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We have been aiming to make life easier for Club Secretaries & Club Administrators by creating a system by which you can synchronise, add new members and remove past members.
Now, the DMS will automatically synchronise the RI Global Database [found in My Rotary at www.rotary.org] and the RIBI-Template Database records [found at your district /club website or www.rotary-ribi.org] when changes are made to either one, including adding a new member or terminating a membership. Previously this had to be done twice, increasing the work for the Club Secretary, and increasing the possibility of mismatched / incorrect records.
As of Monday 19th September 2016, this will not be necessary. Please read on for details:
Now, once certain actions below have been taken on your part, if you change an existing member record in either the RIBI-Template or the RI Global Database it will ‘Auto-Synchronise‘ allowing you to input in only one place. It is therefore to your benefit to make sure that you have carried the work requested previously to manually ‘synchronise’ your club data and make sure it is up to date.*
*please note that email address does not show a field to synchronise as we are currently unable to pass this information due to knock on effects on logging in. You need to change this on the RIBI-template site (when any member logs into the template the first screen they see advises their stored email address and offers a route to change / update their details, including the email address) and RI site separately. We are looking to build a page in the near future to handle this.
To enable the easy option of one input only, what you need to do is:
Once a GREEN TICK is shown alongside the synchronised record, auto-synchronisation will be maintained whenever you edit that record in either database, or from the DMS.
Adding a new member is easy in the DMS system. You no longer have to do it twice!
The DMS is now where you add your new members – NOT the RI or RIBI-Template databases. Please note that if the Rotarian wants an account on either system, they have to register regardless for online access using the same email address to be recognised, and on the template site they need to press the forgotten password button to gain a password for account access.
Go to dms.rotarygbi.org with your RI “My Rotary” login, or click the DMS button (under Club Admin) from the RIBI-Template. The ‘Membership’ function allows you to either:
The DMS is now where you terminate your past members - NOT the RI or RIBI-Template databases
When a member ‘leaves’ Rotary, it is important to terminate their record correctly to make sure that if they re-join, their service history can be accessed easily. In the DMS “My Club” section you have the ability to edit/synchronise or terminate a member record.
NOTE: If a member s transferring to another club IN THE SAME DISTRICT, refer to your District Admin Officer [see below]. If a member is transfer to another club OUTSIDE the district, you need to terminate only.
To Terminate, click on the refresh/change button and a window will appear providing the opportunity to enter the date of leaving, and reason. Complete the two data fields, then click TERMINATE. The system will offer a final ‘are you sure’moment, after which you can click YES (or NO) to complete the process.
If you are terminating a member for a future date, this individual will be immediately removed from the DMS and RIBI-Template Database, with the RI record showing the future date so subscription charges will still be accurate. This does mean the member is showing on the Green Sync option, but you need not worry at this stage.
Please note: this process does not remove the record from the databases, it simply disassociates the record from your club on RI Global Database and archives as “left” in the RIBI-Template Database.
Note: ONLY DISTRICT ADMIN ONLY CAN DO THIS. [Clubs need to notify District Admin if needed]
The DMS is now where you transfer intra-district members - NOT the RI or RIBI-Template databases
If a member is relocating from one club to another within your district, you need to notify the District Admin so that a transfer process can be completed on your club’s behalf within the DMS.
NOTE: If the member is moving outside your district, then the club will need to “terminate member” as above, and the new club will need to re-add them on the date following.
You can now change the membership type of somebody in your club through the DMS. Click on the refresh/change button next to the record and then you will be presented with a screen for that members with a choice of four membership types. Active and Honorary are recorded on both databases, wheres Associate and Corporate members are only recorded on the RIBI Template Database.
To transfer a member within your district, click on the recycle button and select TRANSFER. You will be presented with the member’s ID, First Name and Last Name to confirm this is the correct record. Click CONTINUE, followed by TRANSFER CLUB. The member’s data record will be displayed and you’ll be able to change the CLUB FIELD* to reflect the club that the member is being transferred to.
*It is very important that District Admin double check you have the correct Club selected or you may well end up bringing everyone into your own club!
We have been rigorously testing how this works but, as with any new release, bulk user activity is bound to uncover not yet identified new bugs/issues. Please be patient and help by passing on the issues to firstname.lastname@example.org if you come across them. We’ll be fixing them as we go, but hopefully we’ve grabbed most things already!
The DMS is intended to make the life of the club secretary / club administrator much simpler to maintain their club membership and officer records.
Thank you so much for your patience during the enormous effort made by hundreds of volunteers who cross-checked our tens of thousands of records!