ClubRunner as a Membership Retention

Tool

What We’ll Cover

• Club Image – public and internal• Awareness of Events and Projects• Maintaining a club friends list• Communication• Involving New Members in

activities• New Member Orientation & Follow-

up

Club Image

Club Image – Professional website

• Professional and informative website• Always current with multiple editors• Add all events with full details to

encourage involvement• Showcase your club’s projects and the

benefits to community• How to join Rotary

Your Club Website

Announce upcoming speakers

Show links to other sites

Publish articles and news

Meeting info & map for visitors

Announce upcoming events, and more…

List executives & directors …all

without having to know HTML

Club Image – Professional Bulletin

• Incorporate website contents into an email newsletter

• Broadcast every week by email• Displays with personalized greeting• Send this to non-members to increase

awareness of club• Includes upcoming speakers and events• Remind members of their commitments• Keep members who did not attend up to

date on what is going on

Your Club Bulletin

Bulletin appears in members’ inbox, already formatted with pictures & layout

Bulletin name is customizable

Welcome message for non-members includes their full

name and the member who added them to the friends

list

eBulletin

Sending the bulletin

Sending the bulletin is easy. Since ClubRunner already stores your members’ emails, the bulletin editor can dispatch the bulletin with the click of a button!

Don’t forget your friends! Sending bulletins to friends of the club is one of the best ways of attracting new members and boosting public image.

eBulletin

Reminders

The club bulletin goes beyond mere reporting. It is a personalized message sent to each member and automatically includes their commitments and outstanding duties related to club meetings, events, new member programs and more.

Each member is reminded of the following:

Meeting responsibilities and duty roster tasks

Event registrations

Volunteer schedule sign-ups

New member induction tasks

Reminders

Event registrations (member & their guests)

Volunteer tasks

Assigned New Member tasks

Expanding the Circle of Contacts –Friends of the Club

• Maintain a list of your club’s friends on ClubRunner

• Each member can add their own friends• Great for visitors, speakers, family, co-

workers, other association members• Friends can receive your club bulletins• Great for recruiting new members

Friends Screen

Adding a New Friend

Communication

Communication

• Distributing the bulletin – send to other types, past members, honorary

• Email blasts for important notices, reminders, spotlighting upcoming events

• Introduce a new member by emailing their welcome message to all member inviting them to welcome him/her

• Limit Rotary emails to 2 or 3 per week to avoid over-saturation

MessageCenterClubRunner simplifies the way club members communicate via email, whether it be within their club, to prospective members, club directors or special groups and committees.

Email addresses are centralized, so if a member changes his/her address, it is reflected everywhere, in all distribution lists, without the need to notify others.

Message Center (Club)

Message Center

Since your site has all members’ email addresses, sending a broadcast message to all or selected members is easy.

How to upload attachments:

You can also create as many custom distribution lists as you wish.

Messages arrive individually, personalized with the member or friend’s name and club along with the sender, so they are not interpreted as spam.

Distribution lists are great for:

• Board of Directors• Committees• PODs

Message Centre (Club)

Click + to expand each recipient group

Message Centre (Club)

Click button to select all members of a group, or check off names individually

Friends can also receive email broadcasts

Public Message System

Director list on homepage does not reveal personal email addresses

However, visitors can click on the names to send a message to the club via the Public Message System

Public Message System

Member’s email address is concealed

Member receives this message in their inbox just like other emails

Membership Retention

New Membership

• FACT: 40% of new members end up leaving Rotary within two years

• Need to involve new members right away

• Need to keep on top of new member orientation activities and send reminders

• Need to make it easy for new members to get involved and to know what is going on in the club

Fellowship• Get to know new members• Make it easy for them to know

other members• Online photo directory and

downloadable rosters keep info at fingertips

Membership

Online and Printable Photo DirectoryAccessible once a member logs in, many directory formats available to “browse” membership and find out more about the other members in the club.

Ensure new members are

added promptly, and show them how to view it

online. They can also change their

own info.

ClubRunner’s New Member Program

• Define a master list of all activities to be performed on new members

• Examples: – Induction– Assign a mentor– Invite to do a classification speech– Ask to join a committee/volunteer– Bring to a district conference– Attend a fireside…

Next: Assign tasks to owners

• Once the new member is added, you can assign each task to an existing member to handle

• Member sees this item within the Reminders section of their bulletin

• Membership Chair can monitor tasks and check them off when they are done

ClubRunner’s New Member Program

Your new member

List of new member activities

Assign each task to a member in your club

Reminders

Automatic reminders of assigned tasks in the personalized bulletin

Event Planner

Event Planning

• Current list always available on website, bulletin for easy reference

• Be able to track who is planning to attend

• Many tasks that require volunteer mgmt

• Promote event to members, other clubs, general public

• Contact necessary groups easily• Print name tags

Organizing and promoting your club’s events and fundraisers is important to maintain club image and encourage new member involvement. ClubRunner helps you with these event planning functions:

Email Invitations

Online Registrations

Volunteer Management

Communication

Requesting help

Printing guest lists and name tags

Email Invitations

ClubRunner makes it easy to promote your event by sending email invitations. Members need only to click on the “Register Online” link and enter their password.

Since your district is on ClubRunner:Send email invitations to other club presidents along with a sign-up sheet of their members. They can even book themselves directly on your site!

Online Registration

After supplying their password, members can register themselves, as well as any guests.

Members get a confirmation email

after registration

Event Captain

Every event has a captain who is responsible for the event.

The Event Captain can print reports of the registered attendees, alphabetical or grouped by club. Guests are listed next to the Rotarian who registered them.

Events Communication

Need to contact your attendees before the event to remind them? The Event Planner lets you fire off a quick message to them without the need to know who has registered already.

You can use the same form to send a

“Thank You” message to attendees after the event has occurred!

Print Name Tags

Name tags are very time-consuming for events with a large number of registrations. ClubRunner takes the pain out of printing name tags by doing it for you!

Name tags are generated in a Microsoft Word format and are ready to print.

Just click “View” then print!

Choose from 2 formats: Badges (for use in sleeves)

or Stickers

Print Name Tags

VolunteersVolunteering is the best way to involve new members. ClubRunner makes it easy to manage the task of organizing tasks, time slots, and sign-up sheets.

Event Services Screen

Task Management

The first step is defining all the various tasks that need volunteers. The event chair can define them easily in ClubRunner, and specify the number of people needed for each task and time slot combination. Just email the invites!

Once this is done, email invitations are sent to all members

with one click!

If the District is on CR, the captain can email

invitations to other clubs as well!

Adding a volunteer

The event captain can easily assign volunteers to each task. In most cases, the captain does not even need to do any typing!

Volunteering OnlineYou can also email a ‘Help Needed’ invitation to volunteer. Members can view a Signup Sheet on the site to see all the available slots. They can then book themselves (or family or friends) for one or many of the slots.

Unlike other signup methods, no two members can

accidentally sign up for the same slot!

Volunteers Needed

The event captain can always find out the number of volunteers needed for an event.

During the event

On the day of the event, the captain can print reports of all the volunteers who signed up. The report can show an alphabetical listing of all volunteers and their contact info, or an overview of the entire schedule.

Communicate with volunteers

Before the event, the captain can send a quick reminder to all volunteers. Just type the message and click send. ClubRunner takes care of the rest, including a personalized section outlining the recipient’s booked slots!

This is a great tool to use after the

event to thank the volunteers for all

their help and support!

Reminders (bulletin)

These event registrations and volunteer tasks are also included in the Reminder section of the bulletin for each member.

New Member Follow-up

• Keep on top of attendance on a weekly basis

• Reports help you see who is missing meetings

• Send a ‘we missed you’ email or even better, phone the member

• Ensure members stay above 60% attendance

• Encourage perfect attendance through make-ups at neighboring clubs, conferences, board meetings,etc.

Attendance

AttendanceManagerKeeping track of members’ attendance is quick and easy. Just add the meeting, then check off those who attended.

ClubRunner will calculate members’ YTD percentages, meeting percentages, as well as monthly reports.

How it worksClubRunner generates a ready-to-print attendance list.

Take it to your club meeting to check off members who attended.

Later, enter the data into ClubRunner.

Or better yet, inquire about our barcode

reader add-on. Simply scan each member’s badge then connect!

Attendance

View members’ attendance

You can view a list of your members’ and their Year To Date attendance percentage.

Multiple Leaves of Absence can be

added for members to make reporting

more accurate

Attendance

View meeting statistics

You can also view a list of your meetings and the attendance percentage per meeting.

Attendance

Attendance

View attendance for all meetings

If you need to see even more details, you can view all meetings within in a date range. This is good to scan for member and see who has missed too many meetings

Makeups

Makeups are easily taken care of in ClubRunner.

Select the member name, and then the meeting that was missed. Optionally, a small description can be added.

This will update the club and member’s attendance reports

accordingly.

Attendance

Conclusions-Time is scarce. Use technology to help your club with public image, communication and awareness

-Organize activities and make it easy for members to get involved

-Be active with reaching out to people outside the club to increase awareness. Add them to your friends list to make it easy to spread news and promote fundraisers

-Involve many editors in keeping the website and newsletter fresh and full of good info to attract members. Send it every week to keep everyone aware of goings-on

-Be proactive with new member orientation and follow up to ensure proper induction and acceptance

For More Information on ClubRunner:

www.clubrunner.caPhone 1 (877) 4MY-CLUB

Email: support@clubrunner.ca