Speaker Contacts — Guide (Speakers)

🎯 Purpose

Ensure a reliable, consistent and usable speaker contact database (details, languages, roles) to facilitate coordination between congregations.

Note: at this stage, this is a contact directory (not a talk-topic management tool).

🧾 Information to enter

🪜 Entry steps

1. Check if it exists: search by name in Contacts.
2. Create or edit: never create a duplicate if the contact already exists.
3. Complete: fill all required fields.
4. Notes: include at least the congregation.

✅ Quick checklist

• Required: First name + Last name
• Required: Email
• Required: Notes (congregation)
• Required: Languages
• Required: Speaker Contacts address book
• Recommended: Phone

⚠️ Common mistakes

• Creating duplicates (instead of editing)
• Leaving “Notes” empty
• Forgetting languages
• Saving the contact in the wrong address book

👥 Guide — talk coordinators

(Initial import + ongoing updates)

Purpose of the directory

• Centralise contact details used across congregations;
• Avoid sending updated lists repeatedly;
• Enable immediate and automatic updates.

The main goal is not file exchange, but keeping a living directory always up to date.

1) Initial transfer (first participation)

• Accepted formats: .docx, .pdf
• Goal: only to facilitate the initial import

2) Ongoing updates (after import)

• ✅ afterwards: update directly in the contact directory
• ❌ no need to send a file for every change

3) Staying up to date (concrete example)

Example: “Saint-Josse” congregation plans talks for March–April.

• Early January: annual review (names, emails, phones, languages)
• Early June: mid-year check (role changes, new speakers)
• Immediately: as soon as a number/email changes, or someone starts/stops

Goal: avoid calling an outdated number when booking a speaker.

🗓️ Talk organisation & planning

To make coordination between congregations easier, it is recommended to indicate which talk planning system is used. This is especially helpful when two congregations use the same tool.

📌 System used (tick)

• ☐ NW Publisher (NWS) – https://nwpublisher.com/
• ☐ PPTS – https://www.ppts.be/
• ☐ PAM – https://www.jw-pm.org/
• ☐ KHS (Majestic Software) – https://www.majesticsoftware.net/
• ☐ Hourglass – https://hourglass-app.com/
• ☐ Other (specify): ___________________________

👤 Who to contact for scheduling?

• ☐ Contact the speaker directly
• ☐ Contact the talk coordinator (recommended if that is the local practice)

📇 Coordinator details (if applicable)

• Name: ___________________________
• Congregation: ___________________________
• Email: ___________________________
• Phone: ___________________________

📄 Template — first speaker list

Copy/paste this template into Word, then export to PDF if desired.

Congregation information

• Congregation:
• City:
• Coordinator:
• Assistant:
• Contact email:
• Last updated:

Tool / system (optional but recommended)

• ☐ NW Publisher (NWS) — https://nwpublisher.com/
• ☐ PPTS — https://www.ppts.be/
• ☐ PAM — https://www.jw-pm.org/
• ☐ KHS (Majestic Software) — https://www.majesticsoftware.net/
• ☐ Hourglass — https://hourglass-app.com/
• ☐ Other (specify):

Speaker list

📤 Secure upload (first time only)

To avoid confusion, the initial list can be uploaded via a public form. The file is stored in a temporary space accessible only to administrators, then reviewed before import.

Link: https://docs.speakercontacts.be/upload-orateurs.php

🧾 Unsubscribe & right to erasure (GDPR)

Speaker Contacts respects the right to erasure of personal data (GDPR).

A speaker can request at any time:

• complete deletion of their data, or
• deactivation of their record (e.g., temporary stop).

👤 How to request an unsubscribe?

Option 1 — Via the contact form

1. Open the Speaker Contacts homepage
2. Use the contact form
3. Subject: Unsubscribe / delete my data
4. Provide: full name, congregation, email address used in the directory

Your request is forwarded to the admin team.

Option 2 — Via the talk coordinator

The speaker may also go through the congregation’s talk coordinator, who will forward the request to the administrators.

⏱ Processing time

• Handled as quickly as possible
• No later than 30 days (GDPR)
• A confirmation is sent once completed

ℹ️ Important

• Deletion results in the complete removal of the record from the directory
• Deleted data is no longer visible or usable
• No automatic deletion is performed without an explicit request