Toastmasters Zoom App
Complete guide to adding, using, and removing the app
Table of Contents
1. Overview
The Toastmasters Meeting Manager is a Zoom App that runs directly inside the Zoom meeting sidebar. It provides everything you need to run a complete Toastmasters meeting digitally — no switching between apps or browser tabs.
Speech Timer
Color-coded timing with presets
Role Manager
Assign 12 meeting roles
Ah-Counter
Track 8 filler word types
Grammarian
Word of the day & notes
Table Topics
Random topic generator
Voting & Reports
Vote & generate summaries
2. Adding the App to Zoom
Open the Zoom Marketplace
Go to the Zoom App Marketplace or search for "Toastmasters" directly within the Zoom desktop client under the Apps tab.
Click "Add" or "Install"
Click the Add button on the app listing page. You will be prompted to authorize the app with your Zoom account.
Authorize the App
Review the permissions requested and click Authorize. The app requires access to your meeting context (participant names, meeting ID) to function properly. We do not store any personal data beyond the active meeting session.
App is Ready
Once authorized, the app will appear in your Zoom sidebar under Apps. You can open it during any Zoom meeting.
3. Getting Started
To launch the app during a Zoom meeting:
- 1. Join or start a Zoom meeting
- 2. Click the Apps button in the Zoom toolbar (bottom of the meeting window)
- 3. Select Toastmasters from your installed apps
- 4. The app opens in the Zoom sidebar with the Meeting Setup screen
Note: The meeting host has full control over the app. Guests can view the meeting state in real-time but cannot modify roles, timer, or settings.
4. Meeting Setup Phase
When the app launches, you enter the Setup Phase. Here the host assigns roles and reviews the agenda before the meeting begins.
Assigning Roles
The host can assign up to 12 Toastmasters roles from the dropdown menus. Participants in the meeting appear in the dropdown list automatically.
Reviewing the Agenda
A default agenda with 16 items is provided. The host can:
- ● Add new agenda items
- ● Edit item names and durations
- ● Remove items not needed
- ● Reorder items by dragging
Once everything is set, click the green "Start Meeting" button to transition to the running phase.
5. Using the App During Meetings
Once the meeting starts, the app switches to the Meeting Dashboard with 7 tabs for different functions. All participants see the same real-time state.
5.1 Speech Timer
The Timer tab provides a professional color-coded speech timer with three presets:
Prepared Speech
Green: 5:00
Yellow: 6:00
Red: 7:00
Table Topics
Green: 1:00
Yellow: 1:30
Red: 2:00
Evaluation
Green: 2:00
Yellow: 2:30
Red: 3:00
How to use:
- 1. Select the speaker name from the participant dropdown
- 2. Choose the timer type (Prepared Speech, Table Topics, or Evaluation)
- 3. Click Start to begin timing
- 4. Click Stop when the speaker finishes — the timing is saved to history
The timer display changes color as the speaker progresses through green, yellow, and red zones. Overtime is indicated with a pulsing red animation. All timing history is preserved with color-coded status tags (Over, Good, Under).
5.2 Agenda Management
The Agenda tab displays all meeting items with assigned participants and estimated durations. During the meeting, the host can mark items as complete to track progress. Guests see the agenda in real-time as a read-only view.
5.3 Ah-Counter
The Ah-Counter tab tracks 8 types of filler words for each participant:
How to use: Select a participant from the dropdown, then tap the corresponding filler word button each time you hear it. The count increments automatically. A summary of all filler words per participant is available in the meeting report.
5.4 Grammarian Tools
The Grammarian tab provides tools for the Word of the Day and language tracking:
- ● Word of the Day: Click "Fetch Word of Day" to automatically fetch a word with its definition from online dictionaries. You can also enter a custom word.
- ● Pronunciation: Click the speaker icon to hear the word pronounced using text-to-speech.
- ● Usage Tracking: Select a participant and click "+ Usage" each time they use the word of the day in their speech.
- ● Notes: Add grammar and language observations with good/bad indicators for the meeting report.
5.5 Table Topics
The Table Topics tab helps the Table Topics Master run impromptu speaking exercises:
- ● Random Topic Generator: Click the button to randomly select from 78 pre-loaded topics. Previously used topics are excluded to avoid repetition.
- ● Timer Integration: Start the Table Topics timer directly from this tab with the 1-2 minute preset.
- ● Topic History: View all previously used topics in the current session.
5.6 Voting
The Voting tab enables participants to vote for the best performers in three categories:
Best Speaker
Best Evaluator
Best Table Topics
How it works: The host opens voting by clicking "Open Voting." Participants can then cast their votes. Once everyone has voted, the host clicks "Close Voting" to finalize results. Winners are displayed in the meeting report.
5.7 Meeting Report
The Report tab generates a comprehensive post-meeting summary that includes:
- ● Speaker Timing Analysis — On-time, under, or over for each speaker
- ● Filler Word Statistics — Total filler words per participant
- ● Grammarian Notes — Word of the day, usage counts, and language observations
- ● Voting Results — Winners for each category
6. Host vs Guest Permissions
| Feature | Host | Guest |
|---|---|---|
| Assign roles | ✓ | ✗ |
| Edit agenda | ✓ | ✗ |
| Start/stop timer | ✓ | ✗ |
| Track filler words | ✓ | ✗ |
| Manage grammarian tools | ✓ | ✗ |
| Generate table topics | ✓ | ✗ |
| Open/close voting | ✓ | ✗ |
| Cast votes | ✓ | ✓ |
| View real-time state | ✓ | ✓ |
| View meeting report | ✓ | ✓ |
| End meeting | ✓ | ✗ |
7. Removing the App
To uninstall the Toastmasters app from your Zoom account:
Open Zoom Settings
Log in to your Zoom account at zoom.us and navigate to Settings.
Go to Apps
Click on the Apps section in the left sidebar, then select Installed Apps (or Added Apps).
Find & Remove
Find Toastmasters in the list and click Remove or Uninstall.
Confirm Removal
Confirm the removal when prompted. The app and its authorization will be revoked immediately.
What happens to your data?
The Toastmasters app uses a fully ephemeral design. No personal data is stored permanently. Meeting state exists only during the active session and is automatically deleted within 4 hours. Once you remove the app, no data remains on our servers.
8. Troubleshooting
App shows "Connecting to Zoom..."
This means the app is initializing the Zoom SDK. Wait a few seconds. If it persists, close and reopen the app from the Apps tab. Ensure you're using the latest version of the Zoom desktop client.
Guests see "Waiting for host..."
This is normal. The host must click "Start Meeting" in the app before guests can see the meeting dashboard. Ask your meeting host to start the meeting in the app.
Participant names not appearing in dropdowns
The app pulls participant names from the Zoom meeting context. Make sure participants have joined the meeting (not just the waiting room). Try closing and reopening the app.
State not syncing for guests
Guest state updates every 2 seconds. If updates seem stale, close the app sidebar and reopen it. Ensure you have a stable internet connection.
Word of the Day not fetching
The word is fetched from external dictionary APIs. If the fetch fails, try again or manually enter a word. This can happen due to temporary API rate limits.
9. Support
Need help? Our team is here to assist you.
- Email: contact@inqubyte.com
- Contact Form: inqubyte.com/contact
- Response Time: We typically respond within 24 hours on business days