USING the DISTRICT and CLUB DATABASE - DaCdb2014/05/09 · Using DACDB - A Manual for Club...

USING the DISTRICT and CLUB DATABASE - DaCdb

A Manual for Club Secretaries

May 9, 2014 Rev. 1 - May 23, 2014 (see vertical line in margin) The District and Club database (DaCdb) is an on-line tool and resource that helps track both Club and District membership; allows us to post news to the District website; and enables registration for District or Club events that are found on the Calendar.

To guide you through some basics, we have created this step-by-step guide to help you with logging-in to DaCdb and then entering or updating own or your Club’s data, adding members, editing members’ data, and more. Posting news to the website is reserved for the Editor of TEAM Rotary.

In order to begin, you first login to DaCdb with your username and password. If you don’t know them, contact the District Secretary for assistance - [email protected]:

UserName: [usually your email address]

PassWord: [usually your RI number, found on the mailing label of your Rotarian magazine]

You LOG IN to DaCdb at www.Directory-Online.com/Rotary

Updating your data is easy. After logging-in, you can update data in only a few minutes. Adding new members and some other features take a little longer. We hope that this guide will help you manage your responsibilities as a Club Secretary (or other officer assigned this task).

There is a Table of Contents on the next page. The main subject areas are listed in Bold Blue Type.

[This edition of the guide does not have hyperlinks attached to the page numbers - if you are viewing this on-line, you’ll have to navigate the old fashioned way - scroll down or use

Ctrl+G to jump to a page.]

Ready to get started?

http://www.directory-online.com/Rotary

Using DACDB - A Manual for Club Secretaries

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Table of Contents

1. Logging In to DaCdb ............................................................................ 3 2. The Login Help Screen ........................................................................... 3 3. Updating your own data ....................................................................... 4 4. Update your username or password ...................................................... 5 5. Other changes to your data .................................................................... 6 6. Contact information ................................................................................ 6 7. Add a new address ................................................................................. 7 8. Club Data ............................................................................................... 8 9. Coordinating Member Data between DaCdb and Rotary.org ............... 10 10. Setting up Rotary.org Partner Information ............................................ 10 11. Setting up DaCdb’s Rotary Interface .................................................... 13 12. Adding a New Member or Transferring an Existing Rotarian ........ 13

a. Step 1 - Rotary.org First ................................................................. 13 b. Step 2 - DaCdb Second ................................................................. 15

13. Editing Member Data .......................................................................... 18 14. Club Officer Positions ........................................................................ 18

a. Assign an elected position to a member ........................................ 19 b. Assign another elected position to an officer ................................. 22

15. Other Changes to Club Data ................................................................ 26 16. Club Attendance ................................................................................. 26 17. Calculating Attendance Percentage ..................................................... 26 18. Reporting the Percentage ..................................................................... 26 19. District Calendar ................................................................................. 28 20. Entering a New Event ........................................................................... 28 21. Register for an Event ............................................................................ 34 22. Entering Event Payments ..................................................................... 36 23. DaCdb Help and Resources .............................................................. 38 Appendix ..................................................... New Member Information Form


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1. LOG IN at www.Directory-Online.com/Rotary

Enter your username and password [1]. If you have trouble logging in, click on Login HELP [2].

2. The Login Help screen

…offers you several options, including getting your login name and password sent to you via email. Just click on “I Forgot My UserName/Password” and then “Email Me My UserName & Password” and within minutes you will get your information.


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After logging in, you will see the "Welcome" screen, which leads off with [1] the District Governor's monthly message, followed by an overview of information about DaCdb.

3. To update your data

a) Just click your mouse on the "MyDATA" tab [2] at the top of the screen and your own data screen will appear.

b) The MyDATA screen displays basic information that you can now edit. Click on the blue [Edit] next to your name and membership # [1].


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c) The data screen has a row of tabs across the top [1]. You start on the Member tab, which displays [2] your username and other basic information, including your photo (if one was uploaded).

4. To update or change your username and/or password

…click on the Login tab [1]. This screen shows your User Name and displays dots for your password. Either or both fields can be changed. Click on the yellow Update button [3] to save your changes.


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5. You can make other changes to your data

….Want your business to be listed in the next Vocational Directory? Click on the "Business" tab [1], then enter the data [2]. When you finish, click on the yellow Update button [3] again.

6. Contact Information

Another area you may want to visit for updating is the Contact tab where you can enter or update your address, both home and work, your email, and your phone numbers. To update this contact data, follow these steps:

a) Just click your mouse on the pencil icon next to the line that you wish to edit.

b) In the Address Information pop-up window, edit the information and click on the Save button.


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7. Adding a new address

…is just as easy. Simply click on the +Add Member Address Record , select the type of address, and then enter the data, pressing the SAVE button when you are finished.


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8. Club Data

This tab has all of the information about your club, including where you meet, when, a description of your club, the officers, club committees, your club members, and more. Just click on blue [Edit] next to your Club name.

a) Club Information - Select the Edit Club button to change any information here, such as your meeting place, your club web address.


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b) Club Committees - This optional area gives you the ability to create and then populate your club’s committees. Some clubs with a number of committees find this useful for managing those committees and tracking and communicating with the committee membership using the Pmail (personalized mail) function (more on that later).

c) Club Members and Positions - This is the second, major area of critical data. All of your club’s members are listed here, displayed in the table format for quick reference. Column headings in the table include Member Name, Type (of membership), Position (officers in the Club), phone numbers, whether the member is a Paul Harris Fellow and/or a Sustaining Member, the member’s birthday (no year), and email address.


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9. Coordinating Member Data between DaCdb and Rotary.org

Entering new members and editing existing members can be coordinated between Rotary.org and DaCdb, so that you only need to enter the details once, but you must first change two settings, one on each website. 10. Setting up Rotary.org’s Partner Information

Go to the Rotary.org web site, and choose MY ROTARY to LOG IN. If you have never used MY ROTARY before, you must first REGISTER. Enter your name and email address, and a confirming email will be sent to you, allowing you to complete the registration.

After confirming the Account Registration, you will be taken back to Rotary.org. Fill in the Account Setup and click “Create Account”


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You will then see the acknowledgement below, where you can simply “Continue” to Rotar.org/My Rotary or you can click on “My Profile” to add or edit details as desired.


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a. After you are registered and after logging into My Rotary, click on MANAGE, and then the CLUB ADMINISTRATION link on the left.

b. Once you are on the Club Administration page, SCROLL down to the “Add or remove vendor partner organization” link and click it to edit:

c. Under “Partner Organization,” select DaCdb as your integration partner.

[Note 1: If your club uses another Partner Organization but wants to switch to DaCdb, that Partner Organization must be terminated before you select DaCdb.]

[Note 2: If you want to continue using your existing Partner Organization (such as ClubRunner), do not make any changes on Rotary.org or in DaCdb. You will need to enter your new members’ data and changes to any existing members’ data in both DaCdb and your existing Partner Organization to keep everything up-to-date.]


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11. Setting up DaCdb’s Rotary Interface

Now log into DaCdb, click on the “My Club” tab and the blue EDIT next to your club name. On the “Information” tab, select “RI Direct Connect” as the interface option for your Club. This selection is near the middle of the page, just above the “Club Description” section. Now click on the yellow “Update” button at the upper right.

Information about your club or members that is edited (except for adding new members) will be automatically updated from DaCdb to Rotary.org. You do not have to enter the data twice, once at DaCdb and once at Rotary.org.

12. Adding a New Member or Transferring an Existing Rotarian -

This is actually a two-stage process, beginning with Rotary.og and then continuing on DaCdb. But first, you should have the new member complete the New Member Form (see Appendix). This will give you all the basic information that you will need.

STEP 1 - Rotary.org

a. Go to the Rotary.org web site, and choose MY ROTARY to LOG IN. b. After logging in, click on MANAGE, and then the CLUB

ADMINISTRATION link on the left. c. When your “Club Data” sheet opens, click on “Add Members.”

http://www.directory-online.com/Rotary


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d. You will get two choices - “Search for an existing member” or

“Continue.”

1) Before adding a new member, we recommend that you use the

“Search” feature. If your new member was previously a Rotarian, searching and finding that person will automatically populate many fields in the RI database.

2) After searching (enter his RI number in the ID field and click "Submit") and finding him, click on his name and his data will populate the membership fields.

3) Add his type of membership and date joined at the bottom of the screen, and click "Add member & Update Contact."

If you are sure the new member is not a former Rotarian, click on “Continue.”

e. Enter only the information marked “Required” (eight fields) and click “Save” at the bottom of the page.


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The new member will now appear in the “Club Data” list. f. Copy down the new member’s Membership ID number.

Continue to add new members until you are finished, copying down each one’s Rotary Membership ID number. You are now finished on the RI website.

STEP 2 - District and Club database (DaCdb)

a. Go to www.dacdb.com and click on “Log in here” at the upper right corner.

b. Click on the “My Club” tab, then click on the “Transfer member” link just below your club’s name if you are adding a member from another club in DaCdb, or the "Add member" button just above the list of members, next to the yellow "Club Reports" button, for a member not in DaCdb.


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c. For transfering an existing Rotarian to your club as a new member: 1) When the pop-up opens, type in the last name and click "Search." 2) In the search results, click "Add" and the new member will be

added to your club. Enter the date he joined your club, the type of membership, and any other “required” data.

3) After adding him, click the "Add" button. The new member will then show up in your list of members.

d. For adding a non-Rotarian as a new member:

1) Enter as much information as possible about each new member from the New Member Information forms.

2) You can add this later, but it is important to at least enter the RI Membership ID number that you copied from Rotary.org website, plus the minimum information marked as “Essential” in DaCdb.

3) When you are finished, click the yellow "Add" button and the new member will appear in the Club’s listing.


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e. The DaCdb system will automatically generate the new member’s

username and password in the Login tab. (Those shown below are for example purposes only; you will only see a series of dots () in the password field.)

f. When you have completed all data entry for the new member, click on

the yellow Add button (above) and the member will be added to the Club’s roster.


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The information you just added to DaCdb is automatically uploaded to Rotary International, where it will be added to the basic data you entered there previously.

13. Editing Member Data

Now that your club’s data is coordinated between DaCdb and Rotary.org, any EDITS you make to club members’ data will automatically update on Rotary.org. To edit a member’s data:

a. Log in to DaCdb b. Click on the “My CLUB” tab c. Scroll down to the member’s name d. Click on “Edit” next to the member’s name e. Enter/update any information f. Click on the yellow “Update” button. g. To edit another member, repeat the above steps. h. Close your browser when you are finished.

14. Officer Positions

CLUB data also includes the officer positions for your current and in-coming officers. It is very important to keep your members’ positions updated, especially the current year’s officers and the in-coming officers (referred to as president-elect, secretary-elect, and treasurer-elect). DaCdb uses the officer positions to automatically assign both current and in-coming officers to DaCdb “committees,” making it easy to communicate with one or more groups of officers using the Pmail (personalized email) feature in DaCdb. Click on the “Committees” tab to see a full listing of the current year’s committees. You can view prior or future years’ committees by changing the date in the field “Org Year.” You can view all committees, but you can only use the Pmail function for committees on which you hold membership, I.e. the Club Secretaries or the Club Secretaries-Elect committees.


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You can add an “-elect” position to club members or to current officers. a. To add an "-elect" position to a member who is not currently an

officer. 1. Click your mouse on the "My Club" tab at the top of the screen

2. Scroll down to Section 3, and then click the "Edit Club Position" button.


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3. Then click on the PENCIL icon beside the person’s name, and,,,

4. Click on the Add button in the Club Position Admin pop-up window to make your entries...

5. When you add a new position, the dates will automatically populate with a start date of today [1] and end date of June 30, 20XX.


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6. Double-click in the "Club Position Name" field [2] and the “Club Role Select” pop-up will open. Click on the position [3], and then click on Save [4]. Click on Update and you will return to the list of club members, where you can select another member and enter his/her dates and position(s).

7. When you are finished entering your "-elects," click the Update button at the top of the list of members. You are finished! The new positions will show up in the list of members on the My CLUB page (below)…

And in the “Club secretaries-elect” committee (below).


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Current officers:

A club member who is currently an officer may be elected to another term in the same office, or to a new office. For example, the current secretary is elected as president in the following year. It is important to add the new “-elect” title to that member’s current position. By adding “-elect” positions to the current officers, you will automatically put them in the appropriate committee for the current year and for the next year.

b. To add an "-elect" position to a member who is already a current officer: 1) Follow Steps 1 through 3 in a. above. At Step 4, click the "Edit" button,

not the "Add" button.


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2) Select the current position (highlighted in green) and double-click the "Club Position Name" field.

3) From the list of available positions, put a check mark in the new position to which the member was elected. For example, if the member is the current Secretary and is now also "President-elect", you should have a


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check mark in both Secretary and in President-elect. Now click on the yellow Save button.

4) Click the Update button and that member's record is now up-to-date as shown in the green bar in the second image below.


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5) As long as the positions in the green bar are correct (see above), click the close button. If they are not correct, click on the Edit button and make the needed changes.

6) Click on the pencil icon for any other members that you need to Edit an existing position and continue as above.

7) When you finish all “Edits” or “Adds”, click the yellow “Update” button…

8) … and then click the "View" button. Your newly-entered "-elects" will appear in your Club’s officers listing at the top of the page.


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15. Other Changes to Club Data

You can click on any of the tabs in your CLUB’s data and update as needed. Always remember to click the yellow “Update” button before you finish. 16. Attendance

Every month, the Secretary logs in to DaCdb and reports the attendance for the prior month. Because there is a two week period for make-ups, you should wait until the beginning of the third week to make sure your attendance count is accurate, including any make-ups from your members. Honorary members and Rule of 85 members (with age and years of service totaling 85) are not counted as present or as absent; active members are counted as present or absent; active members excused by your Club’s Board are only counted if present. 17. Calculate the club’s monthly attendance percentage

Add up all of the attends for the month, divide by the total number of active members (not those on “leave of absence”), divide by the number of meetings held, and multiply the result by 100 - that is your club’s attendance % for the month. 18. Reporting Club attendance percentage

a. Log in to DaCdb

b. Click your mouse on the "Attnd" tab at the top of the screen (and a sub-menu appears)


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c) Click on the Submit MONTHLY Attendance link.

d) Now make your entries 1. Select the month being reported 2. Enter the total membership for the month (everyone except honorary) 3. Enter the monthly average attendance 4. Enter the number of meetings held 5. If any meetings were cancelled, enter a brief explanation 6. Click on the “Submit Attendance Report” button.


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You will then see a Thank You screen acknowledging your entry.

19. District Calendar

The Calendar includes events that are posted by Clubs or by the District. Events can be a simple listing or can be open for Rotarians to register their attendance. An event that is open for registration appears in RED. 20. Entering a New Event

When you are at the Calendar, click in the field under Add to Club Calendar and select the type of event to enter - Club Meeting, Club Event, Club Fundraiser.


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a. The upper section is where you enter a brief description.

b. The lower area is where you enter the location and some comments about the event. The text that you enter in the lower section appears as the text in the column on the right side of the calendar.

[See images next page]


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The text in this section ……will appear here


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c. Registration Fees

1. To assign a fee to the event, click on the button “Registration Questions” in Section 3 of the form.

2. In the “Type of Question:” field, select “Plain HTML - w/qty, Cost, or Total Number” type.

3. In the text area, type a statement about the fee, such as:

“Registration fee submitted by 5/14/2014 - $35”

[See Image next page]


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4. In the sections just below the description area, enter a default quantity (usually 1), check off the appropriate boxes for totals, and enter the date range that this fee is applicable (see 5 below).

5. You can add a second question with a different date range and a late fee amount if you want to have a late registration fee.


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6. Click on “Update” in the lower right corner.

d. You can assign Event Moderators who will receive system emails each time a person registers or when someone cancels their registration.

e. After completing all data entries, click the yellow “Update” button at the lower right or the upper right of the event page. You will then see a confirmation message as below.

f. Click on the Calendar tab to return to the Calendar. Your new event is now listed - “Wine Tasting Dinner” is now in the Calendar above the “Springfield Taste of the Towns” event. Because this event will accept registrations, it is shown in bold red type.


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21. Register for an Event

a) Clicking on “Register Now” (Image above) opens a new window with the registration form and the username in the “Registration For” selection box.


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b) If an event has registration fees attached to it, you will also see those

appear in the registration window, below the Member’s information.

c) To register that person, simply click on the “Register Now” button at the bottom of the screen.


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Click on the “Confirm Registration” button and the person is registered.

You can now register additional people for the event by following the same procedure. 22. Entering Club Event Registration Payments

a) When you collect payments for your Club event, you enter those payments by clicking on the “Backroom” item just below Register Now. The registrants’ names are listed in alphabetical order, but you can search by name, club name, etc.


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b) Click on the pencil icon next to the registrant’s name….

…then click on the Apply Payment button. A new pop-up window opens as shown below.

c) Enter the Amount Paid (or simply click in the box to automatically insert the Amount Due), select the Payment Type, and enter any notes (like the check number as shown above).

d) Click on Save, then click on Update at the upper right.

e) Continue entering payments as needed.


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23. DaCdb Help and Resources

The Help tab includes contact information, Support Tickets, Training Resources, FAQs, and a Search function.

a. Training Resources includes both pdf documents that you can print and use as reference materials and videos that you can watch on-line.

b. In Section II, there is a very detailed manual that you can print and use

as a reference document. The DaCdb User Guide for Secretaries is


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slightly out of date, because the program is being constantly updated and improved. However, while the general procedures explained in the Guide are useful, the screen images may differ slightly from what you will actually see in DaCdb.

c. At the beginning of the Guide, there is a linked Table of Contents. When you are viewing the pdf on-line, you can quickly jump to a topic of interest.


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d. In Section X, there are a number of useful on-line videos. Again, the screen images may be slightly out-dated, but the content and explanation is very useful.


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Click on the Club Secretary Training video using My CLUB functions and Mike Thacker, the founder of DaCdb, will talk you through the basics of managing your Club data, including editing, adding members, etc.

Hope this helps! Please contact me if you need further assistance.

Michael Townley - [email protected]

908-227-6782 or 908-822-1441

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