The document describes the Toastmasters Secretary App, a free web application that allows Toastmasters club secretaries to conveniently record meeting data, generate and share minutes, and access past meeting information. The app guides users through a login process and provides tabs to input speeches, members, calendar events, and meeting details which are then used to generate minutes that secretaries can optionally modify and email. It also addresses frequently asked questions about accessing, using, and customizing features of the app.

1. Toastmasters Secretary App
Step-by-step minutes instructions
Note: This application is provided by latticera.com

2. What is the Toastmasters Secretary App?
• A free application used by Toastmasters Secretaries
• Allows for quick and convenient
• Recording of meeting data
• Minutes generation and sharing
• Retrieval of past meeting information
• It is a web app that runs in a browser, on any device
• Note: Web app means that you need Internet connection to access it.
• Request access for your club at team@latticera.com
• Note: You will receive instructions for setting up your Secretary account.

3. Presentation Flow
• Login
• Dashboard
• Speeches
• Members
• Calendar

4. Presentation Flow Details
• Login - Get access to the Toastmasters Secretary app
• Dashboard - A bit of info
• Speeches - Standard Toastmasters International project & speeches list
• Members - Club members management
• Calendar - This is where meeting data is updated and minutes generated

5. Provide your
credentials here
Login tab

6. This is how you
contact us
Dashboard tab

7. This tab lists all
standard Toastmasters
Projects and Speeches
Speeches tab

8. Members tab
The Secretary adds new
club Members
A newly added club
starts with its Secretary

9. Click Create to create
Member record
Add Members

10. You now have two
members
Add Members

11. Add Members
Continue adding
members…

12. Calendar tab
Select meeting date
then press Add to add
new meeting data

13. Meeting data
Set meeting start and
end time
You can adjust meeting
date here

14. Meeting data
Save if you want to
continue later
Type in meeting theme
here

15. Meeting data
Press Delete if you
want to delete this
meeting
Meeting record saved

16. Meeting data
Click here to continue
adding meeting
information

17. Meeting data
Press Next to continue to
next section - Attendance
Meeting data is recorded
in four sections; Details is
the first one.

18. Meeting data
Press button to toggle
attendance; default is
Not present
Press Next to continue
to next section - Roles

19. Meeting data
The Roles section has four
panels; press header title
to expand or collapse panel
Press Next to continue
to next section

20. Meeting data
Select member name for
a given role

21. Meeting data
Continue updating
information for panel
Intro and Helpers
Press here to expand
Speaker panel

22. Meeting data
Fill in information under
Speakers panel

23. Meeting data
Select speech project
from standard list
When done press here to
collapse Speakers panel

24. Meeting data
Press here to expand
Table Topics panel
Continue updating
meeting data…

25. Meeting data
Press here to expand
Awards and Closing panel
Continue updating
meeting data…

26. Meeting data
When done press Next

27. Meeting minutes
Magic happens in the
Minutes section
Add here meeting specific
information, ex. Guest list;
announcements

28. Press Generate and
minutes will be displayed
in the text area above
Meeting minutes

29. You can update the text
area with your own
(custom) text
Meeting minutes
Note: All custom text is
overwritten when you
press Generate

30. Optional: Provide an
email address here…
… then press @ to email
meeting minutes
Email minutes

31. Notification displayed
for a few seconds
Email minutes

32. Press Save to store your
updates in the database
Save meeting data

33. Press Save to store your
updates in the database
Save meeting data
Meeting minutes are not
stored in the database
unless you Save them

34. Notification displayed
for a few seconds
Save meeting data

35. Notification displayed
for a few seconds…
… and automatic redirect
to the Calendar tab
Save meeting data

36. FAQ – The Questions
1. How do I get this application for my club?
2. How are minutes generated?
3. Where are minutes stored?
4. Can I modify the minutes with my own text?
5. Can I add new roles?
6. Can I define my own template?

37. FAQ – The Answers
1. How do I get this application for my club?
Request access for your club at team@latticera.com
You will receive instructions for setting up your Secretary account.
2. How are minutes generated?
The information entered in the various fields is used to replace placeholders in a text template.
When pressing Generate the placeholders are replaced with the information you provided.
3. Where are minutes stored?
When Save is pressed the current information is stored in the tool database. Minutes are saved
in the database, as well as all other meeting information you provided.
Back to Questions

38. FAQ – The Answers
4. Can I modify the minutes with my own text?
Yes, definitely. Make sure you Save them in the database. Email them or copy them elsewhere
as needed, ex. Word document.
Note: If you press Generate again all your changes will be overwritten.
5. Can I add new roles?
Meeting roles represent meeting record fields. All fields are static, that is, you cannot add new
roles. You can update the minutes text as you wish, though.
6. Can I define my own template?
Not at this time. But you can suggest template improvements - email team@latticera.com
Back to Questions

39. Contact Us
We would like to hear from you!
Please contact us with questions and feedback at
team@latticera.com