Rotary Leadership Institute (RLI) User Guide
This module is designated to track Rotary Leadership Institute (RLI) courses and to provide a registration system for RLI classes. This module is designed to support RLI entities. Entities can consist of zones, combination of zones, one district, several districts but we will call them entities.
RLI Administrators will be able to track courses already taken, track graduates, and to set up registrations.
RLI Configuration and Security
Click on the RLI icon.
Click on Setup on left side navigation menu:
DACdb will set up a domain which will consist of all of the districts that encompass your RLI area. You do not need to worry about the configuration tab.
Next click on the Security Tab and enter the minimum security level.
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Add/Delete Members to add those who have administrative access to thie module
Click on Save on top right.
Click on Course Configuration on left side navigation menu
Click on the Gold Add button on top right of page
Enter your course and the requirements to take the course. You must check off all the prerequisites in a course. For example, if they are taking Part III then you must check Part I and Part II as pre-requisites. Enter your sort position.
You can import the history from the system you are presently using. It needs to be in CSV format and the name of the individuals need to be separated in different columns. You need a separate column for last name, first name, middle initial or middle name, suffix. Do not put the entire name in one column.
For the courses they have already taken, convert them to the course names you have entered into the RLI module. For example, if your export call the course RLI section 3 but in the RLI you call the course Part 3, convert the courses that say RLI section 3 to Part 3. Make sure your data at least contains the District Name and Club Name. If you have an RI number in the data, please include that for easier matches.
You can use the format below to prepare your document before you click on the import button:
Once your document is ready click on Import on the left navigation menu and import again. Select the file from your computer. Must be CSV format.
Once you have imported members you can click on Un-Matched Members under Import on left
The list of names you imported will now appear. There will be three types of records.
- Record with a red + in front of the name. This means a match was found.
- Record with a black + in front of the name. This means that their club was found but they are not in DACdb. They may be on another system other than DACdb or they may be terminated
- Record with nothing in front of the name other than the edit pencil. This means no match was found at all.
First, start with the matched records and click on
It will move all the matched records to the RLI Member list.
Now you will have a smaller list to match. Work on those with a black + next. In most cases, these are individuals whose clubs do not use DACdb. If you click on the + in front of their name it will add them to DACdb and the black + will now be a red +. You can then either click on the red + or wait until you are finished going through all those with the black + and click on the Add Matched Classes from the top of page later.
Now you have a list without any +’s in front of the names. You will have to decide on these if you want to contact the secretaries of those clubs to see if the person is a member of the club. They may have been members a while ago and the secretary does not want to add them. You can then either delete the record from the RLI unmatched tab or just leave it there in case anything comes up regarding that person in the future.
Once you have gone through the entire list you can view your RLI member by clicking on the RLI Members on the left navigation menu
You have several options to review the data. Just select what you wish to view by putting check marks in the boxes. You can also edit or delete the information. Members will be listed alphabetically and each course they have taken will appear on a separate line.
The RLI Dashboard gives you a nice summary of what is going on with RLI Registrations.
Click on RLI Dashboard on left navigation menu
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First it will show the RLI Districts
Underneath that the blue box will show number of events scheduled. Green box will show date of next event. Gold box will show number of individuals registered. Red box will show classes filled to capacity
Next you will see each class listed and the parts that are being offered. You can quickly see what classes are filling up, which have low registrations, etc. Will quickly show you if there is something that needs to be fixed in the registration itself.
RLI Registration Calendar Event
Now that you have configured the RLI data it is time to set up your registration.
Click on the Calendar tab and for event type, click on RLI Registration. Fill in event name such as RLI Orlando, FL. Fill in all the other details as you would a normal event. Enable Registration.
Then add the event. You will see the options tab and the questions tab. Click on the options tab and make sure rooms are enabled.
RLI Registration uses rooms so before you create any questions, go back to the event and click on rooms.
Click on Rooms, and click on add room
Put in the Room name (usually the Part #). Very important put in the Course. This is what allows the registration to look at the prerequisites of the course for proper verification when an individual registers.
Put in capacity. A note here. If you anticipate that you always have two sections of a certain part because of it’s popularity, you can increase the capacity to fill two rooms. In this case you would make the capacity 60 and uncheck Reports on the bottom. This will allow you later to create two rooms for Part I A and Part I B and divide the folks into two rooms. More about that later.
Your rooms will now looks something like this. Note one room was created for Part I for registration and two rooms were created for Part I A and Part I B to separate them into separate rooms once the capacity of 60 is reached.
Now you are ready to set up your questions, go back to the calendar and find your event and click on edit event.
Click on the questions tab:
Create your question as a Room Selection – Single Select w/Cost
Enter your registration answers by selecting the rooms you want to appear. Notice that Part IA and Part 1B were not checked as you will use these rooms if the capacity runs over and you need to transfer the registrants to two different rooms.
Fill out the other info on the question as you would a regular registration and save your question.
You are now ready to open the registration.
You use the backroom just as you would any other registration to pmail registrants, check the registration status, check payments, etc.
Moving Registrants from one Room to Two Rooms
If you set up one of the Parts for a larger than normal capacity knowing that you will split them into more than one room you can easily move them into the other rooms by going to the calendar and clicking on “Rooms”.
Click on Auto Assign
Scroll down to item 7 and click on Part I in the drop down as in this example we assigned a capacity of 60 to that room
Then click on Run Assignment
If in our test registration we had 60 registered it would have been split between Part I A and Part 1 B
On the left navigation menu you can select reports
Here are the reports available today. This will expand in the near future