ClubRunner and
Rotary International
Database Integration
Introduction and Overview
Introduced: November 2010
ClubRunner
Connect. Communicate. Collaborate.
Agenda
1.
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8.
Introduction – OneRotary Initiative
API vs. Email Integration
Supported Updates and Privacy
Importance of RI Member ID
RI Member Access Portal (MAP)
Getting Started
Future Plans and Enhancements
Q&A
ClubRunner
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)
• Email notification system (Old RI Reporting)
ClubRunner
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 1 2010 and available today under
Version 2.0.
ClubRunner
ClubRunner Confidential
API vs. Email Integration
Previous Email Notification System:
• Every time a member profile is updated,
software sends updates to data@rotary.org
• 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
ClubRunner
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
ClubRunner
Email Integration (Old)
ClubRunner
Member
Updates
(Emails)
• No confirmation of changes
• No security or business logic layer
• No return of RI Member No.
= LOW ACCURACY
ClubRunner
RI Data
Services
Division
(Manual
Data Entry)
1 to 2 weeks
Rotary
International
Web API Integration (New)
ClubRunner
Database
Member
Updates
Security
Rules and
Privacy
Settings
API
Library
(Web Service)
Return RI Member No.
HIGH ACCURACY & DATA INTEGRITY
ClubRunner
Rotary
International
Database
Supported Updates
Available Updates to Existing Members:
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Name changes (Mandatory)
Gender
Home & Work address (At least one address is mandatory)
Work address
Home Phone
Work Phone
Cell (Mobile) Phone
Home Fax
Work Fax
Email
ClubRunner
Supported Updates
New Members:
• Add New Member – Automatic Email
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
ClubRunner
Supported Updates
Terminated Members:
• When member terminated – RI is Automatically
updated
• Future updates to that member no longer
synchronized (only Active and Honorary)
ClubRunner
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
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President
Secretary
Treasurer
Executive Secretary/Director
Membership Chair
Foundation Chair
ClubRunner
Supported Updates
The Database Integration also syncs Club
Information with RI:
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Club Meeting Place
Club Meeting Address
Club Meeting Date
Club Meeting Time
Club Website
ClubRunner
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
ClubRunner
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
ClubRunner
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 from here as well
• Add member to ClubRunner from here as well
ClubRunner
Getting Started
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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
ClubRunner
My Rotary
www.rotary.org
ClubRunner
ClubRunner Confidential
My Rotary
Login Screen
ClubRunner
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
ClubRunner Confidential
Opt in at Rotary.org
• Click on the Add or Remove Vendor Partner Organization link
ClubRunner
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
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
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
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
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
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
ClubRunner Confidential
Ongoing Updates
• Now that Integration is switched on, continue to make updates through
your ClubRunner site
ClubRunner
ClubRunner Confidential
Ongoing Updates
• Click on Edit to
make changes
ClubRunner
ClubRunner Confidential
Ongoing Updates
• Click Save, and synchronization with RI will happen automatically
ClubRunner
ClubRunner Confidential
Future Plans and Enhancements
• Ongoing plans to expand to more types of
updates
To stay to date on this project or review help
documentation:
www.clubrunner.ca/integration
ClubRunner
ClubRunner Confidential
Q&A
ClubRunner
ClubRunner Confidential