Post on 19-Sep-2020
ClubRunner Guide
Rotary District 9520
Version 5 - March 2017
www.rotary9520.org
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ClubRunner Guide
Index
Topic Page What is ClubRunner? 3
Key Benefits of ClubRunner 4
Logging on with ClubRunner 5
Editing Member Details 13
Privacy 19
Adding a New Member 24
Deleting a Member 26
Comparing Data 27
Editing Club Information 33
Adding New Club Positions 36
Committees
Adding New Committee Members 37
Storing Committee Documents 41
Sending Emails 46
Hammond Press 2017
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What is ClubRunner? ClubRunner is an administration and communication software package that will enable
clubs and districts to effectively:
• Reach members
• Improve communication between
members
• Better organise their club
It is an online service comprised of powerful tools
designed to:
• Maintain your club data
• Boost communications
• Organise events and volunteers
• Help your club run more efficiently and
easily
Rotary District 9520
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Key Benefits of ClubRunner
• Superior communication features
• No need to know any technical language
• Improved flow of communication with a single
centralised hub of information for all clubs
• Automatic transfer of information between clubs
to the district to the zone to RI
• Better handling of events and volunteers
• Improved data tracking with built-in reports and
reminders
• Efficient and easy management of committees
• Increased data security
Rotary District 9520
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ClubRunner Guide
Logging in with ClubRunner
Rotary District 9520
Version 5 – March 2017
www.rotary9520.org
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Rotary District 9520
1 Login to http://www.rotary9520.org
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2 Click on MEMBER AREA
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Click here to retrieve your password
When logging in for the first time, the default Login Name is FirstnameLastname12649 – this
can be changed later in EDIT MY PROFILE
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4 Fill in these details, then
click on SUBMIT
5 If the information is found, you will
receive this message indicating that the profile was successfully located and a
email will be sent to your email address
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6 Open the email that was sent and click on the RESET PASSWORD LINK or copy
and paste the URL into the address bar of your internet browser
7 You will now be taken to the
RESET PASSWORD PAGE. Take note of your Login Name. Section 2 below contains the reset password
fields
Note: This link will only remain valid for 24 hours!
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8 Enter and confirm your new password and
click the SUBMIT button (see previous page). Use a combination of letters and
numbers – six characters is recommended - aim for a strong password
9 If your password reset is
successful, you will receive this message. Click RETURN to go
back to the login page
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10 Enter your login name (provided in Step 7) and your new password – then click on
LOGIN
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11 Click on the MEMBER AREA….
…to reach the ADMINISTRATION page
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ClubRunner Guide
Editing Member Details
Rotary District 9520
Version 5 – March 2017
www.rotary9520.org
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Rotary District 9520
Editing Your Profile Details
1 At the ADMINISTRATION page, click on EDIT MY PROFILE
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2 To EDIT personal data click here
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3 These tabs can all be edited in a similar manner
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4 Click SAVE after making any changes
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Notes
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ClubRunner Guide
Privacy
Rotary District 9520
Version 5 – March 2017
www.rotary9520.org
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Rotary District 9520
Privacy
1
On the Member Profile page,
click on PRIVACY and
then EDIT
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2
Select your Communications and Privacy options, and
then click SAVE
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Notes
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ClubRunner Guide
Adding and Deleting Members
Rotary District 9520
Version 5 – March 2017
www.rotary9520.org
24
Rotary District 9520
1
Note: You must be a Club President, President-Elect or Secretary to perform these
tasks
On Admin Page, click on FOR CLUBS
2 Click on ADD NEW MEMBER
Adding a New Member
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3
Fill in the new member’s details then click on ADD
MEMBER
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Rotary District 9520
Deleting a Member
1 On Active Members List, click on MARK
EX MEMBER
2 Select reason for
membership termination, then click TERMINATE
MEMBER
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ClubRunner Guide
Comparing Data
Rotary District 9520
Version 5 – March 2017
www.rotary9520.org
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Rotary District 9520
Comparing Data
1 Club synchronisation between RI &
ClubRunner must be completed first – see INTEGRATION OF DATABASES
on page 37
Note: You must be a Club President, President-Elect or Secretary to
perform this task
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Rotary District 9520
Comparing Data
2 At the ADMINISTRATION page, click on
RI MEMBER SYNCHRONISATION
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3 Click on CONNECT TO RI DATABASE & START COMPARE
Checking that the correct details are shown here will ensure that Club records and the District Directory are accurate.
At the bottom of the page is an area showing missing members from either RI or ClubRunner databases
To add to either
database, click on the
ACTION link
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4 Click on SHOW for more details of the Member’s contact details
Note: Members marked with * have a discrepancy in their name between RI and ClubRunner
Clicking on SHOW takes
you to the MEMBER PROFILE
COMPARISON
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WhenattheMemberProfileComparisonPage,youwillseeabreakdownofthefieldssharedbetweenRIandClubRunner.TheitemslistedunderClubRunnerdisplaysthememberinformationaslistedonClubRunner,whilethedataunderRotaryInternationalliststhedataasitappearsinRI.
BetweentheinformationwithinClubRunnerandRotaryInternationalarearrowsandequalsigns.ClickingontheoptionwillallowyoutomakechangesfromClubRunnertoRIandviceversa.
- IndicatestheinformationlistedinRIwillbereplacedwiththeinformationfromClubRunner - IndicatestheinformationlistedinClubRunnerwillbereplacedwiththeinformationfromRI - IndicatestheinformationmatchesandisthesameinClubRunnerandRI
Onceyouhavemadethenecessarychanges,clicktheSynchronisedSelectedFieldsbuttontoapplythechanges.Pleasenote,thechangecantakeupto24hourstobeappliedonRotaryInternationals’end.
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ClubRunner Guide
Editing Club Information
Rotary District 9520
Version 5 – March 2017
www.rotary9520.org
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Rotary District 9520
1
Click here to EDIT
CLUB INFO (Meeting
venue and time)
Go to FOR CLUBS, then click on EDIT CLUB INFORMATION
Note: You must be a Club President, President-Elect or Secretary to perform these
tasks
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2 Click here to EDIT EXECUTIVES & DIRECTORS….
3 … then edit Club Executives here
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Adding New Club Positions
1 Under the FOR CLUBS
tab, click on DEFINE CLUB EXECUTIVES
2 Click on ADD NEW POSITION
3 Enter TITLE then select POSITION and MEMBER and SAVE changes
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ClubRunner Guide
Committees – Adding Members
Rotary District 9520
Version 5 – March 2017
www.rotary9520.org
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Rotary District 9520
Please Note: You
must have appropriate access
levels to perform this task
1
Go to ADMINISTRATION, then click on COMMITTEE
MANAGEMENT
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2 On the COMMITTEES page,
Click on the appropriate committee – eg ‘Alumni’
3 On the COMMITTEE LIST page, click on ADD
MEMBER
4 Add the new
member and click SAVE
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5
The new Committee member has been added
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ClubRunner Guide
Committees – Storing Documents
Rotary District 9520
Version 5 – March 2017
www.rotary9520.org
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Rotary District 9520
At ADMINISTRATION page, click on COMMITTEE
MANAGEMENT
1
At the COMMITTEES page, click on the
appropriate Committee e.g.
Alumni
2
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At the ALUMNI page, click on the
DOCUMENTS tab 3
To store a document under MINUTES, click
here on NEW DOCUMENT
4
Assign a document’s name and description, choose the file and
finally SAVE
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Notes
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ClubRunner Guide
Committees – Emails
Rotary District 9520
Version 5 – March 2017
www.rotary9520.org
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Rotary District 9520
At the COMMITTEE page, click on the EMAIL
tab, then COMPOSE NEW MESSAGE
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Emails can be sent to targeted groups;
attachments added and scheduled for sending
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Rotary District 9520
Notes