.
Officer
Role history import
Import historical role completions from other platforms (TMClubSchedule, Easy-Speak) or from a CSV/PDF, including creating new member records where needed.
Import historical role completions from other platforms (TMClubSchedule, Easy-Speak) or from a CSV/PDF, including creating new member records where needed.
Officer
Multi-club membership
Belong to more than one club and switch between them.
Belong to more than one club and switch between them.
Member
Getting-started walkthrough
New members and newly promoted officers see a dismissible “Getting Started” banner for their first 45 days.
New members and newly promoted officers see a dismissible “Getting Started” banner for their first 45 days.
MemberOfficer
Notification preferences
Set how you prefer to be contacted and manage visitor-submission alerts.
Set how you prefer to be contacted and manage visitor-submission alerts.
Member
5
Officers, Roles & Permissions
5
Configurable roles
Add, edit, deactivate, and reorder the roles used in scheduling, including name, description, number of slots, and prerequisites.
Add, edit, deactivate, and reorder the roles used in scheduling, including name, description, number of slots, and prerequisites.
Officer
Role prerequisites
Require a member to have completed one role before they’re eligible for another.
Require a member to have completed one role before they’re eligible for another.
Officer
Officer role assignment
Assign who holds each officer position (President, VP Education, etc).
Assign who holds each officer position (President, VP Education, etc).
Officer
Officer-coverage safeguard
The system won’t let a club drop below two active officers, and blocks an officer from removing themselves from a role they’re the sole holder of.
The system won’t let a club drop below two active officers, and blocks an officer from removing themselves from a role they’re the sole holder of.
Officer
Officer role transfer requests
Propose a transfer of President, VP Education, or Secretary to another member, who accepts to complete the handoff.
Propose a transfer of President, VP Education, or Secretary to another member, who accepts to complete the handoff.
Officer
6
Login & Account
6
Login
Email or username plus password, with protection against repeated failed attempts.
Email or username plus password, with protection against repeated failed attempts.
Public
Password reset
Self-service “forgot password” email flow.
Self-service “forgot password” email flow.
Public
Change password
Update your password while logged in.
Update your password while logged in.
Member
Two-factor authentication (2FA)
Optional authenticator-app based login with backup codes.
Optional authenticator-app based login with backup codes.
Member
Self-service profile editing
Update your own name, phone, address, TM number, and preferred contact method.
Update your own name, phone, address, TM number, and preferred contact method.
Member
Club switching
Members in more than one club can switch which club they’re viewing or acting in.
Members in more than one club can switch which club they’re viewing or acting in.
Member
7
Guests, Visitors & Marketing
6
Visitor CRM
Track every guest through a pipeline (new, contacted, visited, joined) with notes and conversion stats.
Track every guest through a pipeline (new, contacted, visited, joined) with notes and conversion stats.
Officer
Public “Visit Us” contact form
A form on the club’s site for prospective guests to reach out.
A form on the club’s site for prospective guests to reach out.
Public
QR check-in
Generate QR codes (in-person, Zoom, or event-specific) that guests scan to check in; check-ins are tracked back to their source.
Generate QR codes (in-person, Zoom, or event-specific) that guests scan to check in; check-ins are tracked back to their source.
OfficerPublic
Guest email unsubscribe
One-click, CAN-SPAM-compliant unsubscribe from visitor marketing emails.
One-click, CAN-SPAM-compliant unsubscribe from visitor marketing emails.
Public
Automated visitor nurture emails
After a guest attends, they automatically receive a short follow-up email series over their next few visits.
After a guest attends, they automatically receive a short follow-up email series over their next few visits.
PublicOfficer
Marketing settings
Turn the nurture sequence on or off, customize the message, and generate a printable QR code.
Turn the nurture sequence on or off, customize the message, and generate a printable QR code.
Officer
8
Pathways (Education Tracking)
10
Pathways progress tracking
For Toastmasters clubs, tracks a member’s progress through all 11 official Pathways paths and their levels.
For Toastmasters clubs, tracks a member’s progress through all 11 official Pathways paths and their levels.
Member
My Pathways dashboard
See all your enrollments and progress bars in one place, across every club you belong to.
See all your enrollments and progress bars in one place, across every club you belong to.
Member
Self-enrollment
Enroll yourself in a path, including backdating a historical start date and level.
Enroll yourself in a path, including backdating a historical start date and level.
Member
Multiple simultaneous enrollments
Work more than one path at a time.
Work more than one path at a time.
Member
Level progress detail
See exactly which requirements are met or outstanding for your current level, including project and presentation requirements.
See exactly which requirements are met or outstanding for your current level, including project and presentation requirements.
Member
Automatic completion counting
Completing a role that counts toward Pathways (like giving a speech) is logged automatically, no manual entry needed.
Completing a role that counts toward Pathways (like giving a speech) is logged automatically, no manual entry needed.
Member
Manual & transfer completions
Log manual-only completions or bulk-import a member’s history from another club or platform.
Log manual-only completions or bulk-import a member’s history from another club or platform.
Officer
Level advancement
Advance to the next level once requirements are met.
Advance to the next level once requirements are met.
Member
Speech projects
Track individual speech projects (title, notes, requested time) linked to your actual scheduled speaking slot.
Track individual speech projects (title, notes, requested time) linked to your actual scheduled speaking slot.
Member
Officer Pathways admin
View any member’s full Pathways history, or enroll a member on their behalf.
View any member’s full Pathways history, or enroll a member on their behalf.
Officer
9
Dues & Invoicing
11
Officer Dues Dashboard
A central view of dues periods, recent invoices, templates, and credits.
A central view of dues periods, recent invoices, templates, and credits.
Officer
Dues periods
Define billing periods (e.g. Fall 2026) with start and end dates.
Define billing periods (e.g. Fall 2026) with start and end dates.
Officer
Invoice templates
Save reusable sets of line items to apply when creating invoices.
Save reusable sets of line items to apply when creating invoices.
Officer
Invoices
Create, edit, void, or mark invoices uncollectible.
Create, edit, void, or mark invoices uncollectible.
Officer
Bulk invoicing
Generate and send a batch of invoices to every member on a template at once.
Generate and send a batch of invoices to every member on a template at once.
Officer
Member credit ledger
Issue account credit, for overpayments, goodwill, or transfers, that members can apply toward future dues.
Issue account credit, for overpayments, goodwill, or transfers, that members can apply toward future dues.
Officer
Manual payment recording
Log payments made by cash, check, Zelle, Venmo, or other methods outside of online payment.
Log payments made by cash, check, Zelle, Venmo, or other methods outside of online payment.
Officer
TI dues confirmation
Mark a member’s dues as paid directly to Toastmasters International.
Mark a member’s dues as paid directly to Toastmasters International.
Officer
Self-service renewal links
Officers generate a renewal link members can use to pay their own renewal dues online.
Officers generate a renewal link members can use to pay their own renewal dues online.
OfficerMember
Prospective-member join invoicing
Invoice a guest who wants to join; they pay online or by another method through a secure link.
Invoice a guest who wants to join; they pay online or by another method through a secure link.
OfficerPublic
My Dues
View your own invoice history and print receipts.
View your own invoice history and print receipts.
Member
10
Payments
2
Club payment setup
Connect the club’s own payment account to accept online dues payments.
Connect the club’s own payment account to accept online dues payments.
Officer
Online invoice payment
Pay an invoice directly online through a secure hosted payment page.
Pay an invoice directly online through a secure hosted payment page.
MemberPublic
11
Subscriptions & Billing
4
Club subscription management
View subscription status, change plans, and manage payment.
View subscription status, change plans, and manage payment.
Officer
Flexible pricing plans
Monthly, Semi-Annual, Yearly, and limited-availability Charter pricing, with a 45-day free trial.
Monthly, Semi-Annual, Yearly, and limited-availability Charter pricing, with a 45-day free trial.
Officer
Trial & grace period
A 45-day trial and a 5-day grace period before a lapsed subscription drops into a limited read-only mode.
A 45-day trial and a 5-day grace period before a lapsed subscription drops into a limited read-only mode.
Officer
Subscription status banners
See banners for trial countdown, lapsed status, or sponsorship expiry.
See banners for trial countdown, lapsed status, or sponsorship expiry.
Officer
12
Referrals & Sponsor Codes
5
Referral program
Every club gets a permanent referral code; when a referred club subscribes, the referring club earns account credit.
Every club gets a permanent referral code; when a referred club subscribes, the referring club earns account credit.
Officer
Referral dashboard
Share your code and track pending and applied credit, plus a history of who you’ve referred.
Share your code and track pending and applied credit, plus a history of who you’ve referred.
Officer
Sponsor / district comp codes
District-sponsored clubs can redeem a code for a free billing period.
District-sponsored clubs can redeem a code for a free billing period.
Officer
Public club signup
New clubs can self-register for The Club Schedule directly.
New clubs can self-register for The Club Schedule directly.
Public
Club registration request queue
Alternatively, a club can submit a request for Synchronized to review and set up.
Alternatively, a club can submit a request for Synchronized to review and set up.
Public
14
Notifications & Email
6
Meeting reminder emails
Automatic reminders for anyone with a pending assignment, a configurable number of days before the meeting.
Automatic reminders for anyone with a pending assignment, a configurable number of days before the meeting.
Member
Reminder & notification settings
Control which notifications go out (on publish, on status change, on assignment change, etc).
Control which notifications go out (on publish, on status change, on assignment change, etc).
Officer
Publish notifications
When a schedule is published, every assigned member gets an email with their assignments and one-click confirm/decline.
When a schedule is published, every assigned member gets an email with their assignments and one-click confirm/decline.
Member
Broadcast email
Send a one-off email to the whole club.
Send a one-off email to the whole club.
Officer
Accept/decline page customization
Customize the messaging members see after confirming or declining a role.
Customize the messaging members see after confirming or declining a role.
Officer
Per-club email sending
Use the club’s own email sending configuration for better deliverability.
Use the club’s own email sending configuration for better deliverability.
Officer
15
Club Configuration
2
Club profile
Manage the club’s public info: name, address, meeting time/format, video call link, parking, founding year, and more.
Manage the club’s public info: name, address, meeting time/format, video call link, parking, founding year, and more.
Officer
Holiday & no-meeting dates
Set recurring annual holidays or one-off dates when the schedule should skip a meeting.
Set recurring annual holidays or one-off dates when the schedule should skip a meeting.
Officer
16
Files & Storage
3
Club Files library
A shared file library with nested folders, visibility controls (member vs. officer-only), and an optional member-upload setting.
A shared file library with nested folders, visibility controls (member vs. officer-only), and an optional member-upload setting.
OfficerMember
File sharing
Download or embed files, including video playback, through secure, time-limited links.
Download or embed files, including video playback, through secure, time-limited links.
OfficerMember
Club Handbook
Build members-only reference pages (guides, scripts, tips) with rich text, embedded files, and images.
Build members-only reference pages (guides, scripts, tips) with rich text, embedded files, and images.
OfficerMember
17
Club Websites (OurClub Sites)
3
Club website builder
Build a public club website on its own subdomain through a guided 4-tab setup: basic info, content and hero image, page toggles, and customization.
Build a public club website on its own subdomain through a guided 4-tab setup: basic info, content and hero image, page toggles, and customization.
Officer
Public club website
A home page with a next-meeting spotlight, an upcoming-meetings schedule, club stats, and a visitor contact form.
A home page with a next-meeting spotlight, an upcoming-meetings schedule, club stats, and a visitor contact form.
Public
Club directory
A searchable public directory of all club websites.
A searchable public directory of all club websites.
Public
18
API & Integrations
1
Club API access
Generate an API key to connect The Club Schedule to other systems for adding or removing members programmatically.
Generate an API key to connect The Club Schedule to other systems for adding or removing members programmatically.
Officer
19
Privacy & Your Data
3
Download your data
Request a full export of your personal data.
Request a full export of your personal data.
Member
Delete your account
Request account deletion; personal info is anonymized while club history is preserved.
Request account deletion; personal info is anonymized while club history is preserved.
Member
Consent tracking
Confirm acceptance of the privacy policy and terms of service.
Confirm acceptance of the privacy policy and terms of service.
Member
20
Help, Feedback & Roadmap
4
Public help center
Searchable help articles covering getting started, schedule creation, club settings, and more.
Searchable help articles covering getting started, schedule creation, club settings, and more.
Public
Contextual help links
Inline links throughout the app pointing to the relevant help article.
Inline links throughout the app pointing to the relevant help article.
MemberOfficer
Product roadmap
A public page showing what’s planned, in development, and released; logged-in members can also see ideas under consideration.
A public page showing what’s planned, in development, and released; logged-in members can also see ideas under consideration.
PublicMember
Feedback inbox
Submit bug reports, feature requests, or general feedback directly.
Submit bug reports, feature requests, or general feedback directly.
MemberOfficer
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