Toastmasters International (TMI) launched the Prospective Member Management system in Club Central in November 2024. This new tool brings clarity, structure and support to one of the most important responsibilities of any club: welcoming guests and guiding them towards membership. At Tube Talk Toastmasters, the system has enhanced our process and strengthened the way we support prospective members.
A Warm and Consistent First Response
The Prospective Membership system stores guest details (name, contact number and email) but does not send messages. Clubs continue to communicate through their official email, ensuring personal engagement. To deliver a consistent and professional welcome, Tube Talk uses a personalised email template. This provides clear meeting information and enables any officer to respond confidently.
Guests who contact us directly by email are encouraged to register onto our Prospective Members list using the ‘Invite a Prospective Member’ option, which send them the official registration link to create their Guest login.
Registration is also available through a QR code displayed on our club meeting flyers and at our club meetings.
Empowering Visitors with the Guest Home Page
Once registered, guests receive access to a Guest Home Page containing information on benefits of joining, how clubs operate and an introduction to the Pathways programme. This supports guests in exploring Toastmasters at their own pace and prepares them for a positive first meeting experience.
” Joining Tube Talk Toastmaster using the online features was incredibly smooth and straightforward. The application process was easy and seamless from my registration to becoming a member. It has been a brilliant experience” – Daniella Tilbrook, Tube Talk
Clubs with direct TMI membership payments enabled, including Tube Talk, will see new members appear in the Membership Management section of Club Central as members in good standing once the guest completes the application and pays TMI. Clubs that process payments through the Treasurer will see applications appear in the Pending Payments section until payment is processed.
Note: The Prospective Membership system cannot currently accommodate guests who are existing or former TMI members. It does not accept existing membership numbers. Returning, transferring or reinstating members must follow the standard reinstatement or transfer process rather than the Prospective Members feature.
Stronger Teamwork and Full Visibility
One of the most valuable features of the new system is the shared visibility it offers. All club officers can view the Prospective Members list and track progress using the optional status fields. This allows the committee to work together seamlessly. If the Vice President Membership is unavailable, another officer can continue supporting the guest without delay
If a guest decides not to join, the club can simply select Prospective Member No Longer Interested, which removes them from the active list. Guest profiles that remain inactive for seven months will automatically be removed by TMI.
The Benefits for Tube Talk
Prospective Membership system has brought several clear advantages to our guests and membership:
- Better organisation. All guest details are stored in one structured accessible place.
- A stronger and more consistent guest experience. Every guest receives clear communication and a straightforward pathway.
- Improved teamwork. Any officer can support the guest journey at any time that is tracked on club central prospective membership
- A streamlined online application process. Guests complete their membership application directly through their TMI Guest Profile.
- Reduced administrative work for club officers. Automatic updates and fewer manual entries make membership processing clearer and more efficient.
Support to Help Your Club Get Started
TMI has produced a selection of useful resources, including a Step-by-Step Tutorial, Webinar Recording, Frequently Asked Questions page and a Prospective Member Conversion Guide.
At Tube Talk Toastmasters, the Prospective Membership system has enhanced the way we welcome guests. It provides clarity, consistency and confidence, while offering guests a structured and supportive experience from their very first enquiry to the moment they become members.
This system gives you and your club committee the opportunity to continue to transform the guest experience, make your roles more seamless and set every prospective member up for success. Try out the Prospective Membership tool in Club Central and continue to strengthen the way your guests are welcomed, their transition into membership and the way your officers work together.
Last Updated on 28th November 2025 by Allen Paul