Club Secretaries / Administrators will update all membership & officers databases
via www.rotary.ie The steps for a 'one stop shop' database update are......
1. Go to www.rotary.ie
2. Top right hand corner click on 'Members Login', this brings you to a login page.
3. If you are registered with a 'My Rotary' account simply click on 'Login with RI details' or
enter your My Rotary user ID and password. This brings you to the 'Members page'.
Overview:
We have been aiming to make life easier for Club Secretaries / Club Admin by creating the DMS to
automatically synchronise the RI Global Database and the RIBIT Database records when changes
are made to either one, terminate a member or add a new member. Currently this has to be
duplicated causing twice the work and increasing the possibility of mismatched records.
THIS IS NO LONGER NECESSARY. Read on ….
4. On the right hand side of the screen you will see a box with the heading 'Logged-in pages'.
Click on the orange box entitled 'Club Admin'. If you have authorisation...and as a club secretary
/ administrator you should have...this will bring you to “Club administrator's home page”
5. On that page (top right) You will see 'Club Administration' with a downward arrow beside
it. Click on that arrow. You will see a drop down menu.
6. Select what you want to change..Club Details or Meeting Venue or Club Members or Club
Officers or Club Committees. If you want to amend a club member details select 'Club Members'.
You will then go to a 'Members List' page.
Auto-Synchronisation
If you change an existing member record in either the RIBIT or the RI Global Database it will
“Auto-Synchronise” allowing you to input in one place.
Add New Member
Adding a new member is easy in the DMS system. You no longer have to do it twice!
The DMS IS NOW WHERE YOU ADD YOUR NEW 'FULL' MEMBERS (i.e. not
Associate and Corporate members) - NOT RI or RIBIT
Just go to http://dms.rotarygbi.org with your RI “My Rotary” login or click from the RIBIT the
DMS button in Club Admin. Use the ‘Add Member’ function which allows you to either …

Add a “new to Rotary” member, in which case you simply add their first and last name
and click continue [there will be an orange band move across the top of the screen] – a
table with names might appear but ignore these and choose the green “continue adding as a
new member”. Complete the form that you get and click “add new member” button. Once
complete you will have a new member in both the RI and RIBIT databases with a new RI
member number in the record.

Add a “returning Rotarian”- in which case you still add their first and last name – unless
you have their current RI number and click continue. A search of both the RI and RIBI
database records occurs and merges the records into a table from which you can select the
member you are trying to add if they were a previous Rotarian. If you see the person, click
the button next to that person and update the form and click add new member button. This
retains the RI number and the person’s previous officer history. NOTE: the person has to be
terminated from their previous club BEFORE you can add that person to your club.
Terminate Member
The DMS IS NOW WHERE YOU TERMINATE MEMBERS - NOT RI or RIBIT
When a member ‘leaves’ Rotary it is important to terminate their record correctly to make sure
that if they re-join their service history can be accessed easily. In the DMS “My Club” section you
have the ability to edit/synchronise or terminate a member record.
NOTE: If a member s transferring to another club IN THE SAME DISTRICT Refer to your
District Admin Officer [See below]. A transfer to another club OUTSIDE the district you need to
terminate only.
To Terminate, click on the dustbin icon and a window will appear providing the opportunity to
enter the date of leaving and reason. Complete the two data fields and click TERMINATE – the
system will offer a final ‘are you sure’ moment, just click YES (or NO!) and the process will be
completed.
Please note: this process does not remove the record from the databases it simply disassociates
the record from your club on RI Global Database and archives as “left” in RIBIT Database.
Transfer Member – DISTRICT ADMIN ONLY CAN DO THIS.
The DMS IS NOW WHERE YOU TRANSFER INTRA-DISTRICT MEMBERS - NOT RI
or RIBIT
If a member is relocating from one club to another within your District, The District Admin can
complete a transfer process on your club’s behalf within the DMS by going into the Terminate
option as detailed above for the club in question. Click on the dustbin and select TRANSFER. You
will be presented with the member’s ID, First Name and Last Name to confirm this is the correct
record, click CONTINUE followed by TRANSFER CLUB. The member’s data record will be
displayed and you’ll be able to change the CLUB FIELD* to reflect the club that the member is
being transferred to.
*It is very important that you double check you have the correct Club selected or you may well end
up bringing everyone into your own club!
NOTE: If the member is moving outside your district, then the club will need to
terminate as above.
Other features are available to you here
Handbooks – generate a Club or District handbook
Search and Email