Changing your Club and Officer Information At Year End
This page explains what updates Toastmasters clubs need to complete by 30 June each year, or when club or officer details change.
Updating your club information
Following club officer elections in May (or whenever details change), it is important that all clubs update their club and member contact details in the following websites:
- Toastmasters New Zealand
- Toastmasters International
Full instructions are provided below. Please print this notice for reference or send/hand to the club officer who will be actioning the updates.
You should check and print your club listings in both systems first, before preparing and actioning your updates.
(A) Updating your club details on the New Zealand Club Finder
All clubs and district officer information are stored in the Club Finder. At the start of the new year in July, it may take several weeks for Toastmasters to make new officer lists available so you need to take action.
Register your 2019-20 Officer information on the New Zealand Club Finder site, using the "Set Officers for next TM Year" feature. No login is required, but you will need one, which is your email or membership number, to check details using the "District Directory for 2019-2010" option, or to change other information using the Club Editor . These features become viisble on a "Member's Menu" once you are logged in
As soon as your club has held its Annual Business Meeting (ABM) to elect their new Executive, and before the year ends on June 30, you need to update up to three areas of the District Directory:
- Officer names (for President, VP Education and Secretary) for Pathways Base Camp Managers
- Email redirections (other members who receive emails sent to the club for publicity purposes - VP Membership and VP PR)
We suggest you review the rest of your club's information using the Club Editor. Changes here take effect immediately; changes of officers will happen on or shortly after July 1, at which point the "Set Officers" freature will be disabled.
To sign on to the Club Finder, you will need your membership number and the email address you gave TI. Please refer to the video resources page for an overview of this process. Any current club officer can make these changes. For help, there are two points of contact:
- For questions about logging in, please ask email@example.com, putting "Club Finder Login" plus your club name and number in the subject of the email.
- For all other inquiries, please ask your Area Director first. You will be able to find those appointed for the next year by using a 2019/2020 version of the District Directory in the Members' Menu.
Every member has a login to the NZ Club Finder, and can download the District Directory for the current and upcoming year. This replaces the printable directories, which were becoming vulnerable to hackers; it contains listings for all clubs and District Officers.
Don't forget to update your club information on the World Headquarters website as well from the next set of instructions.
(B) Updating your club details on the Toastmasters International Club Finder
All clubs need to inspect their club listing on the Toastmasters International Club Finder including their location marker in Google Maps, and then update their details as necessary.
A club officer will then need to login using their personal membership number and password to update their club's meeting details as follows:
- correctly type your club meeting venue address in the Place and City boxes, remembering that this data is used to build the town/city drop down list (See note 1 below)*
- accurately specify your club meeting venue address or location on the Google mapping function by positioning the pin in the right place. You should then double-check your location marker on the front end of the WHQ website by listing your club in the Club Finder and checking where the Toastmasters logo appears, to ensure that the map doesn't have your meeting venue on a mountain or in the wop wops in some random country on the other side of the world! (See note 2 below)**
- remove any personal email addresses, and replace with the club's New Zealand generic toastmasters club email address. This ensures and both Pathways requests and membership enquiries reach the right people
- update any contact phone numbers, meeting days and times, and club website address if they have changed
*1 The WHQ database takes the 2nd address field and uses that to build the drop down list of town/cities, so you should type a city in this field, not a suburb.
**2 If you spend a couple of minutes testing the listings you will figure out how to pin your club location for a more accurate result!
Updating your Club Website
All clubs with a website should plan for updating the club's contact details for the new committee. Your club website is found by prospective new members from links on the WHQ or NZ club finder. If your website is not listed, please advise the District Webmaster. This task is for your Club Webmaster.
Want to know more?
Email firstname.lastname@example.org for all other enquiries or if you need help to ensure your club listing is correct.