Easy-Speak (easySPEAK) has run club schedules since 2005 and is still free. If your officer team has decided to switch anyway, the hard part is not the new tool. It is getting the roster across, keeping the next few meetings intact, and making sure every member knows where to look. This guide covers exactly that, in about 90 minutes of officer time.
What moves and what doesn't
| Data | How it moves |
|---|---|
| Member roster | Download it from Club Central on toastmasters.org and import the CSV |
| Next 2–4 meetings | Re-enter the locked assignments by hand (about 5 minutes per meeting) |
| Requested speeches | Copy the speech queue: who, which project, preferred date |
| Pathways progress | Nothing to move. The official record lives in Base Camp, not in either tool |
| Years of meeting history | Usually left behind. See below |
Easy-Speak documents its import tools well, but a club-level export of members and past meetings is not publicly documented. If your club needs old meeting history for its records, ask your district's easySPEAK administrator before you start. Most clubs find they only need the roster and the next month of meetings.
Step 1: Get your roster from Club Central (10 minutes)
- Sign in at toastmasters.org and open Club Central for your club.
- Download the membership roster and save it as a CSV file.
- Optional: add an Email column for members who use a different address with the club than with Toastmasters International.
This is the same roster file Easy-Speak itself imports from, so it is the cleanest starting point. Any spreadsheet works too, as long as it has a Name column (or First Name and Last Name) and, ideally, Email.
Step 2: Create the club (5 minutes)
- Sign up and create your club.
- Set the timezone and meeting pattern (for example, every Tuesday at 7pm, or the 1st and 3rd Thursday).
- Pick the roles you actually use. Leave out the ones your club never fills.
Step 3: Import the roster (5 minutes)
- Open Members and choose Import CSV.
- Drop in the file from Step 1. Club Central names like "Smith, Jane, DTM" become "Jane Smith" automatically, and duplicates are skipped.
- Keep silent import on if you want to announce the switch yourself later.
Step 4: Rebuild the next few meetings (20 minutes)
Open Easy-Speak beside Toastmanagers and copy the meetings that are already settled: speakers, evaluators, Toastmaster, and any speech titles or Pathways projects. Then copy the requested speeches queue so nobody who asked for a slot loses it.
For everything after that, let Toastmanagers fill the schedule. It spreads roles evenly across the roster from the start, so you don't need years of Easy-Speak history for it to be fair.
Step 5: Run both for one cycle (2–4 weeks)
- Keep Easy-Speak read-only for members during the overlap, and make Toastmanagers the place officers edit. Two places to edit means missed roles.
- Toastmanagers emails each role holder a week and a day before the meeting, so watch the first two rounds of reminders and fix any wrong email addresses.
- Print the PDF agenda for the first meeting after the switch as a safety net.
Step 6: Tell members (10 minutes)
Send one short email. For example:
From next month our meeting schedule moves to Toastmanagers. You'll get an email when you have a role, a week and a day before the meeting. To request a speech, sign in to the club schedule; to swap a role, reply to this message.
Step 7: Wrap up
- Export your club data once from Settings (a ZIP of members, schedule, and attendance CSVs) so you know you can always leave.
- Add the calendar feed to officers' Google, Apple, or Outlook calendars.
- Ask your easySPEAK administrator to archive the club, and remind members they can delete their own Easy-Speak accounts from their profile if they want to.
When to stay on Easy-Speak
Switching is not always the right call. Stay if your district and neighbouring clubs all run on Easy-Speak, if members rely on one speech history across several clubs, or if you use its built-in club website, forum, and polls. Easy-Speak is free and maintained by volunteers who care about it; there is no cost pressure to move.
For the feature-by-feature view, see Easy-Speak vs Toastmanagers. If your club just needs help using Easy-Speak, our guide to booking roles and requesting speeches in Easy-Speak covers the common tasks.
Move your club this weekend
Import the Club Central roster, lock two meetings, and let reminders take over.
Get Started FreeNo credit card. Export your data anytime.