D ISTRICT a nd C LUB d ata b ase ( DaC-db ) TRAINING FOR CLUB SECRETARIES

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DDISTRICT ISTRICT aand nd CCLUB LUB ddataatabbasease

((DaC-dbDaC-db) TRAINING ) TRAINING FOR CLUB SECRETARIESFOR CLUB SECRETARIES

DaCdb the “E-Z key” for Rotary Club Data Management!

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Using Using DaCdbDaCdb makes makes your life easieryour life easier

ALL of your Secretary tasks, and more, can easily be done using the…

On-Line DISTRICT and CLUB data base

(DaCdb) (pronounced: daK-dee-bee )

Less TIME with Less STRESS…

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• 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 How YOUYOU Can Enhance Can Enhance Your Club’s Mission Your Club’s Mission

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• 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


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• 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 <name>”


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OK, I KNOW IT OK, I KNOW IT COULDCOULD REALLYREALLY

BE HELPFUL, BE HELPFUL,

BUT ….BUT ….

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BUT HOW DO BUT HOW DO I USE ITI USE IT

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Logging InLogging In• Using your web browser, go to

www.DaCdb.com

• Also

www.DaCdb.com/2009has all these materials, and more…

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Logging InLogging In• Click Goto LOGIN on left side

key-in…(-or- let Remember Me fill in the values)

• UserName (usually your e-mail address) and Password (usually your RI MemberID number),

and YOU ARE READY TO BEGIN!

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Logging InLogging In

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Getting StartedGetting 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

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• 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


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• ALL activities affecting the management of your club’s information

can be found under the My CLUB tab


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• 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.


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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


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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


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Add a Calendar EventAdd a Calendar Event

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List Calendar Events List Calendar Events

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You will have the ability to………

• Send “P-MAIL” (personalized email) all your Club members, in just a couple clicks

• Use one of many “templates” already available

• Save your OWN templates


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P-MAILP-MAIL

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P-MAILP-MAIL

A menu of preformatted PMAIL templates are already defined.

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PPMMAAIILL

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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.


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VERY IMPORTANT:

Make all of your changes at once…

BUT, you MUST click the “UPDATE” button or your changes will not be recorded!


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Also, you will have the ability to…

• View the data for any Member or Club in your district

• Find any Member, and viewtheir contact information


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SUCCESS!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 Practic

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Guided practiceGuided 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 practiceGuided practice Log in to the DaCdb

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Guided practiceGuided practiceEdit your own Member record

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Guided practiceGuided practice Or, Just click on the MEMBERS tab

to view your record, then EDIT.

Guided practiceGuided 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!!!!

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Guided practice – my CLUBGuided practice – my CLUBCreate 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

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Guided practice – my CLUBGuided practice – my CLUBCreate a Membership Directory

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Guided practice – my CLUBGuided practice – my CLUBAdd an event to your club

calendar

Guided practiceGuided practiceSearch 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

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Guided practiceGuided practiceSearch for a member with the last

name “Johnson” in your district….

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Guided practiceGuided practiceWho is on your District’s Rotary

Foundation Committee….

Guided practiceGuided practice

Send a “Send a “PMAILPMAIL” to yourself (which is ” to yourself (which is always a good idea, when composing a always a good idea, when composing a lengthy message). lengthy message).

Just click on Just click on MEMBERSMEMBERS tab… tab… (which is exactly the SAME as clicking VIEW a (which is exactly the SAME as clicking VIEW a member,member, in Section 3 of My Club) in Section 3 of My Club)


Then, click the Then, click the PMAILPMAIL envelope on the envelope on the right side of the screen, just above your right side of the screen, just above your photo. Select photo. Select #01 Dear Rotarian#01 Dear Rotarian “template”.“template”.

Then key-in your message and click Then key-in your message and click SENDSEND. . (you could use (you could use anyany of the message templates already of the message templates already there!)there!)

Guided practiceGuided practiceSend a “Send a “PMAILPMAIL” to ALL the members ” to ALL the members

of your club…..click on of your club…..click on MY CLUBMY CLUB and and scroll down to Section 3. scroll down to Section 3. Click the Click the PMAILPMAIL button on the right side of button on the right side of the screen. Select the screen. Select #01 Dear Rotarian#01 Dear Rotarian “template”. Then key-in your message “template”. Then key-in your message and click and click SENDSEND. . ONLY ONLY ONE CLUBONE CLUB VOLUNTEER!VOLUNTEER!(you could use any of the message templates already (you could use any of the message templates already there!)there!)

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Send a “Send a “PMAILPMAIL” to all the members ” to all the members of your club…using My Club, Section 3of your club…using My Club, Section 3


Submit a “Submit a “Monthly AttendanceMonthly Attendance” ” report…again, using report…again, using My ClubMy Club, , Section 1Section 1

- How many “Meetings” : - How many “Meetings” : 44- How many “Members” : - How many “Members” : 5757- Average Attendance % : - Average Attendance % : 78.8178.81

Of course, you would USE Of course, you would USE your club’s number your club’s number

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Questions? E-mail: Jerry Friedman at [email protected]


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Thanks for attending

today.

Have a GREAT Rotary

year!

Documents

D ISTRICT a nd C LUB d ata b ase ( DaC-db ) TRAINING FOR CLUB SECRETARIES