DTA 2020DACdb for New Secretaries

Instructor: Liz Butson,D5100 Admin. Asst.

Getting started

• Logging in: www.dacdb.com• Enter user name, password and club number (will allow

expanded access)• Can also log in through www.isrotaryforyou.com by clicking

on the “DACdb” box near top right corner of page

First things first…

• Switching between interfaces (Classic vs New) - go to the top right hand corner of the page to toggle between interfaces

• Determining access level – Secretaries should be assigned access level 4 (other club officers such as President, PE and Treasurer will have same access)

• Different security levels provide varying access to information and the ability to use additional functions – i.e. add/delete members, post to club calendar, PMAIL, etc.

➢ 1 is lowest (most members) and 8 is highest (see handout for detailed description)

Navigating the Homepage

1. Indicates Security/Access level - 5100 is District identifier and final # is security level2. Members with certain access levels can click on this and assume the identity of

members with a lower security level – useful if you are assisting someone with an issue and want to view the screen as it appears to them

3. Toggle between New and Classic Interface4. Dashboard Navigation toolbar5. Page tabs

Typical Secretary responsibilities

1. Adding/editing/terminating members (ensure info. matches RI database using integration feature)

2. Maintaining club record – meeting location & time, mailing address, weblinks, etc.

3. Editing club positions

4. Entering attendance on a weekly basis and submitting it monthly

5. Submitting/applying makeups for club members

Adding/editing/terminating members

1. Click on My Club

2. Click on Club Members icon

Adding members

▪ Click on Add New Member

▪ If transferring or former Rotarian be sure to get Rotary ID number

Adding members

1. Fill in fields (usually can find the info. on the new member’s application)

2. If the new member is a transferring or former Rotarian be sure to enter their Rotary ID number (can be found by doing a search on the RI website if not provided by member). *If a new Rotary ID is created they will not receive credit for previous contributions (PH, etc.) and will lose their Rotary “history”

3. Move from tab to tab to enter relevant information4. Club will be automatically assigned5. Login credentials (username & password) will be generated by the

system (will be used by member to login into their account)6. Once all information is entered be sure to click on the yellow

button near top right corner of pageAdd

Adding members

Using RI Integration – Member Compare

▪ Can be used to upload information to the RI database▪ RI will assign a member ID and it will automatically be updated in DACdb

(newer feature)▪ Ensures that member information is consistent across the databases

Editing/Terminating members

• Click on pencil icon beside name of member account you wish to edit or delete

Editing

• Once you are in their profile you can make any changes/corrections• To save any changes be sure to click on the button Update

Editing/Terminating members

Terminating

• Once you are in their profile click on the buttonTerminate

• A new screen will open• Enter the termination date and reason for termination• Click on the box• A warning box will appear asking you to verify that you want to terminate

account. If you select yes the termination will be complete and difficult to reverse.

Term

Maintaining a club record

• Enter changes/corrections• Click on individual tabs to

open new screens• Click on to save

changesUpdate

Editing club positions

• Used to identify club officers and record their term of service• Click on the “Edit Club” button to access the club information page• Information entered will be displayed on the banner near the top of

the club page

➢Club banner (in yellow)

Editing club positions

• Click on the “Positions” tab to bring up the club roster and a listing of members holding officer positions in the club

• You can change the Org Year to show info. for previous/future years• Click on the pencil icon beside the name of the member record you

wish to edit

• Pop-up screen where you can add/modify/delete a members position record• If you click on you can change dates and use the drop down menu to

select a position (i.e. President Elect, Treasurer, etc.) • To record a new appointment click on the button• Once you’ve made the desired changes close the box to reveal the previous

page. Click on the and click on the button to save the changes

Edit

Add

Update

Attendance

• Click on My CLUB tab and then the Club Attendance icon

• A new page will open

• Use the sub-menu items under the ATTENDANCE NAVIGATIONcolumn to complete different tasks

AttendanceRecording weekly attendance

Add weekly meetings by clicking on the yellow box

A calendar will appear – click on the dates you want to record attendance for and then click on to saveAdd

Attendance

You will return to this screen. Click on the meeting date (link).

➢ A new screen will open showing the club roster with check boxes beside each member name

1. Click on boxes beside names of members who attended2. Click on the Add Guest icon to record any guests (can be categorized by

type – Rotarian, spouse, other, etc.)3. Click on to save4. Follow this procedure for every meeting

Done

Attendance

Submitting Monthly Attendance

Click on Submit Monthly Attendance under ATTENDANCE NAVIGATION column

1. Make sure correct reporting month is selected

2. Ensure No. of Meetings held field is correct

3. Click on Submit ATTENDANCE Report button

Attendance Reports

• A variety of reports are available and can be downloaded using either Word or Excel

Makeups

What are makeups?• Individual clubs can determine what will qualify as a makeup• Usually include visits to other clubs (a makeup slip may be required as

proof of attendance), attending board meetings or District committee meetings, participating in a club related event (i.e. a social gathering or service project), completing an online makeup (i.e. reading a Rotary eClub One article or watching a video)

Entering makeup by Member

Entering a Banked Makeup

• Useful to save for future use• Can be applied against missed meetings

Brief overview of some other useful features

Click on the District tab at the top of the page

• Find Member – searchable fields which allow you to find the profile for other members in the District

• Clubs – allows you to pull up a list of all the clubs in the District. You can click on the link to view club rosters and see club information (meeting location & time, etc.)

• Calendar – pulls up the District calendar so you can view and register for upcoming events

• *PMail – allows you to send bulk email to your fellow club or committee members (*will be covered in Experienced Secretaries session)

Need assistance?

Additional resources

* Under Help Navigation menu you can download “Quick Start” Guides which are handy user manuals.

Questions?

Functions you’d like to learn more about?Tips to share?