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ClubRunner Connect. Communicate. Collaborate.
ClubRunner and Rotary International Database Integration
Introduction and OverviewNovember 2010
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ClubRunner
Agenda
1. Introduction – OneRotary Initiative2. API vs. Email Integration3. Supported Updates and Privacy4. Importance of RI Member ID5. RI Member Access Portal (MAP)6. Getting Started7. Future Plans and Enhancements8. Q&A
ClubRunner Confidential
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ClubRunner
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 Confidential
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ClubRunner
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 Confidential
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ClubRunner
API vs. Email Integration
Previous Email Notification System:
• Every time a member profile is updated, software sends updates to [email protected]
• 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
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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
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ClubRunner
Email Integration (Old)
ClubRunner Rotary International
Member Updates (Emails)
RI Data Services Division (Manual
Data Entry)
1 to 2 weeks
• No confirmation of changes• No security or business logic layer• No return of RI Member No.
= LOW ACCURACY
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ClubRunner
Web API Integration (New)
ClubRunnerDatabase
Rotary International
Database
Member Updates
(Web Service)
Security Rules and
Privacy Settings
API Library
Return RI Member No.
HIGH ACCURACY & DATA INTEGRITY
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ClubRunner
Supported UpdatesAvailable 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• Email
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ClubRunner
Supported UpdatesNew 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
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ClubRunner
Privacy OptionsClub 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
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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
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ClubRunner
RI Member Access Portal (MAP)
ClubRunner Confidential
www.rotary.org
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ClubRunner
RI Member Access Portal (MAP)
ClubRunner Confidential
Login Screen
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ClubRunner
RI Member Access Portal (MAP)
ClubRunner Confidential
Administration Options
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ClubRunner
RI Member Access Portal (MAP)
ClubRunner Confidential
Membership List
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ClubRunner
Getting Started
• Opt in at Rotary Member Accesshttp://www.rotary.org/en/secureselfservice/Pages/AddVendorOrganization.aspx
• 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
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ClubRunner
Opt in at Rotary.org
ClubRunner Confidential
• Log in as Club President, Secretary or Executive Secretary/Director• Click on Update Club Data on the left menu
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ClubRunner
Opt in at Rotary.org
ClubRunner Confidential
• Scroll to bottom of page, and look for Partner Organization section• Click on the Add Partner Organization link
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ClubRunner
Opt in at Rotary.org
ClubRunner Confidential
• Select ClubRunner from drop down menu• Read the terms and conditions, and if you agree, press I Agree button
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ClubRunner
Opt in at ClubRunner
ClubRunner Confidential
• Log into your ClubRunner V2 site as Site Administrator• Click on the Switch on Data Integration with RI (Automatic) link
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ClubRunner
Opt in at ClubRunner
ClubRunner Confidential
• Check the checkbox to switch on integration• Customize your privacy options by selecting the fields to synchronize• Press the Update Privacy button
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ClubRunner
Opt in at ClubRunner
ClubRunner Confidential
• 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
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ClubRunner
Opt in at ClubRunner
ClubRunner Confidential
• 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
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ClubRunner
Ongoing Updates
ClubRunner Confidential
• Now that Integration is switched on, continue to make updates through your ClubRunner site
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ClubRunner
Ongoing Updates
ClubRunner Confidential
• Click on Edit to make changes
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ClubRunner
Ongoing Updates
ClubRunner Confidential
• Click Save, and synchronization with RI will happen automatically
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ClubRunner
Future Plans
ClubRunner Confidential
• Ongoing plans to expand to more types of updates
• Club officer changes• Club meeting and address information• Two way synchronizationTo stay up to date on this project:www.clubrunner.ca/integration
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ClubRunner
Q&A
ClubRunner Confidential