Adding new members to your Club and RI databases.

New Form! Member Data Form Designed for DaCdb to help clubs collect  member information. Send this form to new members via email to collect the information needed to complete the member's profile in DaCdb.

• You only need to enter Name, Address, Member Type and Admission Date.
  
  
• Return to the RI Database membership list to “view” and note the new member’s Member ID#

Step Two – Enter the Member ID # and all other member information into the District and Club Database (DaCdb) by clicking here

Frequently Asked Questions

1. What if the new member is a former Rotarian in another Rotary club or your club?
   
   
2. Why shouldn’t I add the new member to DaCdb without the RI ID#?
   
   
3. Why can’t I access the “add new members” section of the RI database?
   
   
4. Why do I need to complete everything before clicking on the “Update” button – what’s wrong with just returning at a later time to complete the entries?
   
   
5. Which fields are required for this first entry?
   
   
6. Can I add a new member WITHOUT all of the required information?
   
   
7. What does the new RI direct connect feature mean to my club?

What if the new member is a former Rotarian in another Rotary club or your club?

If you have the former Rotarian's Rotary International Membership ID number, you may jump to Step 2 above and enter the number at the time you add the member to DaCdb.  

Otherwise, search for the member's record in RI Member Access and "move" them from their previous club to your club so their membership and Rotary Foundation giving history will follow them into your club's records from their previous club(s).

Why shouldn’t I add the new member to DaCdb without the RI ID#?

The key to managing club member records is the RI Membership ID number.  This number provides a positive link between changes made in DaCdb to the member's record at RI and is used to credit Rotary Foundation contributions to the member, club and district.  Only RI assigns the membership number to new members! 

RI does not "send" a new member's RI Membership ID number back to DaCdb, it must be looked up by either logging into the RI Member Access portal or found on your club's Semi-Annual Report (SAR).

As soon as you add the new member to RI's database, RI immediately assigns the member their new RI Membership ID#. 

Once you have this number, it must be manually entered into the member's record in DaCdb.

Why can’t I access the “add new members” section of the RI database?

This process must be accomplished by a club officer logged into the Rotary International Member Access system (only the current club president, secretary or executive secretary have this level of access in RI's database).

In some cases RI has not received the name of the new club officers for a club or if there is a change in officers in mid-year the result is the current officers may not have access to the RI membership database.  When this happens, a current or previous year's officer should send an email to data@rotaryintl.org with the names of the current club officers.  If you continue to have problems, contact a District Communications Officer for assistance.

Why do I have to complete everything before clicking on the “Update” button in DaCdb – what’s wrong with just returning at a later time to complete the entries?

This is important because the second you click the "update" button to add the new member to the District and Club Database (DaCdb) the following automatic events occur:

1. An email (or electronic record is transmitted if your club is using the RI Direct Connect feature) with the member's complete contact information is sent to the data department at RI. This email is used by staff to MANUALLY update the rest of the fields in the new member's record in their database.  Entering incomplete information or a new member without the RI Membership ID number may result in a duplicate number being assigned to the member or incorrect updates to existing information.
2. DaCdb generates an email for the District Governor to send to the new member welcoming them to your club and to Rotary. 

An email is also sent from the District Governor to the sponsoring member of your club thanking them for sponsoring a new member. 

Copies of these emails are sent to other club and district leaders.

Just be sure to add ALL the information available to you when you put the new member into DaCdb.

Which fields are required for this first entry?

Here's a list of "must have" fields to enter at the time you add the new member into DaCdb - please complete everything if possible but at a minimum complete these fields

• • Member type: (select from the drop down list)
  • Member ID: (this is the RI Membership ID number you obtained in Step One and serves as the member's initial password for logging into DaCdb)
  • Gender:(this feeds your club dashboard and stats needed for reports you will complete each year)
  • Name: (Enter exactly as you entered the name in Step One above)
  • Start Date: (this is the member's join date FOR YOUR CLUB)
  • Birthdate: (important for club dashboard and summary reports - access to view year of birth and age is restricted)
  • Sponsor Name: (Select from the drop down list of current members)
  • Classification: (This is important for many uses but one is when another member is looking for a product or service and they want to locate a fellow Rotarian who may be able to help, the database can be searched by classification.)
  • Primary Address: (For Rotarian magazine subscription and dues invoices)
  • Phone numbers: (Include the area code in all phone numbers)
  • Email: (the member can't log into the system unless this field is completed)

Can I add a new member WITHOUT all of the required information?

Yes, but select the Member Type: "PROPOSED". Once you've collected and entered all of the required member information, change the Member Type to their correct type, usually "Active" or "Active-R85".  When you click the "UPDATE" button, the notification will be sent to RI to complete the member's entry into the club, district and RI membership databases.

What does the new RI direct connect feature mean to my club?

Effective March 21, 2011, DaCdb has received certification from Rotary International that the RI Direct Connection feature is available to Rotary clubs using DaCdb. This is an OPTIONAL feature that must be selected by each Rotary club.  In this initial phase ONLY club member changes will be sent electronically from DaCdb to the Rotary International Membership database.  Other updates including club data updates (meeting time/day/location), new member additions and club officer updates will continue to be processed as before via automated e-mails to RI's Data Department.  Additional features will be announced in the future.  For additional information or to learn how to activate this new feature, contact Mike Thacker at DaCdb

RI Member Access log in, registration and FAQ

https://www.rotary.org/en/selfservice/Pages/login.aspx

Using Member Access help click here

Log into DaCdb:

http://www.directory-online.com/Rotary/Login.cfm

If you need help logging into DaCdb, please let me know and I can walk you through the steps on the phone.

Questions or need additional help? Contact a DCO - District Communications Officer

Shortcut to this page: http://www.Rotary6150.org/go/newmembers