Club Officers and Business FAQ

You can learn about each club officer role on the Club Officer Tools page, including how to perform a role, scripts, logs, and responsibilities during club meetings.

Officers can access Club Central from the Leadership Central menu or from My Home once logged into toastmasters.org.

After logging in to Club Central, a club officer has access to do the following:

• Submit memberships, dues payments, and education awards
• Make updates to contact and mailing information for the club, some contact information for its members, the club officer list, club meeting information and directions, club demographics, and the Addendum of Standard Club Options
• View and update the Prospective Member Management page, where contacts from the Find a Club page populate for your club
• View club financial information, the club roster, and prior club achievements
• Access the eligibility assistant

Members will need to update their own name, email, and other profile details by logging in at toastmasters.org. Once logged in, the member can click their name at the top of the page and select “My Profile.” In the Personal Details section, choose “Edit” to make any updates.

You can also email your update request to the Club Quality and Member Support Team at membership@toastmasters.org.

Club officers have two options for registering new, dual, and reinstating members to the club. Both the application and payment details can be submitted to World Headquarters for processing, or the club officer can submit both the application and payment online using Club Central. The Club Central instructions can be found below:

1. Log in to Club Central and click “Membership Management.”
2. Click on the "+ Add Member" button on the right side of the screen.
3. Select the dial for “No, Dual/Reinstated Member.”
4. Enter the member's last name and the Member ID or email address in the fields, then click "Search."
5. After you have located the member, click "Confirm."
6. Add their sponsor, if applicable.
7. Update their contact preferences, if indicated on Page 2 of their Membership Application.
8. Check the box to confirm an application is on file with the club.
9. Select whether you would like to submit payment now or allow the member or another officer to submit payment later.
10. Click "Submit."
11. Confirm the payment total and enter payment details on the next page if you are ready to pay now.
12. If you receive one of the following error messages:
    • That the member is already associated with the club, go to the Membership Management page and add them to the cart to finalize their membership
    • That the member is already active with the club, go to the club roster to verify their membership status

If the member is not new, please use the “No, Dual/Reinstated Member” dial rather than the "Yes, New Member" dial.

A transfer member is someone who is currently paid in one club and would like to transfer their membership to another club. Once the member has completed the Membership Application, a Club officer can email it to membership@toastmasters.org or fax it to +1 303-799-7753 to the Club Quality and Member Support Team for processing. No payment is required, as the member has already paid their dues to the club they are leaving.

The most recent versions of the Membership Application is on the Resources page.

Club officers can review and update their club’s contact information, meeting schedule, and location on the Club Contact and Meeting Information page of Club Central. Officers can also email the requested changes to Club Quality and Member Support Team at membership@toastmasters.org.

Club officers can update information on the Find a Club page from the Club Contact and Meeting Information page in Club Central. If your club’s meeting address has changed, please move the map marker to the new location. This does not occur automatically.

If the officer does not have internet access and would like to update their club’s location, email the Club Quality and Member Support Team at membership@toastmasters.org, or send a fax to +1 303-799-7753.

Updates to the meeting information made through Club Central will reflect on the Find a Club page within 48 hours.

FreeToastHost is a third-party platform created specifically for managing Toastmasters club and District operations around the world. It provides tools to streamline meeting planning, track member progress, and integrate data management directly with the club’s website. Questions or concerns can be submitted through the FreeToastHost support site.

Easyspeak is another third-party system designed to support Toastmasters clubs and Districts. It offers features such as automated meeting scheduling, role assignments, agenda creation, and performance tracking. Questions and concerns can be submitted through the Easy Speak Support Site.

Your club’s Club Success Plan is located in Club Central. To access it, log in to toastmasters.org, click your name at the top of the page, select “My Home,” and then open Club Central. From there, click “Club Success Plan.”

lick “Start” or “Edit” next to each section to work on the plan. You can also upload a completed plan using the “Upload Plan” button.

To be eligible to serve as a club officer, you must be a paid member of the club you intend to serve in. There are no other prerequisites for your club to vote you in.

To update the club officer list:

1. Log in to Club Central and select “Club Officer Assignment.”
2. Use the dropdown under each officer role to choose the paid member who will serve in that position.
3. Select “Term Start Date” (the date they were elected) using the calendar tool.
4. Repeat these steps for each officer you need to update.
5. When everything is correct, click “Save” at the bottom of the page.

A valid officer list must include three different paid members serving as:

• President
• Secretary
• One Vice President (Education, Membership, or Public Relations)

If an officer was added by mistake, send corrections to the Club Quality and Member Support Team at membership@toastmasters.org.

If you are elected to fill a club officer vacancy during the middle of a term, your official start date will be the first day of the month in which the vacancy occurs. For example, if you are elected on November 7, your start date will be recorded as November 1.

If an officer is already listed in the role and a new officer is elected to replace them, the previous officer’s end date will automatically adjust to the last day of the preceding month. For vacancies filled in July, the outgoing officer’s assignment will be removed entirely, and the newly elected officer will receive a term start date of July 1. This ensures that any officer elected in July can serve the remainder of the term and receive appropriate credit toward their educational achievements.

Note: This policy applies to any officer elected on or after July 1 and does not apply to terms or program years prior to that date.

Per the Club Constitution for Clubs of Toastmasters International Article VI: Officers Section 7, "Any officer of this club may be removed from office at any time, with or without cause, by majority vote of all active individual members present and voting at a business meeting at which a quorum is present."

To remove an officer, the club must hold a vote during a business meeting where a quorum is present. If the majority of members vote in favor, the officer is removed from the role. This vote can happen with or without cause, and once the vote is finalized, there is no appeal process.

Members of a club committee may be appointed. However, members of the club’s executive committee must be elected. The President or committee chair has the authority to appoint members to other committees, but each appointment must be confirmed by the club membership before it becomes official.

As defined by the Club Constitution for Clubs of Toastmasters International, Article V, a majority of the active individual membership shall constitute a quorum for the transaction of all business of this club. A majority of the club executive committee shall constitute a quorum for the transaction of the committee’s business.

Any member of the club membership can raise a motion during a club business meeting. The club members then discuss the motion and vote on the matter if a quorum is present. Unless stated otherwise in the governing documents, the motion requires a majority in favor to pass.

Every decision voted upon by the club executive committee must be ratified by the club membership before it can be implemented. This requirement is stated in the in the Club Constitution for Clubs of Toastmasters International, Article VIII, Section 2. If the club membership does not vote on the decision, as stated above, it is considered void and may not be taken by the club executive committee.

No, every expenditure of club funds requires a club membership vote. The club should vote on an annual or semi-annual budget so it can approve a number of guaranteed expenses at once, such as meeting supplies, room rental, membership badges, and other club necessities. Any additional expenses that occur during the year can be voted on as they occur.

Yes, provided that the policy the club establishes does not conflict with any local, federal, or national laws, nor with the governing documents of Toastmasters International.

What clubs and banks commonly refer to as “bylaws” are two separate documents. The first document is the Club Constitution for Clubs of Toastmasters International, which are rules and regulations that all clubs agree to adhere to as part of their chartering process.

The second document is the club’s Addendum of Standard Club Options, which specifies the detailed choices the club has made to govern its operations. The club’s Addendum of Standard Club Options is located online in Club Central and may be accessed by an officer of the club following the instructions below:

Updating Addendum of Standard Club Options:

• Log in to Club Central with your email and password.
• Select the club you wish to conduct business for to access the Club Business menu.
• Click on “Update my Addendum of Standard Club Options.”
• Make any necessary updates/corrections and click the “Update” button at the bottom of the page.

Once the Addendum is accessed, you will be able to print or export a copy for your records. Should you find the club’s Addendum to be incomplete or missing information, please update this document to ensure we have the most up-to-date information for the club.

Any registered officer can change the club’s name on Club Central. If the officer does not have internet access, he or she can email the information, contact us by phone at +1 720-439-5050, or send a fax to +1 303-799-7753.

Please note: A club name change is an addendum change and requires an affirmative vote of at least a simple majority of the members present and voting at a club business meeting where a quorum is present. For additional information on the requirements and methods to make this change, please refer to the Club Constitution for Clubs of Toastmasters International, Article X, Section 7 Addendum of Standard Club Options.

Please reference the Club Status Guide to see how the club status affects different areas of the Toastmasters program.

Please contact our Club Quality and Member Support Team to speak with a member of the team for further assistance at +1 720-439-5050, or by email.

Club credit is the remaining balance in a club’s account due to an overpayment in membership dues and fees. This balance will appear on your club’s monthly statement, and it may be used towards future renewals or new membership dues and fees.

• Club credit must be processed by World Headquarters.
• Send the list of names and membership applications to World Headquarters for processing via email (membership@toastmasters.org), fax (+1 303-799-7753), or mail (9127 S. Jamaica Street, Suite 400, Englewood, CO 80112).
• When sending the list, please reference the amount of credit to be applied to the members, and if the amount in dues exceeds the credit, provide payment information for the balance.

Last updated 04/2026