Speaking Engagements keeps every talk in one place, from the first request to the thank-you note. Use it when one of your people speaks to a Rotary club, a conference or a podcast, and when you host a guest speaker at your own event. You see who is speaking where, what the fee is, and what each talk brought back.
What it is
A talk is one of the best ways to be known. A nonprofit's founder speaks at a service club lunch and comes home with new volunteers and a few gifts. A business owner speaks at a chamber breakfast and comes home with two calls from new clients. Speaking Engagements tracks those talks so none of them slip: the request, the date, the contact, the slides, the fee, and what came from it afterward.
It works in both directions. Speaking for us is a talk one of your people gives at someone else's event. Hosting a guest is a speaker you bring to your own event, such as a keynote at your gala or a guest at your annual meeting. Both kinds sit on the same board and the same calendar.
Where to find it
Open it from My Apps, or go straight to https://www.allinoneforprofit.com/speaking/. Each screen has its own address you can bookmark:
| Screen | Address |
|---|---|
| Dashboard | https://www.allinoneforprofit.com/speaking/?page=dashboard |
| Engagements | https://www.allinoneforprofit.com/speaking/?page=engagements |
| New engagement | https://www.allinoneforprofit.com/speaking/?page=new |
| Calendar | https://www.allinoneforprofit.com/speaking/?page=calendar |
| Topics & Speakers | https://www.allinoneforprofit.com/speaking/?page=topics |
| Settings | https://www.allinoneforprofit.com/speaking/?page=settings |
The pipeline
The Engagements screen shows every talk as a board with five columns. Each card shows the date, the title, the host, the speaker and the fee. Click a card to open it. Switch to List for a table you can scan or print, filter by speaker or by kind, and search by title, host or contact.
| Stage | What it means |
|---|---|
| Inquiry | Someone asked, or you are thinking of asking. Nothing is agreed yet. Requests from your public page start here. |
| Proposed | You have offered a date, a topic or a fee, and you are waiting for a yes. |
| Confirmed | It is on. The date is set and the talk shows solid on your calendar. |
| Delivered | The talk happened. When you mark it delivered, a follow-up date three days out is set if there is none. |
| Followed up | The thank-you went out, leads were called, and the results are recorded. The talk is done. |
| Declined and Canceled | Closed. Tick Show closed to see them. You can move one back any time. |
On an open engagement, the buttons under Move it along change the stage in one click: Mark proposed, Confirm, Mark delivered, Mark followed up, Decline and Cancel.
Adding a talk
Choose New engagement. Fill in what you know and leave the rest; you can come back to it.
- The talk. Choose whether one of your people is speaking or you are hosting a guest. Give it a title. Pick a topic from your speaker kit and the title, length and speaker fill in for you. Choose the format (keynote, panel, workshop, webinar, podcast, interview, presentation or other) and the stage.
- The event. The host organization, the event name, the date, the start time, how long the talk runs, the place or the video link, who will be in the room, and about how many.
- The contact. The person arranging it, with an email and phone.
- Money. The fee and any travel and expenses, in dollars, and where the fee stands.
- Logistics. What you need on the day (a projector, a microphone) and a link to the slides.
- After. Leads, what came from it, the follow-up date, how it went, and any notes.
Click Save engagement and the talk opens, ready for its next step.
Topics and speakers: your speaker kit
Topics & Speakers holds the talks you offer and the people who give them. Write each topic once: a title, a short abstract, the usual length, the audience it suits best, and who gives it. Untick Active to hide a topic without losing it. Deleting a topic that past talks used hides it instead, so your history stays whole.
Add each speaker with a name, a title, an email and a short bio a host can read aloud. Speaker names are offered as you type on a new engagement, and the bio is ready to paste when a host asks for an introduction.
The Request a speaker page
Turn it on in Settings and your organization gets a public page at https://app.allinoneforprofit.com/speakers/ followed by your page name, for example https://app.allinoneforprofit.com/speakers/springfield-reads. It shows your page title, your introduction and your active topics, with a short form.
When someone sends a request, it arrives on your board as a new Inquiry marked as coming from your request page, and an email goes to the address in Send new requests to (the owner's address when that is empty). Reply to the person, then move the card along. Put the link on your website, in your email signature and in your newsletter footer.
Fees and invoicing
When a talk has a fee or travel costs, open it and choose Invoice the fee to create an invoice in Invoicing at https://www.allinoneforprofit.com/invoicing/, or Invoice and send to email it to the contact at once. The invoice carries the fee and the travel as lines, and the engagement links to it. When the host pays, the payment books into Financial Management under the income category in Settings, Speaking Fees unless you change it.
Fee status tells you where the money stands: None yet, Invoiced, Paid, Waived (you did not charge), or Donated back (you gave the fee back to the host or put it toward the cause). The dashboard adds up fees not yet paid.
Recording leads and results
After each talk, open it and fill in After: how many leads came from it (people who signed up, took a card, or asked to hear more), the gifts that came from it (for a business, the revenue that came from it), and a sentence on how it went. Rough numbers are fine.
Over a year this tells you which talks are worth the time. The dashboard shows how many talks you gave this year, how many people you reached, the leads they brought, and the gifts (for a business, the fees paid). A lunch talk that brings ten volunteers may be worth more than a conference that brings none.
Follow-ups
The talk is not over when the speaker sits down. Marking a talk delivered sets a follow-up date three days out. When that day comes, the talk appears under Waiting on you on the dashboard and adds to Follow-ups due. Send the host a thank-you, call the leads, share the slides, then click Mark followed up. Change the follow-up date on the engagement if you need more time.
The calendar and your private feed
The Calendar screen shows a month at a time. Confirmed and finished talks show solid; inquiries and proposals show with a dashed outline, so you can see a busy month coming before it is booked. Use Previous and Next to move between months.
Below the month is your private calendar feed address. Copy it and subscribe in Google Calendar (Other calendars, From URL), Outlook (Add calendar, Subscribe from web) or Apple Calendar (File, New Calendar Subscription). Your talks then appear in the calendar you already use and update on their own. Keep the address private: anyone who has it can see your talks.
Settings
| Setting | What it does |
|---|---|
| Turn on the public page | Opens or closes your Request a speaker page. |
| Page name | The end of your public address. Use lowercase letters and dashes. |
| Page title and introduction | The heading and the few warm sentences hosts read first. |
| Time zone | Sets the times in your calendar feed and on emails. |
| Send new requests to | Where the email about each new request goes. |
| Income category for fees | The Financial Management category paid speaking fees book under. Speaking Fees unless you change it. |
Your first week
- Open Topics & Speakers. Add yourself and anyone else who speaks for you, with a short bio.
- Add your two or three best talks as topics.
- Add the talks you already have on the calendar with New engagement, and last year's talks if you want the history.
- Copy your calendar feed into your own calendar.
- Turn on the Request a speaker page in Settings and put the link on your website.
Common questions
The slot is unpaid. Do I still add it?
Yes. Most talks are unpaid, and they are still worth tracking. Leave the fee at zero. The leads and results you record show whether the time paid off.
The host paid, but we want to give the fee back.
Set the fee status to Donated back. If you already invoiced and were paid, the income stays in your books, and you record the gift back the way you normally would. If you have not invoiced yet, simply do not invoice it.
How do I add a podcast appearance?
Add it like any talk and choose Podcast as the format. Put the show's name as the host organization, the recording date as the date, and the recording link as the video link. When the episode goes live, put its link in the notes.
A talk was canceled, but it already has an invoice.
Click Cancel on the engagement so it leaves your board and calendar. Then open the invoice in Invoicing and void it, or keep it if a cancellation fee applies. An engagement with an invoice cannot be deleted, so the record of what was billed stays.
Can a guest speaker we host be paid through here?
The invoice button bills a host who pays you. When you pay a guest speaker, record the payment in Financial Management as an expense, and keep the fee on the engagement for your own records.
Access and privacy
Your engagements are visible to your team. A view-only member can see everything but cannot add, change or delete. The public Request a speaker page shows only your page title, introduction and active topics; it never shows your engagements, contacts or fees. The calendar feed address is private to you.
Looking for help beyond the platform?
See our Helpful Resources page for vetted external resources on legal and tax filing, funder research, governance training, insurance, technology discounts, and more.