Your club shouldn't have to pay to run its meetings, and most of the good options are free. So the real question is how much work each tool leaves on your officers' plates. We build Toastmanagers and we think it is the best choice for the weekly job. Here is why, and how the others compare.
| Tool | Price | Built for | What it leaves to officers |
|---|---|---|---|
| Toastmanagers | Free | Weekly roles, reminders, and agendas | A final look at the schedule |
| Easy-Speak | Free | Meetings and educational progress | Sending reminders, according to its own overview |
| FreeToastHost | Free for clubs listed on toastmasters.org | Your public website and member tools | Getting through a phased move to FreeToastHost 4 |
| Google Sheets | Free with a Google account | General-purpose spreadsheets | Rotation, reminders, and agendas, all by hand |
1. Toastmanagers: best for the weekly work
Toastmanagers is built around the job that repeats every week: who has which role, who has been reminded, and what the printed agenda says.
- A first draft in one click. Auto-assign fills empty roles using each member's history, their "prefer", "avoid", and "never" preferences, and the dates they will be away.
- Reminders nobody has to send. Every assigned member gets an email 7 days and 1 day before their role, with an optional same-day reminder.
- A full meeting packet. The Agenda PDF includes the timed agenda, an evaluation form for each speaker, and sheets for the Timer, Grammarian, Toastmaster, and Sergeant at Arms.
- Meeting tools. A timer that turns the page green, yellow, and red, and a Grammarian tab for counting the Word of the Day.
- Pathways tracking. Track paths, levels, and projects, and attach the project to the speech on the schedule.
- Your data stays yours. Export a ZIP of CSVs whenever you like, and subscribe to an iCal feed.
It works in any phone browser, and you can import your roster from a CSV. Want a look first? Open the sample club.
2. Easy-Speak
Easy-Speak has served clubs since 2005. It allocates roles from each member's experience and recent roles, keeps a queue of speech requests, and supports officer training administration for areas, divisions, and districts.
Where it falls short: Its own overview describes reminders as something the meeting manager sends, so that job stays with a person. Its founder stepped back in October 2025, and his letter to district leaders said hosting needed stabilizing and legacy systems needed modernizing. Its mobile app is on iOS, and we found no Android version. Read more about the alternative.
3. FreeToastHost
FreeToastHost is the long-running free website service for clubs, with agendas, role sign-up, a member directory, and email.
Where it falls short: It is a website first. FreeToastHost 4 is rolling out in phases and is still being built out, and FreeToastHost describes migration as a one-way trip. Keep it for your public site and run your meetings in Toastmanagers. Our FTH4 migration checklist shows how.
4. Google Sheets
Most clubs start on a shared Sheet because it is free and familiar.
Where it falls short: A spreadsheet can hold names, but it will not balance roles, send reminders, or build your agenda. Two officers can overwrite each other without noticing. See Toastmanagers vs Google Sheets.
What about paid software?
OurClubHQ is an all-in-one paid suite at about $109 a year per club. If your club already has a free website and mainly needs the schedule to run itself, there is no need to spend that. See the comparison.
Our recommendation
Use Toastmanagers to run your meetings. If you need a public website for guests, keep FreeToastHost for that. Your officers get their week back, and your club's software budget stays at zero.
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Frequently Asked Questions
Is Toastmanagers really free?
Yes. Core scheduling, reminders, and agendas are free, and you don't need a credit card to start.
Can we keep our FreeToastHost website?
Yes. Many clubs keep FreeToastHost for visitors and use Toastmanagers for meetings. Add a "Members: schedule" link to your site.
Can we get our data out?
Yes. Officers can export a ZIP of CSVs at any time.