Rotary District 9750 - Club Setup in RI-CAS.

Define Users:

The first time that you open your database, there will only be two user accounts defined, an "Administrator", and "User1".
To administer user accounts, and what they are permitted to do, on the menu, go to File > Setup Users > Define Users.

• The Administrator Account is only used to set up other users, change the club name etc. Any account that is setup can also be given the Administrator security level, so that user too can administer users and do database editing. The "User1" account is this type by default, but your can change it or even delete this user. The Administrator account cannot be deleted. You will probably give your own user account Administrator security level when you create it, to set up other users without having to log in as Administrator. These accounts have a default password described in the RI-CAS guide and the help file. You can change these passwords, but make sure they are recorded somewhere for future reference. As a last resort, the RI-CAS support group can open a locked database and reset the administrator password for you, but try to avoid getting to that stage. The Administrator login should only be used if for some reason you have forgotten the password for the other login names or cannot login because of a problem with your database, see the "Problems" page for an example of this.
• Consider whether you want a general user account like this for your users to log is with, possibly with remembered password, or if each user should have their own password, or a combination. The security levels that you can assign to user accounts are:
  • Administrator - Same as "Standard" but can also edit and add users.
  • Standard - Normal user, can use both the Secretary and Treasurer modules.
  • Database Only - Normal Secretary module user but has no access to the Treasurer module.
  • Read Only Both - Can "see" both modules but cannot make any changes.
  • Read Only - Can "see" the Secretary module but can't make any changes to the database.
  • Email Return Address - is used by RI Club Administration Software (RI-CAS) Online to automatically add the user's email address to any outbound e-mails.
  • If you do not wish to type your password each time you login to RI Club Administration Software (RI-CAS), click the Remember Password checkbox. Of course this is not very secure.

Club Setup:

Open your database.
If not opened already, select File > Open and select your club's database.
In the menu select View > Club Setup.

In the window that opens select the Club Details tab.
You should have a window like that below.
Modify the data to suit your club and the current year.
The e-mail addresses shown below should be used here:
District e-mail: (at "rotaryd9750.org.au", since the most common use is the "Monthly Return to District") and
RI e-mail: - these will provide District and RI with the correct info and save you filling out any Forms.
(When submitting new/changed/terminated member by the e-mail function, add RDU's e-mail in the BCC box in the e-mail: to inform them as well. If you don't manage to add this here or to the e-mail before it gets sent, just forward a copy of the e-mail to the RDU address afterwards (it will be in your "Sent Items" or equivalent mailbox in your default e-mail application).
You have a box available for messages or a sponsor.
Distict web site is: http://rotaryd9750.org.au
The most important box to get right here is Club ID Number. Someone in your club should know this, it is in each semi-annual return that the Secretary has to send in to RI, or it may be on your club letterhead or web site, or if unknown you can contact the District Secretary at (at "rotaryd9750.org.au").
Note that this is NOT the same as Charter Number for older clubs (eg RC Sydney or Wollongong), as RI renumbered all clubs for consistency, it should be a five digit number.
Our Region is ANZO (Australia, New Zealand and Other).
Our RI Zone is 8, and District of course is 9750.
Your Incorporated Association number can go in Company number and ABN in Tax number (even if not registered for GST).

Then select the Club Contacts tab, you will get a window like below, and you can fill in your club's info.

Preferences:

In the Preferences menu there are several selections for the default arrangements that you want to use, and particularly:

Name Format: You can use your own preferences, we suggest using:

• Mail: Title - Initials - Last Name - Suffix
• Report: Last Name - Nickname - Suffix
• Sort: Last Name - Nickname - Suffix
• Name Badge: Nickname - Last Name
• Salutation: Nickname (ie what the person prefers to be called).

Address Format: Select Australia.

Auto Makeup: Select Missed meetings less than 15 days from the makeup date.

Changing club name:

If you made a mistake in entering the club's name, or the club has been renamed, or you want to include "Inc" at the end now, or just change the case of the letters in the name as entered, there is a way to change it within the program without re-creating the database:

• Open the database as an Administrator user account (on most systems).
  Note, on some systems ONLY the actual Administrator user account can do this, not just a user account with Administrator security level.
• In the menu go to: Help > About > Registration > Reg Code.
  This opens a box where you can change the club name entry as desired.
  RI's recommended style for an incorporated association is like this: Rotary Club of Anytown Inc
• HOWEVER - note that changing this name in the database affects backups made with the previous club name. When you try to restore a backup you can check what the club name in the backup is, by noting the name of the club being restored shown in the window that opens after you locate and highlight the backup file and select "Open", and compare it to the name at the top of the RESTORE box. If they are not exactly the same the restore will fail. This is necessary to prevent accidentally overwriting a database with a backup file from the wrong club. To restore the backup file, you will need to temporarily rename the club back to exactly what it was when the backup file was created, restore it, rename the club back to its name now, and then create a new backup file to replace the old one, this time with the correct name embedded. Fortunately this should be required very rarely.

For any suggestions, comments, offers of additions, or corrections, contact the .
Page Updated: 25 Jun 2008