2 D ISTRICT and C LUB database ( DaC-db ) TRAINING FOR CLUB SECRETARIES DaCdb the “E-Z key” for Rotary Club Data Management!

3 Using DaCdb makes your life easier ALL of your Secretary tasks, and more, can easily be done using the… On-Line D ISTRICT a nd C LUB d ata b ase ( DaCdb ) (pronounced: daK-dee-bee ) Less TIME with Less STRESS…

4 Upload electronic copies of your club bulletin (and for archival purposes) Add items to your club calendar Coordinate scheduling of projects with other clubs’ schedules How YOU Can Enhance Your Club’s Mission

5 You can create and manage all of your club’s committees on the database You can 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

6 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 ” How YOU Can Enhance Your Club’s Mission

7 OK, I KNOW IT COULD COULD REALLY BE HELPFUL, BUT ….

8 BUT HOW DO I USE IT

9 Logging In Using your web browser, go to Also has all these materials, and more…

10 Logging In Click Goto LOGIN on left side key-in…(-or- let Remember Me fill in the values) UserName (usually your address) and Password (usually your RI MemberID number), and YOU ARE READY TO BEGIN!

11 Logging In

12 Getting Started The interface is “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

13 Getting Started

14 Getting Started

15 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

16 Getting Started

17 ALL activities affecting the management of your club’s information can be found under the My CLUB tab Getting Started

18 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

19 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

20 Getting Started

21 Getting Started

22 Getting Started

23 Getting Started

24 You will have the ability to… View or print all reports for your CLUB, including a Membership Directory, with photos Submit “club events or fund raisers” to the Club calendar so they can be viewed by all clubs, in the District calendar Getting Started

25 Add a Calendar Event

26 List Calendar Events

27 You will have the ability to……… Send “P-MAIL” (personalized ) all your Club members, in just a couple clicks Use one of many “templates” already available Save your OWN templates Getting Started

28 P-MAIL

29 P-MAIL A menu of preformatted PMAIL templates are already defined.

30 PMAILPMAILPMAILPMAIL

31 You will have the ability to……… Submit "club bulletins”, minutes and other documents; and archive them on the database – and you have 100Mb of storage available to your club. Getting Started

32 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

33 Also, you will have the ability to… View the data for any Member or Club in your district Find any Member, and view their contact information Getting Started

34 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?”

Guided Practice

Guided practice 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 MEMBERS tab to view your record, then EDIT.

Guided practice Log in to the DaCdb

38 Guided practice Edit your own Member record

39 Guided practice Or, Just click on the MEMBERS tab to view your record, then EDIT.

Guided practice Make someone President-Elect … Just click on My Club and scroll down to Section 3 to EDIT Club Positions NOW, change them back. DO NOT “click” UPDATE!!!!

41 Guided practice Make someone President-Elect …

42 Guided practice Make someone President-Elect …

43 Guided practice – my CLUB Create a Membership Directory for your club… go to REPORTS and choose #1 and choose to “RUN/VIEW ON SCREEN” Add an event to your club calendar (delete later)….click on the Club CALENDAR link in Section 1, to begin

44 Guided practice – my CLUB Create a Membership Directory

45 Guided practice – my CLUB Add an event to your club calendar

Guided practice Search for a member with the last name “Johnson” in your district….under the MEMBER tab…click the FIND a MEMBER (first entry in sub-menu) Find who is on your District’s Rotary Foundation Committee ….look under the COMMITTEES tab and select the committee to VIEW

47 Guided practice Search for a member with the last name “Johnson” in your district….

48 Guided practice W ho is on your District’s Rotary Foundation Committee ….

Guided practice Send a “PMAIL” to yourself (which is always a good idea, when composing a lengthy message). Just click on MEMBERS tab… (which is exactly the SAME as clicking VIEW a member, in Section 3 of My Club) Just click on MEMBERS 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. 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 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!)

52 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 % : Of course, you would USE your club’s number

55 Questions? Jerry Friedman at D ISTRICT and C LUB database

56 D ISTRICT and C LUB database

Thanks for attending today. Have a GREAT Rotary year!