DISTRICT and CLUB database
(DAC-db) TRAINING
CLUB SECRETARIES
and CLUB TREASURERS
for
DACdb the “E-Z key” for
Rotary Club Management!
DISTRICT and CLUB database
Today’s Agenda:
10 minutes RI MOP requirements
10 minutes
WHAT DACdb does for you
60 minutes
Hands-ON Guided Practice
Review Optional Modules:
20 minutes
Weekly Attendance, Dues/Invoicing, and Club Web Sites
20 minutes
Review, Q&A for your Club
DISTRICT and CLUB database
ONLY 1 Handout:
www.DACdb.com/HINTS/
DISTRICT and CLUB database
ONLY 1 Handout:
www.DACdb.com/HINTS/
plus, 2 LOG IN (shortcuts):
1) www.DACdb.com/Rotary/
DISTRICT and CLUB database
ONLY 1 Handout:
www.DACdb.com/HINTS/
plus, 2 LOG IN (shortcuts):
1) www.DACdb.com/Rotary/
2) DACdb ICON on desktop
OK…I’m a new Club
Secretary…Now what?
• Rotary International,
your Rotary District, and
especially your club,
all have high expectations of you,
as your club’s Secretary
OK…I’m a new Club
Secretary…Now what?
• The Club Secretary is arguably the
most important cog in your Rotary
club’s wheel! (Don’t tell the president)
• You are the nerve center of your
club!
OK…I’m a new Club
Secretary…Now what?
• The Club Secretary is arguably the most important cog in your Rotary club’s
wheel!
• You are the nerve center of your club!
• You will have many duties to perform,
and like everyone else,
your time is limited.
Club Secretary Duties Required by
Rotary International:
from: Standard Club Bylaws, Article 3, section 4
Section 4 — Secretary. It shall be the duty of the secretary to keep membership records;
record attendance at meetings; send out notices of club, board, and committee
meetings; record and preserve the minutes of such meetings; report as required to RI,
including the semiannual reports of membership on 1 January and 1 July of each year,
which shall include per capita dues for all members and prorated dues for active
members who have been elected to membership in the club since the start of the July
or January semiannual reporting period; report changes in membership; provide the
monthly attendance report, which shall be made to the district governor within 15 days
of the last meeting of the month; collect and remit RI official magazine subscriptions;
and perform other duties as usually pertain to the office of secretary.
266
MANUAL OF PROCEDURE 2007
Club Secretary Duties Required by
Rotary International:
from: Standard Club Bylaws, Article 3, section 4
• Keep records of club membership
(New, Chgs, Term); send to RI
• Record attendance at all meetings
(send Monthly Attendance to the
District Secretary, within 15 days of
the last meeting of the month)
Club Secretary Duties Required by
Rotary International:
from: Standard Club Bylaws, Article 3, section 4
• Send required reports to RI,
including the Semi-Annual Report
(SAR) of club membership as of
January 1 and July 1
Club Secretary Duties Required by
Rotary International:
from: Standard Club Bylaws, Article 3, section 4
• Report any changes in club meeting
location, time, or day to RI
• Report the election of club officers for
the ensuing Rotary year by 31
December of each year to RI
Tasks Expected
of the Club Secretary
• Maintain and update the club’s weekly
attendance and membership records –
keeping in touch with Membership and
Classifications Committees in your club;
plus, communicating with the Treasurer
on meal charges, make-up credits, etc.
Tasks Expected
of the Club Secretary
• Also, maintain minutes of
meetings and archive all
club records for easy access
• And, do ANYTHING ELSE
your club asks of you!
Tasks Expected
of the Club Secretary
And remember,
don’t forget to put on your
SuperMan cape…
Using DACdb makes
your life easier
ALL of these tasks, and more,
can easily be done using the…
DISTRICT and CLUB data base (DACdb)
(pronounced: daK-dee-bee)
Less TIME with Less STRESS…
Using DACdb makes
your life easier
ALL of these tasks, and more,
can easily be done ALL on 1 screen…
Click on the MY
CLUB tab
Less TIME with Less STRESS…
How YOU Can Enhance
Your Club’s Mission
• Upload electronic copies of your club
bulletin (and for archival purposes)
• Add items to your club calendar
• Coordinate scheduling of projects
with other clubs’ Events
How YOU Can Enhance
Your Club’s Mission
• You can create and manage all of your
club’s committees on the database
• You can easily print out a Club Roster,
Membership Directory, TRF Giving, and
Attendance check-in sheets,
plus lots of other club reports
How YOU Can Enhance
Your Club’s Mission
• You can easily communicate on a
“personal” level with one or all of your
club members by using the P-MAIL
feature built into the DACdb system
“Dear Rotarian MIKE”
DISTRICT and CLUB database
BUBBLES UP to RI via Direct
Connect
- CLUBS must choose this option at ROTARY.org
- Changes happens in minutes vs. days
- Step-by-Step instructions on HINTS page
Effective Communications: between the District, Clubs and Members
DISTRICT and CLUB database
BUBBLES UP to RI via Direct Connect
- Step-by-Step instructions on HINTS page
Effective Communications: between the District, Clubs and Members
DISTRICT and CLUB database
Smartphone –
for Your CLUB Directory
All this information about your Membership, Club,
Committees, Club Calendar and the District
Calendar is now on your Smartphone…
www.DACdb.com
…Just LOG IN as a ROTARIAN
Effective Communications: between the District, Clubs and Members
OK, I KNOW
IT COULD BE
REALLY
HELPFUL,
BUT ….
BUT HOW DO
I USE IT
Logging In
• Remember, lots of HELP is available…
www.DACdb.com/HINTS
has all these materials,
and much more…
• And, sometimes you just need a FRIEND…
There are District people and our Tech Support
• And, we take your Privacy and Security of the
data very seriously:
DISTRICT and CLUB database
LOG IN URL:
www.DACdb.com/Rotary/
Or, use the “shortcut ICON”
on your Desktop:
Logging In
• Click the EZ link in a PMAIL #05 message
(and, let Remember Me fill in the values)
• User Name (usually your E-mail address)
and
•
Password (usually your RI MemberID # )
and YOU ARE READY TO BEGIN!
Logging In
• Click the EZ link in a PMAIL #05 message
Logging In
Logging In
1) Your EMAIL address
2) Your RI MemberID
Y
o
u
r
D
e
s
k
t
o
p
3) Or, just click on link in PMAIL #05
Getting Started
• Our User interface is very “intuitive”…
- Just click on a “TAB” and
follow the instructions found within.
And remember, ALL Club Officer
functions are found under
the My Club tab
Getting Started
My CLUB tab
Getting Started
37
Getting Started
• Look for the “POWER BUTTONS” –
those brightly colored buttons that take
you to the various actions you can take
within your club or member’s record
• The “POWER BUTTONS” allow you
to use the functions built into the
database
Getting Started
39
Getting Started
• Remember, ALL activities affecting the
management of your club’s information
can be found under the
My CLUB tab
40
Getting Started
• As a club officer (or an officer-elect),
you are automatically given the Security
LEVEL 4, to maintain your club and
members’ data
• Note: You can not make changes
to any other club, members or
committees outside of your club.
Getting Started
You will have the ability to………
• Maintain your own CLUB record
• Maintain any member’s record in your
CLUB
• ADD/CHANGE/DELETE members
on any committee in your CLUB
Getting Started
EDIT CLUB
Getting Started
Select EDIT Member
44
Getting Started
EDIT Member from VIEW
Getting Started
EDITING Member data
Getting Started
EDIT Club Positions
Getting Started
EDIT Club Positions
Getting Started
EDIT Club Positions
Getting Started
You will have the ability to…
• View or print all reports for your CLUB,
including Membership Directory, with
photos
• Submit “club events or fund raisers”
to the Club calendar so they can be
viewed by all clubs and in the District
calendar
Add a Calendar Event
List Calendar Events
List Calendar Events
53
Getting Started
You have the ability to………
• Send “P-MAIL” (Personalized eMail)
ALL your Club members, in just a
couple clicks
• Many “templates” already available
• Save your OWN templates
P-MAIL
PMAIL to ALL Club Members
P-MAIL
A menu of
preformatted
PMAIL
templates are
already defined.
56
P
M
A
I
L
57
Getting Started
You will have the ability to………
• Submit "club bulletins”, minutes
and other documents; and archive
them on the database – and you have
250Mb of storage available
to your club.
58
Getting Started
Also, you have the ability to…
• View the public data for any
Member or Club in your district
• Find any Member, and view
their public contact information
Getting Started
VERY IMPORTANT:
Make all of your changes at once…
BUT, you MUST click the “UPDATE” button,
or your changes will not be recorded!
Getting Started
Finally, we have documentation for
each function for the Club Secretary...
SUCCESS!
• Now all you have to do, is USE the
DACdb system to help make your
club “HUM” and stop “Hmmmming!”
• So, “What’s stopping you now?”
SmartPhone Mobile Access
• www.DACdb.mobi
SmartPhone Mobile Access
• www.
DACdb.mobi
• Use same Login values
as the District & Club
database for inquiries on
your Smart Phones
SmartPhone Mobile Access
In your browser: (Safari)
www.
DACdb.com
U: <Email address>
P: <RI MemberID>
SmartPhone Mobile Access
• www.DACdb.com
SmartPhone Mobile Access
• www.DACdb.com
Quick Access:
- Email Address
- Phone Numbers
- Name & Address
-Calendar of Event
SmartPhone Mobile Access
• www.DACdb.com
Adding the ICON
as an APP on HOME
First time you go
to the site
SmartPhone Mobile Access
• www.DACdb.com
SmartPhone Mobile Access
• www.DACdb.mobi
Smart Phone “screen
layout” on your:
- iPAD
- Laptop
use your “browser”
DISTRICT and CLUB database
DISTRICT and CLUB database
“Drawing a LINE in the SAND”
DISTRICT and CLUB database
“Drawing a LINE in the SAND”
Optional PREMIUM MODULES
for CLUBS:
www.RotaryClub.org
PETS - Club Presidents
DACdb Presents
Optional Club Premium Modules!
1.Weekly Attendance Reporting
2. DUES & Invoicing
3. Club Web Site
Less TIME with Less Stress
SERVICE Above Self
www.RotaryClub.org
Examples and Costs
SERVICE Above Self
PETS - Club Presidents
DACdb Presents
Optional Club Premium Modules!
1.Weekly Attendance Reporting
- Add a Meeting in just a couple clicks
SERVICE Above Self
PETS - Club Presidents
DACdb Presents
Optional Club Premium Modules!
1.Weekly Attendance Reporting
- Add a Meeting in just a couple clicks
- Positive, Negative, Bar Code Scans
SERVICE Above Self
PETS - Club Presidents
DACdb Presents
Optional Club Premium Modules!
1.Weekly Attendance Reporting
- Add a Meeting in just a couple clicks
- Positive, Negative, Bar Code Scans
- Automatic PMAIL #10 to Absentees
SERVICE Above Self
PETS - Club Presidents
DACdb Presents
Optional Club Premium Modules!
1.Weekly Attendance Reporting
- Add a Meeting in just a couple clicks
- Positive, Negative, Bar Code Scans
- Automatic PMAIL #10 to Absentees
- Automatic updating of Monthly Attend.
SERVICE Above Self
PETS - Club Presidents
DACdb Presents
Optional Club Premium Modules!
1.Weekly Attendance Reporting
- Add a Meeting in just a couple clicks
- Positive, Negative, Bar Code Scans
- Automatic PMAIL #10 to Absentees
- Automatic updating of Monthly Attend.
- Make Ups and Leave of Absences
SERVICE Above Self
PETS - Club Presidents
DACdb Presents
Optional Club Premium Modules!
1.Weekly Attendance Reporting
- Add a Meeting in just a couple clicks
- Positive, Negative, Bar Code Scans
- Automatic PMAIL #10 to Absentees
- Automatic updating of Monthly Attend.
- Make Ups and Leave of Absences
- Correct Percentage Calculations,
including your Rule of 85 members
SERVICE Above Self
SERVICE Above Self
SERVICE Above Self
DISTRICT and CLUB database
84
DISTRICT and CLUB database
E-mail: [email protected]
Guided practice
See who is on your District’s
Assistant Governors Committee…
just click on the COMMITTEES tab,
and select the committee to VIEW
Guided practice
Who are your Assistant Governors….
88
PETS - Club Presidents
DACdb Presents
New Features
SERVICE Above Self
more
Guided
Practice
Guided practice
SUMMARY
Log in to the DACdb
Edit your own Member record
… Just click on My CLUB and scroll
down to Section 3 to find your record
Or, Just click on the My DATA tab
91
to view your record, then EDIT.
Guided practice
Log in to the DACdb
• Built-in Security and Privacy …
Guided practice
Edit your own
Member record
Guided practice
Or, Just click on the
My DATA tab to view
your record, then EDIT.
Guided practice
Make someone Public Relations Chair
… Just click on My CLUB and scroll
down to Section 3 to EDIT Club
Positions
NOW, change them back.
Guided practice
Make someone PR Chair …
Guided practice
Make someone PR Chair …
-Just click on the PENCIL icon
beside the PERSON that
you want to set to a new
CLUB POSITION
-Please, do NOT click “UPDATE”
Guided practice
Make someone PR Chair …
-Just click on the PENCIL icon
beside the PERSON that
you want to set to a new
CLUB POSITION
- They now SHOW UP in Club Leaders
(click My Club now to see updated leadership)
Guided practice
– My CLUB
Create a Membership Directory for
your club…
Go to CLUB REPORTS and
choose #1 and choose
“RUN/VIEW ON SCREEN”
Guided practice
– My CLUB
Create a Membership Directory
Guided practice
FIND for a member with the last
name “Johnson” in your district…
under the My DATA tab…
click the FIND a MEMBER
(it is the first entry in sub-menu)
102
Guided practice
FIND for a member with the last
name “Johnson” in your district….
Guided practice
Send a “PMAIL” to yourself
(which is always a good idea, when
composing a lengthy message).
Just click on My DATA tab…
(which is exactly the SAME
as clicking VIEW a member, in Section 3 of My Club)
Guided practice
Then, click the PMAIL envelope on the right
side of the screen, just above your photo.
Then, select #01 Dear Rotarian “template”.
Then key-in your message and click SEND.
(you could use any of the message templates already there!)
Guided practice
Send PMAIL to Yourself
Guided practice
Send a “PMAIL” to ALL the members
of your club…..click on My CLUB and scroll
down to Section 3.
Click the PMAIL button on the right side
of the screen. Select #01 Dear Rotarian
“template”. Then key-in your message and
click SEND. ONLY ONE CLUB VOLUNTEER!
(you could use any of the message templates already there!)
Guided practice
Send a “PMAIL” to all the members
of your club…using My Club, Section 3
Guided practice
Submit a “Monthly Attendance” report…
again, using My CLUB, Section 1
- How many “Meetings” : 4
- How many “Members” : 57
- Average Attendance % : 78.81
Of course, you should USE
your club’s numbers
Guided practice
Submit
Monthly Attendance
in My Club, Section 1