Transcript Document

TITLE
ClubRunner for Secretaries
Member and Attendance Management
Defining Club Executives and Directors
Email Communications
District 7930 Assembly Agenda for April 16th – ClubRunner for Secretaries
Login
Membership
Attendance
Process
Management
Reporting
Email
Help and
Communications
Resources
ClubRunner Login
Logging in to ClubRunner
Club Version
• Enter Club’s url address
• Click on Member Area
• Enter Login Name and Password
District Version
• Enter www.rotary7930.org
• Click on Member Area
• Enter Login Name and Password
If you do not know your username or password, click on the link that reads
“New and existing users: retrieve login and/or reset password.
Follow instructions from the email that you will receive from ClubRunner.
You will be directed to the Administration home page.
All edits made in Club or District Version are
automatically updated throughout Rotary.
Login Page
Editing Your Profile
 From the Administrator page click on Edit My Profile
Editing Your Profile (continued)
 Click on Edit and proceed to update contact details under each section
Editing Your Profile
 You can add Member Designations under the Rotary tab
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Past President, Past District Governor, Paul Harris Fellow
 Under the settings tab you can edit your Login Name or Password
 Enter your email signature information as required

This will appear throughout ClubRunner Email Services
 Click Go Back to return to the Administrator Page
Editing Member Records
 From the Administrator page click on Active Member List
 There you will find all currently listed members in alpha order by Last Name
 Members with an envelope in the left column indicates a current email address
 Click on any name to access their record and edit records as necessary
 Record as much information as possible:
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Contact information – both home and work
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Email addresses
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Partner information
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Birthdays and Anniversaries
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Add a photo
Adding a Member to your Club
 From the Administrator page click on Active Member List
 There you will find all currently listed members in alpha order by Last Name
 Click on the Add New Member Text at the top right under the A-Z index
 Enter the personal information as required
 If you have a photo on file, click on Update below the photo box
 Add their email address and initially use their email address as the login name
 Use a standard password but remind the new member to update upon login
 Click Add Member on the bottom of the page
NOTE: Use the Membership Application form information
Changing the Status of a Member
 From the Administrator page click on Active Member List
 Under Meeting Services click on Member Leaves of Absence
 Select member name from the drop down list
 Click on Add New Leave
 Enter the Start and End Date of the LOA
 Click save and either continue or click on Go Back to return to Admin page
 You can use the Membership Attendance Exception link under Meeting Services
to exempt members from meeting attendance requirements
Requesting Member Updates
 From the Administrator page click on Request Member Update under
Membership Manager
Requesting Member Updates
 Review the members listing and determine who you would like to provide
updated information
 Either click on the selection box to the left of those names and then click on the
Send Update Request to Selected Members button on the bottom of the page
 Or click on Send Update Request to All Members
 This will send an email with the link to login and update their profile
 Please ask members to update as much information about themselves as
possible including preferred phone and email address as well as partner,
birthday and anniversary information
Entering Executives and Directors for the 2014-2015 Rotary Year
 Under Membership Manager, click on Edit Executives and Directors
 At the top of the page, if the Current Year is not 2014-2015, click on Previous or
Next Year until 2014-2015 appears
Entering Executives and Directors for the 2014-2015 Rotary Year
 Click on Edit for each position
 Continue until all the positions are completed or as information is available
 This information will be updated to District 7930 and to Rotary International
almost immediately
Recording Attendance
 On the Administrative page click on Print
Member List/Attendance Sheet under Meeting
Services
 This will print a current roster which can be used
as an input form
Recording Attendance
 Click on Input Attendance (Current Year)
 If the meeting date that you are entering
is not listed, click on Add New Meeting
 ClubRunner will add the next meeting 7
days after the prior meeting date
 Click on Attendance and check off all
members who attended the meeting
 Click Save when complete
 Make Ups can be reported at a later time
by either the secretary or the individual
member
Reporting Attendance – Club Version
 Click on Input Attendance after each months attendance has been entered and
click on Report (Month) Attendance
 You can only have 2 months open at a time so you need to report monthly but
you want to make sure that members have had an opportunity to record any
makeups as necessary
 Once you report a month, you can add future meetings
 Benefits of Using ClubRunner for Clubs
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Attendance is reported for each member within the club and is recorded in their
Member Profile
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Members can review their attendance by accessing their Profile and record
makeups to ensure accurate club attendance records
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Recording and Reporting only take 10-15 minutes per month
Reporting Attendance – District Version
 Only the Secretary or assigned delegate can access this function
 Click on Attendance on the Main Menu bar
 Once you select your club, click on Attendance
 Click on Input on the right
Reporting Attendance – District Version
 You will need the following data to submit the information
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Total Number of Members, New Members, Terminated Members, Number of
Meetings for the
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Members can review their attendance by accessing their Profile and record
makeups to ensure accurate club attendance records
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Recording and Reporting only take 10-15 minutes per month
Email Communications
 Click on the Communication tab on the top of the page
 Click on Email Services on the sub menu
 Step 1: Check the box for the list you want to send the email
 If you want to send to a subset of the list, click on the list name and it will expand
to display all members of that group and you can select specific members
 You can choose to add Inactive (Past) Members, Friends or Executives and other
Leadership Positions in other Clubs in the District – You can limit by expanding
category
 Step 2: Title Your Message
 Enter the text for the message or copy and paste from Word
 You can add email and website links by clicking on the chain/world icon
 Send to yourself to check content and accuracy of links etc.
Email Communications
 Click on the Communication tab on the top of the page
 Click on Email Services on the sub menu
Email Communications
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Step 1: Check the box for the list you want to send the email

If you want to send to a subset of the list, click on the list name and it will
expand to display all members of that group and you can select specific
members

You can choose to add Inactive (Past) Members, Friends or Executives and
other Leadership Positions in other Clubs in the District – You can limit by
expanding category

Step 2: Title Your Message

Enter the text for the message or copy and paste from Word
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You can add email and website links by clicking on the chain/world icon
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Send to yourself to check content and accuracy of links etc.
Email Communications
 Once you have resolved all issues you can either send now or schedule the time
for ClubRunner to send the message
 Recommended send times are mid-morning or early evening when members
are most likely to check their email
 Some of the benefits of using the ClubRunner email system are:
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The email is stored in the portal for future reference
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You have access to other club email information
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The email addresses of members are not transmitted publicly which protects
them from spam
Help and Support
ClubRunner
– 1-877-469-2582 Option 1 for support
– Help from the Main Menu Bar
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Support Center - Knowledgebase
On Demand Videos
Downloads
Webinars
– April 23 – Rotary International Integration with ClubRunner
– May 27 – Membership Management
– June 4 – Attendance and Dues
• Service Updates
• Submit a Ticket
Help and Support
District Technology and Communications
Committee
– David Gardner, Chair
• [email protected]
• 617-504-3695 Cell
• 781-438-4003 Office