With the re-launch of the District 7040 website in the spring of 2008, clubs can now update their own club profile, update member data and enter club events directly on the district web site.

This post has been prepared to assist clubs to get started with the process.

Who Can Edit

First, 4 people in each club have the access required to edit club and membership records in the district database via the district website.  The President, President-Elect and Secretary will have this access.  In addition, if the club chooses to appoint an eSecretary to handle online duties, that person will also have access.  There is no requirement for the Club to appoint an eSecretary, but you may find it useful.

The eSecretary is a position that clubs may optionally appoint to handle online duties of the secretary, including maintenance of the club and member profiles on the district site.  That could be the webmaster, or the membership chair or someone else; it’s up to the club president.  There’s no point in filling that position in the club profile unless it is someone other than the President, President-Elect or Secretary.

How to get Set Up

In order to access the site for editing you need to register yourself on the district website. For that, your email address needs to be in the district database.  If you’re not sure, try to register as shown below.  If it doesn’t work, arrange with another club data editor or the district webmaster to have your email address put into your membership record.

To register, you can go to the site at www.rotary7040.com, click on the Login link, then click Register to Login.  You’ll be prompted for your email and your preferred username.  Once the system has confirmed that the email address is in the database (a security measure), it will send a temporary password to that address.

Once it is received, you log in on the website, select the Edit My Profile link and update your profile, including replacing the temporary password with something of your choosing.

When you’re logged in, you’ll notice that new menu selections appear.  These will vary depending on what position you hold.  Club Data Editors will see a Club Administration menu.

Editing the Data

As I’ve mentioned, the President, President-Elect, Secretary and eSecretary (if one has been appointed) have permissions to edit the Club Profile and membership records other than their own.

Once the positions are filled in in the club profile those members will assume the permissions to edit the club profile and membership records for the club.

When a member is matched to a role in the Club Profile, the rights to edit immediately go to that person.  The previous person to hold that position, if any, immediately loses those privileges.  Nothing personal, it’s just that the rights are attached to the position, not the member.

Editing the Club Profile

To edit your club profile, select  Edit Club Profile from the Club Admin menu after you have logged in.

It’s important to fill this information in as completely and accurately as possible, and to maintain it as your club makes changes.  This information is used for many purposes, including Clubsites and the club profile seen by people wishing to attend a meeting or contact your club.

Editing the Membership Records

There are two ways for a club data editor to edit membership records.

First, you can click on the member name in the Edit Membership Records section of the Club Administration page.  This gives you access to all membership records, not just current members.

Second, you can click on the My Club Roster in the Members menu, where you’ll find a small edit icon to the left of the city name for each member address, right under the globe icon that leads to a map of that address.  Only the 4 club data editors will see that edit icon.

It’s crucial that the member profiles be filled in as completely as possible. After the initial updates, there should be very little maintenance required, and once their email addresses are in the database, your members will be able register and to do their own updates on their own membership record.

A data collection form has been provided at http://www.rotary7040.com/docs/forms/Member_Profile_Form.pdf.  The form can be passed out at the beginning of a meeting for collection at the end.  Then an hour or less should be sufficient to do all the membership  updates at once.

The information currently in the database was taken from the RI database when development on the new website was started, and is likely to be quite out of date.  You’ll almost certainly have to add new members and take past members off the rolls.

New Members: To add a new member,  go to the Add a Membership Record section of the Club Administration page.  If the member is transferring from another District 7040 club, please contact the District 7040 Webmaster to have the record transferred to your club.  Otherwise click the Add a Record button to add the new member.  If the member number is available, you’ll be asked to enter it.  If not, a temporary number will be assigned and you can send the permanent number to the District Webmaster once it’s known.

Past Members: If a member listed in your roster is no longer in your club, just change the status as appropriate and they will disappear from the roster.

The Ugly Box

You may notice the now infamous “Ugly Box” at the top of your Club Profile with a dashed line around it.  Once your club profile and all your membership records have been updated, click the checkbox in the Ugly Box, then save your profile by clicking the button at the bottom of the page.  The box, mercifully, will go away.

But Some Of This Is Also On The RI Website!

We’re not able at this point to connect our database to the RI database.  If it becomes possible to do that in the future we’ll investigate it, but for the time being information updated on the District 7040 website will not be reflected on the RI website, and vice versa.

In the meantime, much of the information we maintain here to provide services to our clubs is not maintained by RI, so there are real benefits to the clubs.  Once the initial updates are done the maintenance required will be minimal, a few minutes a month at most.

What are the Benefits to the Club

A number of features are provided on the district site, fed from the information stored in our database.  Most of these are available only to logged in members.  We worked hard to provide some valuable services for the clubs, we hope you find them useful.

  • A Club Roster, which you can link to from your own club website (http://roster.rotary7040.com).
  • Electronic Post Office, which you can also link to from your own club website (http://postoffice.rotary7040.com).
  • District Directory
  • Documents page
  • Clubsites, a free website service for each club hosted on the District 7040 website.
  • Event Publishing.  Club events can be published on the district website, from which they will also appear in the Clubsites home page if the club uses the Clubsites facility.

Event Publication

More to come…

For Further Information

If you have any questions, please contact the District Webmaster throught the Contacts page on the District 7040 website.