A VPE choosing club software in 2026 has more options than most officers realize, and the prices range from free to about $120 a year. This guide lists every tool we could find that clubs actually use for roles, agendas, and reminders, with prices checked against each tool's own site in November 2026.
At a glance
| Tool | Price for a club | Best for |
|---|---|---|
| Toastmanagers | Free | Automatic role rotation, reminders, and PDF agendas |
| Easy-Speak (easySPEAK) | Free | Clubs in districts that already run on it, especially in Europe |
| FreeToastHost 4 | Free | The club's public website, with built-in role sign-up |
| OurClubHQ | $109/year or $12.50/month; 45-day trial | An all-in-one paid suite with a visitor pipeline |
| TMClubSchedule | $120/year, $75/6 months, or $15/month; 30-day trial | Auto-scheduling by experience level with accept/decline emails |
| Toastmasters Club Software | Advertised as free | Role assignment plus guest sign-in and follow-up |
| TMmeets | Not published | Meeting-night tools: timer, Ah-Counter, Table Topics |
| Google Sheets | Free | Small, stable clubs with one organized VPE |
Toastmanagers
Our tool, so read this one with that in mind. Toastmanagers fills the schedule by spreading roles evenly across each member's full history, then lets officers adjust. It emails role holders automatically a week and a day before each meeting, builds a PDF agenda in one click, tracks Pathways speeches, and imports a Club Central roster CSV. Officers can export everything as CSV files at any time.
Limits: no forum, club website, or contest tools; history is per club. Price: free.
Easy-Speak (easySPEAK)
The veteran. Created in 2005 by Malcolm Warden of Bicester Speakers and now run by the volunteer easySPEAK Association, it serves about 1,800 clubs and 43,000 users, including most clubs in Toastmasters' European region. It covers role allocation, member self-booking, a speech request queue, Pathways tracking, agenda templates and scripts, a club website, a forum, and polls. A companion easySPEAK Mobile app launched in 2026.
Limits: the main interface is desktop-first, and reminder emails are sent manually by the meeting manager. Price: free for clubs. See Easy-Speak vs Toastmanagers.
FreeToastHost 4
FreeToastHost is the free website host for clubs listed on toastmasters.org. It is built and maintained by volunteers with Toastmasters International's cooperation. FTH4, rolling out through 2026, adds better mobile display, hybrid attendance, multiple agendas, and member role sign-up, including a bulk sheet for signing up across several meetings.
Limits: scheduling is sign-up driven rather than automatic, and the migration from FTH3 has had growing pains. Price: free. See FreeToastHost vs Toastmanagers and common FTH4 problems and fixes.
OurClubHQ
A paid all-in-one suite built by a Toastmaster. It explains its role assignments, handles email confirmations and swaps, runs an auto-updating public site, and tracks visitors through to membership.
Price: $12.50/month or $109/year per club, with a 45-day trial. See OurClubHQ vs Toastmanagers.
TMClubSchedule
A focused role scheduler built by a former VP Education from a Dallas club and released in 2018. It auto-schedules roles by experience level, emails assignments that members accept or decline, lets members record absences, and gives the VPE a dashboard and agenda mailer.
Price: $15/month, $75 for 6 months, or $120/year, with a 30-day trial. See TMClubSchedule vs Toastmanagers.
Toastmasters Club Software
A web app at toastmastersclubsoftware.com that auto-assigns roles, lets members accept, decline, or swap, publishes a public agenda, and handles guest sign-in and follow-up, with optional Pathways tracking. It advertises itself as free; we could not find details on who runs it beyond the developer name in its footer.
TMmeets
A newer meeting app focused on the meeting itself: an agenda that fills as members claim roles, a timer, an Ah-Counter, a Table Topics generator, and guest RSVPs. Pricing is not published, and its own site describes voting as coming soon and Pathways support as still evolving.
Google Sheets
Still the most common "tool" of all. A shared sheet is free and flexible, but nobody gets reminded, role history is hard to see, and it depends on one officer keeping it tidy. See when a Sheet stops scaling.
Older tools to avoid
You may find Toastmaster Automation (autotoast), an open-source PHP project on SourceForge. Its last update was in 2016, so we would not start a club on it today.
How to choose
- Your district runs on Easy-Speak? Stay unless the workflow is hurting you.
- You need a public website? Use FreeToastHost for the site, and pair it with a scheduler if its sign-up model doesn't suit you.
- You want one paid suite for everything? Look at OurClubHQ.
- You want scheduling that runs itself, free? Try Toastmanagers.
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