1. ClubRunner and Rotary International Database Integration
Introduction and Overview
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 under Version 2.0.
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 10 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)
Home address (At least one address is mandatory)
Work address
Home Phone
Work Phone
Cell (Mobile) Phone
Home Fax
Work Fax

10. Supported Updates New Members:
Add New Member – Automatic Notification to RI
One week until updated at RI
RI Member No. populated on ClubRunner member profile
Updates to that member from that point are automatically synchronized

11. Supported Updates Terminated Members:
When member terminated – Automatic Notification to RI
One week until updated at RI
Future updates to that member no longer synchronized (only Active and Honorary)

12. 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

13. 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 link, under Membership tab

14. RI Member Access Portal (MAP)
ClubRunner Confidential

15. RI Member Access Portal (MAP)
Login Screen
ClubRunner Confidential

16. RI Member Access Portal (MAP)
Administration Options
ClubRunner Confidential

17. RI Member Access Portal (MAP)
Membership List
ClubRunner Confidential

18. Getting Started Opt in at Rotary Member Access Opt in at ClubRunner
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

19. ClubRunner Confidential
Opt in at Rotary.org
Log in as Club President, Secretary or Executive Secretary/Director
Click on Update Club Data on the left menu
ClubRunner Confidential

20. 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

21. 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

22. ClubRunner Confidential
Opt in at ClubRunner
Log into your ClubRunner V2 site as Site Administrator
Click on the Switch on Data Integration with RI (Automatic) link
ClubRunner Confidential

23. 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
ClubRunner Confidential

24. 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

25. 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

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

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

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

29. ClubRunner Confidential
Future Plans
Ongoing plans to expand to more types of updates
Club officer changes
Club meeting and address information
Two way synchronization
To stay up to date on this project:
ClubRunner Confidential

30. ClubRunner Confidential
Q&A
ClubRunner Confidential