district, club membership · add a new member to add a new member: login and go to the admin page....

District, Club &

Membership

Manage Clubs

Add a new member

To add a new member:

Login and go to the Admin page. Click on Clubs & Membership Details under the "District, Clubs &

Membership" section. Click on Members next to the club. This will show you the club members

for that club. Click on Add New Member, and fill in the first name, last name, login

name and temporary password, plus any information available. Press Save.

Add or delete a club

To add a new club:


Membership" section. Click on Create New Club at the top right. Fill in the new club's information page. Press Create Club.

To delete a club:


Membership" section. Click on Del next to the club you want to delete. The club's information page will display as a confirmation. Press Delete.

NOTE: You cannot delete a club with members. You must delete all the members first.

Delete a member

If you want to delete a member entirely from the website, there are 2 steps you can take. First you must change their status to an Ex‐member. This is recommended in order to keep information on the member in case he or she returns, as well as keep in touch with them. If you want to indefinitely remove them from your website, you must delete them from the Other Users listing. To mark a member as an Ex‐member:


Membership" section. Click on Mark EX next to the member. You will be asked if you want to

mark this member as an Ex Member, as a confirmation. Press OK. You should now see this member listed under the Other Users

list.

To delete a user:


Membership" section. Click on Delete next to the user. That user's profile will open as a

confirmation. Scroll down and click on Delete to remove this user, or Cancel if you don't

want to delete the user.

Search for a particular member

There is a faster way to access the profile of a member, which also does not require that you know which club they belong to. To search for the profile of a particular member:

Login and go to the Admin page. Click on Member Detail from the "District, Clubs & Membership" section. Either choose the club from the first drop down list, and press Next, or

type in the first few letters of the member's first name and press Next. Select the member's name from the resulting drop down list. Press Done!. This will display the profile of that member, which you can

edit accordingly.

View and update all club executives

To change the executives/directors for a club:


Membership" section. Click on Exe/Dir next to the club. This will take you to the directors’ page

for that club. To assign a new person to a position, click on Edit. Choose the member from the drop down list. Press Save.

View and update all club information

The club information page stores the name, meeting time and location, website address, and settings for each club. To edit a club's information page:


Membership" section. This takes you to the main club console. You will see all your clubs listed, along with links pertaining to each one. Internal Website link: Goes to the club's ClubRunner site (if applicable). External Website link: Goes to the club's website as specified in the club information page.

Click on Detail. Edit whatever is needed.

NOTE: When entering the website, make sure to enter HTTP:// before the address, otherwise the link will not work properly.

Press Save, or Cancel to abandon changes.

TIP: Test out your changes by going to the Home page, then clicking on Clubs and Where Clubs Meet.

View and update all club members

To view the membership list for a club:


Membership" section. Click on Members next to the club. This will show you the club members

for that club. To view or update the profile for that member, click on Edit. If you do

make changes, remember to press the Save button at the bottom of the page.

NOTE: Only active members are displayed in the Members link. To view all members/users for a club (e.g. honorary, ex, staff, exchange students, etc.), click on Other Users from the main club listing page.

District Organizational

Chart

Introduction to the District Organizational Chart ClubRunner allows you to easily specify your District Organization Chart, which automatically displays on your website, and makes it easy to communicate to the right people by creating the necessary mailing lists in the Message Centre. There are ultimately 4 different levels in the Organization Chart:

District Executives District Officers Assistant Governors Committee Directors & Chairs

Specifying each person does not require keying in any names, but rather

choosing from club listings. This ensures that any change in the profile will be

immediately reflected for that person, such as an email address.

NOTE: Email addresses are never revealed on the public pages. However, people

can easily contact a person by sending a message through the system, resulting

in a secure way of keeping communication open.

How do I add a District Officer/Director? To add a District Officer/Director follow these steps:

Click on District Organization Chart by Year in the Communication Services section of the Admin page.

Click on Add on the right side. Type in a Title for the position. Select the club the member belongs to along with the member name. Click Save.

How do I edit a position? To edit a position follow these steps:

On the organization chart, click on the edit icon which looks like a pencil and paper.

From here you are able to adjust the title, club, and member name. Once done making the appropriate edits, click Save.

How do I remove a District Officer? To remove a district officer follow these steps:

Click on District Organization Chart by Year in the Communication Services section of the Admin page.

Beside the officer name click on the recycle bin icon.

You will then be prompted to delete the title, click OK.

Specify the Assistant Governors & their Areas To specify the Assistant Governors for an Area:

Login, and go to the Admin page. Click on District Organization Chart, under the "Communication Services"

section. This will take you to a page listing the entire Organization Chart. Scroll down until you see the listing called Areas/Governors. You will see all the Areas listed, along with links next to each one.

Clubs Specify which clubs belong to this Area.

Clear Removes the Assistant Governor's name from this Area.

Change Change the Assistant Governor assigned to this Area.

Edit Edit the Area number and name.

Del Deletes the Area.

Click on Change next to the Area you want to assign. Choose the club to which the member belongs, or if you don't know it,

type in the last name.

TIP: If you are unsure of the spelling, you can do a search on the first few letters of the last name, and the result will list all names whose beginning match what you have typed.

Select the member from the drop down list. Press Save.

To add a new Area:

From the District Organization Chart page, click on New Area Type in the Area Number and Name Press Save.

To change an Area's clubs:

Go to the District Organization Chart page.

Click on Clubs next to the appropriate Area. This will display a listing of all the clubs for that Area.

To add a new club, click on Add Club, select the club, and press Save. To move a club do a different area, click on Change next to the club's

name, and select the new Area. To remove the club from any area, click on Change next to the club's

name, and select NONE.

TIP: While you are on the listing of an Area's clubs, you can also edit a club's

executives and directors by clicking on Exe/Dir.

Specify the DG and District Executive To specify the District Governor and executives:


section. This will take you to a page listing the entire Organization Chart, along with links next to each position.

Clear Removes the name associated with the position.

Change Change the person assigned to the position.

Edit Edit the position name.

Del Deletes the position.

Click on Change next to the position you want to specify. Choose the club to which the member belongs, or if you don't know it,




You may want to add positions to the district executive or officer list. To do this,

click on the Add New Executive link at the top right of each listing, and type in

the position name.

Specify the Directors and their committees To specify a director:


section. This will take you to a page listing the entire Organization Chart. Scroll down until you see the listing called Directors. You will see all the director positions listed, along with links next to each one.

Committee Specify the committees this director oversees.

Clear Removes the director's name from this position.

Change Change the director assigned to this position.

Edit Edit the name of this position.

Del Deletes the position.

Click on Change next to the director you want to assign. Choose the club to which the member belongs, or if you don't know it,




To add a new Director:

From the District Organization Chart page, click on New Director Choose the Executive level. Type in the name of the position Press Save.

To change a director's committees:

Go to the District Organization Chart page. Click on Committee next to the appropriate director. This will display a

listing of all the committees for that director. To add a new committee, click on New Committee, type the name of the

committee, and press Save. To delete a committee, click on Del next to the committee, and press

Delete as a confirmation. To edit the name of a committee, click on Edit next to the committee,

make your changes, and press Save. To clear the name of a committee chair, click on Clear next to the

committee.

Access Rights

Introduction to Access Rights Access Rights define the permissions each member of the District is given which controls the information you're allowed to see and edit. If you find you lack access for a function, please see your District's Communication Chair, or Site Administrator to ask for the appropriate access rights. Every member in the district has access to the following links in the Admin page:

For Members ‐> Edit My Profile For Members ‐> Change My Password Home Page Editing ‐> Documents Download Communication Services ‐> District Directory

For further administrative tasks, a member needs to be granted proper access rights. There are eight access categories for members in your club. Only Administrators can edit members' access rights. Note: A member can be granted several or all types of access.

1. Administrator 2. Home Page Editor 3. Attendance Editor 4. Membership Editor 5. Club Information Editor 6. District Communication 7. Events 8. District Bulletin

Note: Members who are defined as club executives (President, President‐Elect, Past‐President, Secretary, and Treasurer) automatically have access equivalent to Club Information Editor.

View all members with a given access right To see all the members that have a given access right:

Login and go to the Admin page. Click on Member Access Rights under the "District, Clubs & Membership"

section. You will need to select any member to get to the access rights screen.

Select a club then any member, and press Done!. Press List next to the access right you wish to view. This will display all the

members that have access to this particular section. To view or update a member's complete access rights, select his or her

name from that list press OK.

Change a member’s access rights To grant or remove an access right for a member:

Login to the District website, and go to the Admin page. Click on Member Access Rights under the "District, Clubs & Membership"

section. Choose the member from either of the 2 ways: select the club and press

Next, then select the member from the drop down list, or do a search on the member's first name.

After you've selected the member name, press Done!. This will take you to the Access Rights page for that particular member. You will see all the possible access levels, with a checkbox next to each one indicating whether or not this member has it.

Check or uncheck the levels as needed.

TIP: To see who else has access to a particular level, click on the List link next to each level.

Press Save. This new access will be granted to the member the next time he or she logs in.

District Directories

District Directories Version 2.0

The District Directories that are linked within the Admin page are currently still in Version 1. These directories will be migrated to Version 2.0 over the next few months. This migration has already started, and is currently available for 4 directories in a Beta version of the new Version 2 District Directories link. This can be found under the Organization tab, via the District eDirectory V2.0 link.

We will be updating this list of reports as and when they are completed, and eventually all Version 1 reports will be ported here. Version 2.0 of the reports is broken down by year, and all reports will be made available both for the Current Year and Next Year executive.

Generating reports will no longer be done instantly. In Version 2.0, you can click the Regenerate button and this will schedule your report to be regenerated overnight. Once your report is completed and ready to be viewed, you will receive an email notifying you of this. A PDF and Word version will be available by clicking on the corresponding icons to the right of the report.

Future Enhancements

Version 2.0 of the reports has actually been developed using a customizable report designer which will eventually be available to you. This means that you can take any report, duplicate it, and modify the data fields, formatting, columns and more. You will also be able to create unlimited reports in various formats that will be published and available to all your members. Our estimated date of release for this feature is July 2011. For latest information, please contact a member of the ClubRunner Support team.

Reporting

Member Data Changes To Rotary

International

Introduction Feature Description This new feature tracks and reports membership data changes to Rotary International. Note that this feature will only reflect member data changes made after the release date of August 8, 2008. There are 4 types of data changes that are required to be reported to RI:

New Members Member Terminations along with Reason for Termination Member Change of Home Address Member Name Changes

How It Works As member changes are made on the database, a log is generated of all changes along with their details. Note that the log tracks changes made by District and Club staff via the District website, as well as changes made via the clubs' ClubRunner websites. These notifications are then available to the District site administrator or Club Executives to preview and then forward to RI via an email provided for this purpose. This email can be adjusted manually prior to sending. Note that it will take some time for this change to appear in the Member Access area of Rotary International's website.

How to Report to RI To preview and send changes on the database made since your last report, follow these steps. Note that you will require Site Administrator rights.

Go to your District website and login. Click on the RI Reporting link under "District, Clubs & Membership" (if you

are a District administrator reporting for all clubs) or under "For Club Executives" (if you are a Club Executive reporting for your club only). You will find a listing of all changes made to the database since your last report. Note that you will only find changes since this feature's release date of August 8, 2008.

Click on the Open link for each notification to verify that it is a legitimate change. Note that sometimes clubs or members may be performing cleanup changes to their address or name, or terminating members due to duplicate entries. Such changes will be apparent after opening the notification.

If you would like to forward this change to RI so that it gets reflected in the International database, click on Send. Otherwise, click on Cancel.

If you wish to remove this notification from your list, click on Delete. Repeat the above steps until all notifications are sent.

Once the notifications are sent, they will be hidden from view on the RI Reporting page. It will instead start showing new notifications from new changes that have occurred since your last reporting exercise. Note on clubs using ClubRunner: If a club has ClubRunner for their own use, their member changes will appear here as well. However, if the club has already submitted their notification to RI, it will be hidden from view in the District reporting page, so as to eliminate duplicate reporting.