ClubRunner Manual (v5)...4 Key Benefits of ClubRunner • Superior communication features • No...

ClubRunner Guide

Rotary District 9520

Version 5 - March 2017

www.rotary9520.org

2

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

3

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


4

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


5

ClubRunner Guide

Logging in with ClubRunner


Version 5 – March 2017

www.rotary9520.org

6


1 Login to http://www.rotary9520.org

7


2 Click on MEMBER AREA

3

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

8


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

9


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!

10


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

11


10 Enter your login name (provided in Step 7) and your new password – then click on

LOGIN

12


11 Click on the MEMBER AREA….

…to reach the ADMINISTRATION page

13

ClubRunner Guide

Editing Member Details



www.rotary9520.org

14


Editing Your Profile Details

1 At the ADMINISTRATION page, click on EDIT MY PROFILE

15


2 To EDIT personal data click here

16


3 These tabs can all be edited in a similar manner

17


4 Click SAVE after making any changes

18


Notes

19

ClubRunner Guide

Privacy



www.rotary9520.org

20


Privacy

1

On the Member Profile page,

click on PRIVACY and

then EDIT

21


2

Select your Communications and Privacy options, and

then click SAVE

22


Notes

23

ClubRunner Guide

Adding and Deleting Members



www.rotary9520.org

24


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

25


3

Fill in the new member’s details then click on ADD

MEMBER

26


Deleting a Member

1 On Active Members List, click on MARK

EX MEMBER

2 Select reason for

membership termination, then click TERMINATE

MEMBER

27

ClubRunner Guide

Comparing Data



www.rotary9520.org

28


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

29


Comparing Data

2 At the ADMINISTRATION page, click on

RI MEMBER SYNCHRONISATION

30


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

31


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

32


WhenattheMemberProfileComparisonPage,youwillseeabreakdownofthefieldssharedbetweenRIandClubRunner.TheitemslistedunderClubRunnerdisplaysthememberinformationaslistedonClubRunner,whilethedataunderRotaryInternationalliststhedataasitappearsinRI.

BetweentheinformationwithinClubRunnerandRotaryInternationalarearrowsandequalsigns.ClickingontheoptionwillallowyoutomakechangesfromClubRunnertoRIandviceversa.

- IndicatestheinformationlistedinRIwillbereplacedwiththeinformationfromClubRunner - IndicatestheinformationlistedinClubRunnerwillbereplacedwiththeinformationfromRI - IndicatestheinformationmatchesandisthesameinClubRunnerandRI

Onceyouhavemadethenecessarychanges,clicktheSynchronisedSelectedFieldsbuttontoapplythechanges.Pleasenote,thechangecantakeupto24hourstobeappliedonRotaryInternationals’end.

33

ClubRunner Guide

Editing Club Information



www.rotary9520.org

34


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

35


2 Click here to EDIT EXECUTIVES & DIRECTORS….

3 … then edit Club Executives here

36


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

37

ClubRunner Guide

Committees – Adding Members



www.rotary9520.org

38


Please Note: You

must have appropriate access

levels to perform this task

1

Go to ADMINISTRATION, then click on COMMITTEE

MANAGEMENT

39


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

40


5

The new Committee member has been added

41

ClubRunner Guide

Committees – Storing Documents



www.rotary9520.org

42


At ADMINISTRATION page, click on COMMITTEE

MANAGEMENT

1

At the COMMITTEES page, click on the

appropriate Committee e.g.

Alumni

2

43


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

5

44


45


Notes

46

ClubRunner Guide

Committees – Emails



www.rotary9520.org

47


At the COMMITTEE page, click on the EMAIL

tab, then COMPOSE NEW MESSAGE

1

Emails can be sent to targeted groups;

attachments added and scheduled for sending

2

48


Notes

ClubRunner Manual (v5)...4 Key Benefits of ClubRunner • Superior communication features • No...

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