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ClubRunner and Rotary International Database Integration
District 7780January 2011
Instruction posted on District Website
ClubRunner 2
Data Integration Instruction www.rotary7780.org
ClubRunner
New Integration System:
• ClubRunner and RI databases tied via a secure connection
• Every time an Active or Honorary member profile is updated, ClubRunner updates RI database in real time
• Wait 10 minutes for update to go live• Strict business logic layer for catching exceptions and protect data integrity
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ClubRunner
Web API Integration (New)
ClubRunnerDatabase(Club or District)
Rotary InternationalDatabase
Member Updates
(Web Service)
Security Rules and Privacy Settings
API Library
Return RI Member No.
HIGH ACCURACY & DATA INTEGRITY
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ClubRunner
Member Updates• Name changes (Mandatory)• Home address (At least one address is mandatory)• Work address• Home Phone• Work Phone• Cell (Mobile) Phone• Home Fax• Work Fax• Email• Updates can be limited to required fields, if members choose to have more privacy.
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ClubRunner
New Members
• Add New Member – Automatic Email Notification to RI
• One week until updated at RI• RI Member No. populated on ClubRunner member profile
• Updates to that member from that point are automatically synchronized
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ClubRunner
Terminated Members
• When member terminated – Automatic Email Notification to RI
• One week until updated at RI• Future updates to that member no longer synchronized (only Active and Honorary)
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ClubRunner
Privacy OptionsClub and Member Privacy Options:
• Club decides which fields to share with RI• Found under RI Integration link, under Membership tab
• Individual members can further decide to opt out of certain fields
• Found in Member Profile, under Privacy tab
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ClubRunner
RI Member No.• This is the key to making successful updates• Found within ClubRunner member profile, under Rotary tab
• Automatically populated once you switch on API Integration
• Allow one hour for completion• Unmatched members report found in RI Integration link, under Membership tab
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Step to implement Data Integration:
Must be done by person registered with Rotary International as President, Secretary, or Executive Secretary.
1. All – Follow steps to turn on data integration at the RI website
2. ClubRunner Version 2 – Follow the steps on your own club’s website
3. ClubRunner Version 1 or Non‐ClubRunner – Follow steps on the District Website, www.Rotary7780.org
4. Not Sure of ClubRunner Version‐ Log into your club website, Select Admin, See if your admin page looks like the ClubRunner V2 instructions. If not, you are version 1.
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ClubRunner Version 1 ClubRunner Version 2
ClubRunner
RI Member Access Portal (MAP)
www.rotary.org
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ClubRunner
RI Member Access Portal (MAP)
Login Screen
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ClubRunner
RI Member Access Portal (MAP)
Administration Options
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ClubRunner
RI Member Access Portal (MAP)
Membership List
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ClubRunner
Getting Started
• Opt in at Rotary Member Access• Opt in at ClubRunner• Set your club’s privacy options• Wait for RI Member No.s to get populated (under one hour)
• Continue to make updates through ClubRunner as before
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ClubRunner
Opt in at Rotary.org• Log in as Club President, Secretary or Executive Secretary/Director• Click on Update Club Data on the left menu
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ClubRunner
Opt in at Rotary.org• Scroll to bottom of page, and look for Partner Organization section• Click on the Add Partner Organization link
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ClubRunner
Opt in at Rotary.org• Select ClubRunner from drop down menu• Read the terms and conditions, and if you agree, press I Agree button
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ClubRunner
Opt in at ClubRunner• Log into your ClubRunner V2 site as Site Administrator• Click on the Switch on Data Integration with RI (Automatic) link
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ClubRunner
Opt in at ClubRunner• Check the checkbox to switch on integration• Customize your privacy options by selecting the fields to synchronize• Press the Update Privacy button
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ClubRunner
Opt in at ClubRunner• Verify your Rotary Club ID is properly set by going to Edit Club Info &
Settings from the Admin page• Enter your Club ID if not already populated, then press Save Changes
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Non-ClubRunner Clubs – RI Integration
P a g e | 1
Opt-in at Rotary International
1. Log in as Club President, Secretary
or Executive Secretary/Director
2. Click on Update Club Data on the
left menu
3. Scroll to bottom of page, and look
for Partner Organization section
4. Click on the Add Partner
Organization link
5. Select ClubRunner from drop
down menu
6. Read the terms and conditions,
and if you agree, press I Agree button
Non-ClubRunner Clubs – RI Integration
P a g e | 2
Non-ClubRunner Club Integration
1. Login to the admin page of the District Website
2. Under For Club Executives, “Click Switch on Data Integration with RI (Automatic)”
3. Check the checkbox to switch on integration
4. Customize your privacy options by selecting the fields to synchronize
5. Press the Update Privacy button
6. When enabling has finished, Click “Update Privacy”.
ClubRunner
Setting Member Privacy• If you have some members who prefer not to send data updates, go to
their ClubRunner member profile, and select the Privacy tab• Uncheck the fields which you do not wish to share with RI for that
member
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ClubRunner
Ongoing Updates• Now that Integration is switched on, continue to make updates through
your ClubRunner site
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ClubRunner
Ongoing Updates• Click on Edit to
make changes
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ClubRunner
Ongoing Updates• Click Save, and synchronization with RI will happen automatically
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