1. ClubRunner and Rotary International Database Integration
Introduction and Overview
Introduced: November 2010

2. ClubRunner Confidential
Agenda
Introduction – OneRotary Initiative
API vs. Integration
Supported Updates and Privacy
Importance of RI Member ID
RI Member Access Portal (MAP)
Getting Started
Future Plans and Enhancements
Q&A
ClubRunner Confidential

3. ClubRunner Confidential
Introduction
ClubRunner Database – Club/District/Zone
Hosted by ClubRunner’s Data Centers
Independent of Rotary International’s Databases in Evanston, Illinois
Double data entry for Club Secretaries
Semi Annual Reports (SAR)
notification system (Old RI Reporting)
ClubRunner Confidential

4. ClubRunner Confidential
OneRotary Initiative
Allow software providers to connect to RI Databases to synchronize member updates
ClubRunner worked closely with RI to pioneer this initiative and set technical guidelines
ClubRunner first and only company to have this integration (as of November 2010)
Released to all ClubRunner customers November and available today.
ClubRunner Confidential

5. API vs. Email Integration
Previous Notification System:
Every time a member profile is updated, software sends updates to
Wait one to two weeks for data to be processed by RI Data Services Division
Exceptions/errors – further delays
No feedback on new member additions

6. API vs. Email Integration
New API Integration System:
ClubRunner and RI databases tied via a secure connection
Every time an Active or Honorary member profile is updated, ClubRunner updates RI database in real time
Wait a few minutes for update to go live
Strict business logic layer for catching exceptions and protect data integrity

7. Email Integration (Old)
RI Data Services Division (Manual Data Entry)
Member Updates ( s)
ClubRunner
Rotary International
No confirmation of changes
No security or business logic layer
No return of RI Member No.
1 to 2 weeks
= LOW ACCURACY

8. Web API Integration (New)
Security Rules and Privacy Settings
API Library
Member Updates (Web Service)
ClubRunner
Database
Rotary International
Database
Return RI Member No.
HIGH ACCURACY & DATA INTEGRITY

9. Supported Updates Available Updates to Existing Members:
Name changes (Mandatory)
Gender
Home & Work address (At least one address is mandatory)
Home Phone
Work Phone
Cell (Mobile) Phone
Home Fax
Work Fax
Date of Birth
Sponsor
Classification
Work Website

10. Supported Updates New Members:
Add New Member – Automatic Transmission to RI
RI Member No. populated on ClubRunner member profile
Updates to that member from that point are automatically synchronized
Supports transferring members
Can take a few minutes to complete (If any errors happen an will be sent to RI which will take serval days to update)

11. Supported Updates Terminated Members:
When member terminated – RI is Automatically updated
Future updates to that member no longer synchronized (only Active and Honorary)

12. Supported Updates
Executive and Directors List (Club Officer Information)
When member is added to the Executive list – RI is Automatically updated
Rotary only collects the following titles
President
Secretary
Treasurer
Executive Secretary/Director
Membership Chair
Foundation Chair

13. Supported Updates
The Database Integration also syncs Club Information with RI:
Club ID
Club Meeting Place
Club Meeting Address
Club Meeting Date
Club Meeting Time
Club Website
Club Address
Club Phone and Fax number
Club Mailing Address

14. Privacy Options Club and Member Privacy Options:
Club decides which fields to share with RI
Found under RI Integration link, under Membership tab
Individual members can further decide to opt out of certain fields
Found in Member Profile, under Privacy tab

15. RI Member No. This is the key to making successful updates
Found within ClubRunner member profile, under Rotary tab
Automatically populated once you switch on API Integration
Allow one hour for completion
Unmatched members report found in RI Integration Compare and Synchronize link, under Membership tab

16. Compare & Synchronize
Allows you to compare your member data in ClubRunner with what is available in Rotary Internationals’ Member Access
Sync data between two systems by “pushing” from ClubRunner to RI or “pulling” data from RI to ClubRunner
Remove inconsistencies between two systems
Add member directly to RI
Add member to ClubRunner

17. Getting Started Opt in on Rotary’s end from My Rotary
Opt in at ClubRunner
Set your Club’s privacy options
Wait for RI Member No.s to get populated (under one hour)
Continue to make updates through ClubRunner as before

18. ClubRunner Confidential
My Rotary
ClubRunner Confidential

19. ClubRunner Confidential
My Rotary
Login Screen
ClubRunner Confidential

20. ClubRunner Confidential
Opt in at Rotary.org
Log in as Club President, Secretary or Executive Secretary/Director
Click on Manage on the top menu and click the Club Administration link
ClubRunner Confidential

21. ClubRunner Confidential
Opt in at Rotary.org
Click on the Add or Remove Vendor Partner Organization link
ClubRunner Confidential

22. ClubRunner Confidential
Opt in at Rotary.org
Scroll to bottom of page, and look for Partner Organization section
Click on the Add Partner Organization link
ClubRunner Confidential

23. ClubRunner Confidential
Opt in at Rotary.org
Select ClubRunner from drop down menu
Read the terms and conditions, and if you agree, press I Agree button
ClubRunner Confidential

24. ClubRunner Confidential
Opt in at ClubRunner
Log into your ClubRunner site
Click on the RI Integration Settings or RI Integration link
Clubs with ClubRunner:
Clubs without ClubRunner, on the District:
District Administrators, on the District:
ClubRunner Confidential

25. ClubRunner Confidential
Opt in at ClubRunner
Check the checkbox to switch on integration
Customize your privacy options by selecting the fields to synchronize
Press the Update Privacy button to save the changes
ClubRunner Confidential

26. ClubRunner Confidential
Opt in at ClubRunner
Verify your Rotary Club ID is properly set by going to Edit Club Info & Settings from the Admin page
Enter your Club ID if not already populated, then press Save Changes
ClubRunner Confidential

27. ClubRunner Confidential
Opt in at ClubRunner
If you have some members who prefer not to send data updates, go to their ClubRunner member profile, and select the Privacy tab
Uncheck the fields which you do not wish to share with RI for that member
ClubRunner Confidential

28. ClubRunner Confidential
Ongoing Updates
Now that Integration is switched on, continue to make updates through your ClubRunner site
ClubRunner Confidential

29. ClubRunner Confidential
Ongoing Updates
Click on Edit to make changes
ClubRunner Confidential

30. ClubRunner Confidential
Ongoing Updates
Click Save, and synchronization with RI will happen automatically
ClubRunner Confidential

31. Future Plans and Enhancements
Ongoing plans to expand to more types of updates
To stay to date on this project or review help documentation:
ClubRunner Confidential

32. ClubRunner Confidential
Q&A
ClubRunner Confidential