SECRETARY TRAINING 101 MAY 18, 2016

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1 We will start in a few minutes SECRETARY TRAINING 101 MAY 18, 2016 Sherry Whitworth - District 7620 Executive Secy rotary@district7620.org

2 ROLES AND RESPONSIBILITIES AS SECRETARY - YOU are THE HUB of your club!!! - Record keeping - new members - terminated members - Dues - Attendance reporting - Board minutes - Club history - Rotary.org - YOU should be the contact of any paperwork in your club YOU

3 - Up to Date - Streamlined - Easy to Navigate - No more LONG scroll - Abbreviated District Calendar - Speaker Bureau Tab - Facebook Feed - Printable Documents - District Event Photos - Training Videos - MOBILE FRIENDLY

DISTRICT WEBSITE- ON THE OUTSIDE WWW.ROTARY7620.

4 DISTRICT WEBSITE- ON THE OUTSIDE - Where to login - How to contact me - District Events - Social Media links

5 CALENDAR & MORE - Calendar - Facebook Feed - District Events - Newsletters

6 CANT FIND IT? ALWAYS LOOK HERE!!!

7 DROP DOWN MENUS Recent Training Handouts

8 These are subject folders

9 UPCOMING CLUB SPEAKER INFO - This is DIFFERENT than the speakers bureau - This lists upcoming club speakers that are already booked to speak at a club

10 SPEAKERS BUREAU - Speakers Bureau is a place where you can find a speaker to book at your club. - This is upcoming club speakers that are already booked to speak at a club - Submit form to me for submission OR.

11 SPEAKERS BUREAU - OR upon logging into the District Database - Click on speakers - Click on MAIN - And you will see a list of speakers to view. - AND there is a button to add your own.

12 SPEAKERS BUREAU - View the speaker and you can find all of their contact info AND print so that you can hand it off to your club speaker Chair

13 SO. WHAT S ON THE INSIDE?

14 WHAT S IN THERE? HOW THE DISTRICT DATABASE CAN BE BENEFICIAL FOR YOU!!!

15 OUR GOAL? To provide you with: the tools the resources the answers to ALL of your questions and to assist you in making your year as Secretary the BEST that it can be! And hopefully teach you something that you didn t know yet.

16 SECURITY We take security very seriously. Your information is secured in a SQL Database behind a firewall. And don t worry if you use our system to pay your dues or pay for registered events--we do not store or house any of your credit card information in our database and any transaction you make is handled by industry standard partners and made through SSL encrypted pages which ensures your data is safe and secure.

17 WHATS ON THE INSIDE - LOGIN PAGE All changes to the district database bubble up to the RI database ONLY IF your club is RI Synched between the two Club Number is NOT required unless you are an AG or above

18 UPON LOGIN

19 SECURITY LEVELS

20 CLUB MEETING INFORMATION MAKE SURE YOUR CLUB DATA IS CURRENT!!!

21 CHANGING MY DATA Shows all the committee of the member.

22 ADDING A NEW MEMBER

23 ADDING A NEW MEMBER

24 TRANSFERRING A MEMBER Under MY CLUB tab

25 TERMINATING A MEMBER Editing a member s profile, etc. 1 Pencil to edit their profile 2 X terminate their membership 3 Import their info to your outlook for ing, etc. 4 the camera means they have an uploaded photo for their profile.

26 TERMINATING A MEMBER

PAYING DUES Dues are paid by a club 2 times a year for 2 separate bills each time. July based on June 30 th membership #s. RI dues invoice comes from RI by email.

27 PAYING DUES Dues are paid by a club 2 times a year for 2 separate bills each time. July based on June 30 th membership #s. RI dues invoice comes from RI by . If you don t receive it, I can download it from the RI site. District Dues This bill will include additional fees. Invoice comes from me. President Elect 1 training President Elect 2 training Chesapeake PETS training January based on December 31st membership #s. RI dues District Dues CRUITIAL IN KEEPING YOUR MEMBERSHIP UP TO DATE You PAY off of what membership count is in the RI database.

28 ATTENDANCE REPORTING

29 MY CLUB CLUB OFFICERS LISTING

30 CLUB OFFICER POSITIONS Once again you will go to your MY CLUB tab. Then click on EDIT CLUB button.

31 CLUB OFFICER POSITIONS

32 CLUB OFFICER POSITIONS

33 CLUB OFFICER POSITIONS

34 CLUB OFFICER POSITIONS

35 CLUB OFFICER POSITIONS Click in the box you want to add

36 CLUB OFFICER POSITIONS

37 RI COMPARE DACdb VS RI Database No member # listed for a new member. Click on the GET MEMBER ID Bingo!!!!

38 RI COMPARE

39 CLUB COMMITTEE LISTING

40 VIEWING DISTRICT COMMITTEES View: Pmail Text mail Export to Word, Excel, or Print Make Badges Mailing Labels

41 WHO IS ON A COMMITTEE For example, the Area Governor s Committee shows all of their pics, titles, and contact info

42 CLUB CALENDAR

43 CLUB BULLETIN

REPORTS Club Reports 1. Create/Print a Club Directory 2. The Rotary Foundation Transmittal Sheet 3. Listing of Leadership & Contact Info 4. Attendance Sheets 5. Badges 6.

44 REPORTS Club Reports 1. Create/Print a Club Directory 2. The Rotary Foundation Transmittal Sheet 3. Listing of Leadership & Contact Info 4. Attendance Sheets 5. Badges 6. Name Badges & Tent Cards 7. Mailing Labels & Addresses 8. Membership Profiles 9. Birthdays & Anniversaries 10. Telephone Lists 11. Business Cards 12. Listing of New Members/ Terminated Members 13. Member Photo Albums

WHAT S SO GREAT ABOUT PMAIL AND TEXT MAIL?

use your OWN computer to use Pmail or Text mail Be on

personal e-mail service Track your Pmails and see who is

45 WHAT S SO GREAT ABOUT PMAIL AND TEXT MAIL?? ALL of your Rotary contacts in one place You don t have to use your OWN computer to use Pmail or Text mail Be on travel/vacation and use a computer anywhere without using any personal service Track your Pmails and see who is reading them Compose template letters to use in the future Compose and set a send time for a later date

PMAIL = EMAIL Can be sent to: Individuals Committees (All or Selectively) Club

46 PMAIL = Can be sent to: Individuals Committees (All or Selectively) Club Members (All or Selectively) With or without a template Send up to 5 attachments TEXT MAIL

47 HOW DO YOU PMAIL OR TEXT MAIL? This Will Happened to You Your meeting just been changed or cancelled and people are already on the way A snow storm is causing a delayed start to your event A member just won an award and you just can t wait to share the news? Never fear! With Ptext is Here!

48 HOW DO YOU PMAIL OR TEXT MAIL? Click on the COMMITTEE NAME You can view everyone who is actually in that committee with their contact info Then you can Pmail those committee members

49 EFFECTIVE COMMUNICATIONS DISTRICT, CLUBS AND MEMBERS Powerful Tool Locally in our District or GLOBAL FIND someone by: First Name (Mark) Badge Name (Superman) Last Name (Milby) Address Business Name (Milby Enterprises) Classification (Landscaping)

50 FIND by last name:

51 GLOBAL SEARCH BY NAME

52 FIND BY CLASSIFICATION

53 VIEWING INFO

54 OTHER MENU ITEMS

OTHER MENU ITEMS - Contact info sheets - Map of club members proximity for your club - Map of District clubs - Create club committees - View District Committees and Areas - View district leadership

55 OTHER MENU ITEMS - Contact info sheets - Map of club members proximity for your club - Map of District clubs - Create club committees - View District Committees and Areas - View district leadership and contacts - Registrations for events - Take online payments for events ( with approved host) - Find a member - Take Polls and surveys - Picture gallery - Club Dashboard - ROTARY.ORG - another can of worms in which I will create a video on

56 DACDB IS MOBILE!!!! QUICK ACCESS!!!! m.dacdb.com Use same Login values as the District and Club database for inquiries on your Smart Phones If you change your password on the district site, it reflects the same in the mobile app Find a Rotarian name & address Find a phone number Make a Call Send Find a meeting location Calendar of Events View Attendance Submit Make-Up

57 Questions? Again, if you have any questions, Sherry is always there to help.

w w w. d a c d b. c o m ( )

w w w. d a c d b. c o m ( ) Quick Start Guide Welcome to DACdb! This simple guide is designed to give you basic information and an overview of some of our key functions. As you become comfortable with the tasks, explore our further