CLUB ASSIST | MANAGE MEMBER & CLUB DATA

All clubs are accountable for ensuring their membership records (including details of club officers) and club details (such as meeting time and location) are up to date and that any changes are made promptly.

OVERVIEW

 
Membership details (including contact details and the roles held at a club level) are used for a range of purposes -
 
  • Invoicing of fees from Rotary International, District 9640 and Rotary Down Under
  • Access to certain data and reports from both Rotary International and District 9640
  • Communication of appropriate information
  • Reporting and analysis to enable better decision making
 
It is also important to keep club details, such as meeting place, date and time up to date as these appear on club search and information pages on our District Website as well as Rotary International tools globally.
 
There are two primary databases where member & club data needs to be maintained -
 
  1. Rotary International Database (My Rotary)
  2. District Membership Database (ClubRunner)
 

In most cases, information is synced between the two so changes only need to be entered in one to reflect in the other (see exceptions below).  However, to ensure this happens, regardless of what system clubs choose to use to maintain their member data, clubs must designate ClubRunner as their club management vendor to enable synchronisation.  For more information on how to do this, please follow these instructions. 
 

Finally, clubs also need to ensure that they keep member data up to date in the Rotary Down Under (RDU) database which is used to manage subscriptions and invoicing for the RDU magazine and is separate to the MyRotary & ClubRunner database.

MY ROTARY

To update data in My Rotary --

 
 

When using My Rotary to update data there is some key information you should be aware of -
 

  • Member Type - in My Rotary there is no option to designate members as Satellite or Corporate members.  This must be done in ClubRunner where the member types of Active, Active - Satellite & Active - Corporate all show as Member in My Rotary.
     
  • Club Officer Roles - in My Rotary you can only nominate members in the roles of President, Vice President, Secretary, Executive Secretary, Treasurer, Rotary Foundation, Membership, Learning Facilitator, Young Leaders Contact, Public Image or Service Projects.  To record and update other roles (such as Club Insurance Officer etc) these changes can only be made, and seen, in ClubRunner.

CLUBRUNNER

To update data in ClubRunner --
 

  • Go to the District Website (or your own club one if your Club has a ClubRunner subscription), and click on Member Login in the top right corner.  From there you should be redirected to the Member Area - if not, click on the Member Area link that should now appear in the top right corner.  If you are going through the District Website and also have District Access, you should then select the Members tab rather than District Administration.  If you need help with signing in, please click here.
     
  • To add, transfer from another club, change their membership type (e.g. to honorary or satellite), or terminate members, first click on the Active Members List link which can be found in the My Club & Membership section then follow the steps below -
     
    • To add a new member or transfer a member from another club click on the respective button above the member list and follow the prompts.
       
    • To change a member to honorary or terminate their membership click on the Change Status link next to their name and follow the prompts.
       
  • To update club officer details first click on the Define Club Executives link which can be found in the My Club & Membership section.  From the next screen you can add a new position or carry positions across to the next year by clicking on the respectinve button above the list of cluv officers.  To make changes to an individual position (e.g. add, change or remove a member from it), click on the respective link next to the position name..
     
  • To update club details first click on the Club Information link which can be found in the My Club & Membership section.  From the next screen click on the edit button in the section where you want to update details.

COMPARING DATA BETWEEN MY ROTARY & CLUBRUNNER

 

Whilst changes in one system should update the other (usually within 24 hours), occasionally, they can be out of sync.  Therefore, it is highly recommended that clubs run a comparison on a regular basis.  It is only possible to run the comparison from ClubRunner.  To do that, whilst logged in and in the members section (see above) first click on the Compare & Synchronise Members or Compare & Synchronise Executives links which can be found in the RI Integration section.
 

From the ensuing screens you will see lists of the records that are, or are not, in sync.  For member records not in sync, you will then have the option of editing the record in ClubRunner (see instructions above).  For Club Officer details, note that only the positions that appear in both My Rotary and ClubRunner (see notes above) are compared.  You can click on synchronise position to manually update any discrepancies if required.

ROTARY DOWN UNDER (RDU) SUBSCRIPTION MANAGER

 
The RDU subscription manager allows you to manage the subscriptions to the RDU magazine for your club members.  This includes who gets a magazine and in what form (Digital or Printed).  This information is used to generate the semi annual RDU invoices for clubs and is separate to the MyRotary & ClubRunner databases.  Note that whilst a subscription to a magazine is compulsory for all members (excluding honorary), only one subscription per household is required.
 
To manage your clubs details, first head to the Rotary DownUnder website then -
 
  • Click on Subscription Management Login on left hand side of our home page
  • Enter your username (RDU ID) and password. (please contact RDU if you require your login details)
  • To see a full list of subscribers for your club click the club member tab at the top right.  From that list you can -
     
    • delete a member by clicking the arrow on the right of the members name and then delete.
    • add a member by clicking the create button at top right of list – and add details
    • Submit to save any changes
       
Please ensure you update the RDU subscriptions database every time there is a member addition or deletion.