Member Access

Frequently Asked Questions

General Questions

• What does Rotary International do to protect online security?

  Rotary takes your privacy seriously. When you create a Member Access account, your personal information is secured by using password protection and restricting access to authorized users. Learn more about Rotary's privacy policy .

• How will my registration information be used?

  The information you provide will be used for registration and security purposes only and will not be shared with other parties.

• Which Internet browsers can I use?

  Rotary's website is optimized for the following browsers: Internet Explorer 8 and 9, Firefox 8, Safari 5 or higher, and Chrome 14 or higher.

• Who can I contact for further questions?

  If you find that you have additional Member Access questions that are not addressed here, please contact us .

  If you have other questions unrelated to Member Access, please visit the Contact Us page on Rotary.org.

Account Creation and Sign In Issues

• How do I create an account?

  Click the Create Account button on the main page. You need a valid e-mail address to create an account. You may be asked to provide additional information to help us determine your relationship with Rotary International and match you with your record in our database. You will receive a verification e-mail with a hyperlink within 24 hours. You must click on the verification link to complete the registration process. If you do not see the e-mail in your Inbox, check your Spam/Bulk/Junk folder.

  Note: The Rotaract club president is the only Rotaract club officer authorized to create a Member Access account.
• What are my password requirements?

  Your password must be at least eight characters in length (no spaces) and include at least one number and one letter. Passwords are case sensitive.

• I have not received the confirmation e-mail to complete registration. What do I do?

  If you haven't received the confirmation e-mail within 24 hours, first check your Spam/Bulk/Junk folder.

  If you use spam-blocking software, add donotreply@rotarymailings.org and secure@rotarymailings.org to your approved sender list. This should ensure that you receive e-mails that support the self-service features of Member Access. After adding the e-mail addresses to your approved sender list, click the Create Account button again and resubmit your registration.

  Please note that some Internet service providers and businesses block our e-mails before they reach your mailbox. To correct this issue, try one of the following approaches:

  1) Contact your Internet service provider or IT department and ask them to allow delivery of e-mails from donotreply@rotarymailings.org and secure@rotarymailings.org.

  2) Get a new e-mail address from a service provider that does permit delivery of our e-mails, such as Gmail, Hotmail, or Yahoo.

  If you try these options and still do not receive the confirmation e-mail, please contact us .

• What is "Remember Me"?

  Selecting "Remember Me" stores your login e-mail on your computer. When you return to the site, you'll only need to enter your password.

• How do I access my account?

  Once you have an account, click the Member Access link on the www.rotary.org home page. On the Sign In page, enter your login e-mail address and password. Passwords are case sensitive. If you are unable to sign in, you may need to reset your password . If you continue to experience difficulty, please contact us .

• What if I've created an account but still can't sign in?

  Please make sure you have completed the registration process. A confirmation e-mail is sent to you if the registration process has been completed successfully. Also, check to ensure you are using the e-mail address and password you provided during registration. If you have forgotten your password, you’ll need to reset it by clicking the “ Forgot password? ” link on the Sign In page .

  If you are sure your login e-mail address and password are valid, but still can't sign in, please contact us .

• What is a secret question and answer?

  A secret question and answer allows you to reset your password if you forget it. To protect your account, make sure that both the secret question and answer are memorable for you but hard for others to guess.

• When I sign in, I don't see the options I expect to see for my position. What should I do?

  The Member Access options menu is based on your role in Rotary. Users who hold a club or district position have access to specific options. If you don't see the options you expect, your position may not have been reported to RI.

  If you know that your Rotary club position (president, secretary, executive secretary/director, treasurer, club Rotary Foundation chair) has not been reported to RI, ask your club president or secretary to do one of the following:

  • Sign in to Member Access, go to the "Update Club Data" section, and assign your position.
  • Send your full name, Rotary club name, member ID, and position to RI's Data Services Department .

  For district positions, ask your district governor.

Updating Club and Membership Data
(The options in this section are available only to the Rotary club president, secretary, and executive secretary/director, and the Rotaract club president, where noted.)

• I am an executive secretary/director. Why don't I see the options to update membership or club data?

  Your position may not have been reported to RI. Ask your club president or secretary to assign your position online in Member Access via the "Update Club Data" section. Your club president or secretary may also e-mail your full name, Rotary club name, and member ID to RI's Data Services Department . Your access to club data will be granted when your position has been assigned.

  Note: Only the Rotaract club president is authorized to update Rotaract club or membership data.

• I am a Rotaract club president. Why don't I see the options to update membership or club data?

  As the authorized Rotaract club president, you will need to activate your account by completing the online registration form . Please wait 72 hours for your registration to be processed before attempting to sign in again.

• I am a Rotary club president, secretary, or executive secretary of a club that sponsors Rotaract club(s) in my area. Why don't I see the options to update membership or club data for my Rotaract club(s)?

  Your position does not have that authority. Only Rotaract club presidents are authorized to update Rotaract club and membership data.

• How do I add a new active member, a new honorary member, or a member who was previously a Rotarian or Rotaractor?

  (This option is available only to the Rotary club president, secretary, and executive secretary/director, and the Rotaract club president.)

  Once you've signed in:

  1. Click on "Update Membership Data"

  2. Click the "Add Members" link

  3. If your new member is a current or former Rotarian or Rotaractor, then click on the "Search for an existing member" link. You can search by member ID (if known) or by entering the member's family name (surname), first name, and country. Click "Submit" to see your results.

  Note: Most Rotaractors are not in our database and will need to be entered as new members (only Rotaract club presidents are authorized to update Rotaract membership information).

  4. Click on the name you would like to add. Update the membership type, and admission date, then click on the "Add Member & Update Contact Info" button. The admission date should be the date the new member is admitted to your club. Please be aware that you cannot add a member to your club if he/she is already an active member in another club. You will need to ask Data Services to contact the former Rotary or Rotaract club president for verification and to make the correction.

  If you cannot find the name of the individual, or he/she is a new member, then click on "Continue". Add the new member information and when complete, click on the "Save" button. You will need to know the following information to add a new member: first and family name (surname); address; city and country; member type (active or honorary); and admission date.

• I added a duplicate member to my club list by mistake. What should I do?

  (This option is available only to the Rotary club president, secretary, executive secretary/director, and the Rotaract club president.)

  If this occurs, type the word "Duplicate" in front of the family name (or surname) while the record is still active, and then terminate the duplicated record. If you have already terminated the individual, please send the following information to RI's Data Services Department : terminated individual's name, member ID number, and date terminated.

• How do I download a list of club members?

  (This option is available only to the Rotary club president, secretary, and executive secretary/director.)

  From the main menu, click on "Update Membership Data." Click the "Membership" link at the top of the page to download an Excel file that contains a list of club members. Click "Open" or "Save" when prompted.

• Where do I enter my club's permanent mailing address (for billing and official mail) and other club contact information?

  (This option is available only to Rotary club president, secretary, and executive secretary/director.)

  From the main menu, click "Update Club Data." Scroll to Club's Permanent Mailing Address and Contact Information and click "View/Edit" to update the club's permanent mailing address, phone, fax, e-mail, and website.

• How do I update the club's meeting location?

  (This option is available only to the Rotary club president, secretary, and executive secretary/director, and the Rotaract club president.)

  From the main menu, click "Update Club Data." Scroll to "Meeting Details" and click "Edit". Update the meeting place, address (where club meets), day, and time; and alternate meeting place, day, or time.

• Where can I enter the titles/positions of other club members?

  (This option is available only to the Rotary club president, secretary, and executive secretary/director, and the Rotaract club president.)

  Rotary International only collects data for the following positions: Rotary club president, secretary, executive secretary/director, treasurer, and Foundation chair, and Rotaract club president. No other club titles may be added.

• How do I add, change, or remove a current or incoming Rotary club president, secretary, executive secretary/director, treasurer, or club Foundation chair?

  (This option is available only to the Rotary club president, secretary, and executive secretary/director.)

  From the main menu, click "Update Club Data." Scroll down to the Club Officers section. To add current or incoming club position holders, click "Add Club Officers." To change or end the term of a current officer, click "Edit Term." To remove a name because the office holder did not serve, click the "Remove" link.

  Note: Club contact information is published in various Rotary media, including Club Locator on Rotary.org. Club officer information is published in the Official Directory only.

• How do I add or change a current or incoming Rotaract club president?

  (This option is available only to the Rotaract club president.)

  As the current Rotaract club president, you must appoint a new president before ending your term or you will terminate your access to Member Access.

  From the main menu, click "Update Club Data." Scroll down to the Club Officers section. To add current or incoming club position holders, click "Add Club Officers." To change or end the term of a current officer, click "Edit Term." To remove a name because the office holder did not serve, click the "Remove" link.

  Note: Rotaract club president contact information (excluding phone numbers) will be published in the Worldwide Rotaract Directory.

• Why did I receive the message "The email you are adding is already in use"?

  Starting in January 2013, Rotary International requires that an email address can only be listed under one individual or one organization (club or district). You are receiving the error message because the email address you attempted to add or update already exists in the database, and you cannot enter it into another record. For example, the email address might already be listed as your club’s email address when you attempted to enter it as one of the club officer’s. For any questions, contact us.

Paying Member Dues
(The options in this section are available only to the Rotary club president, secretary, executive secretary/director, and treasurer.)

• Member Access accepts only credit card payments. How do I pay by check?

  (This option is available only to the Rotary club president, secretary, executive secretary/director, and treasurer.)

  Note: You must first check with your district's financial representative to determine whether checks are an acceptable form of payment in your area.

  If checks are accepted in your area, from the main menu within Member Access, click "Pay Semiannual Dues or Print Semiannual Report (SAR)," then click "Print Simplified Invoice". Make the check payable to Rotary International, and note your club name and number and the invoice number on it. Send the completed invoice, the check, and an updated membership list to the address on the invoice.

• My club was billed for a different number of members than it has. Should I still pay the amount on the invoice?

  (This option is available only to the Rotary club president, secretary, executive secretary/director, and treasurer.)

  Pay only for the exact number of members your club had as of 30 June or 31 December, unless your club has fewer than 10 members. Clubs are required to pay dues for a minimum of 10 members.

  The Semiannual Report (SAR) worksheet, available in Member Access, will simplify your calculations. From the main menu, click "Print Semiannual Dues or Print Semiannual Report (SAR)," then click the "Current Semiannual Report (SAR) Documents" link. You can also print the SAR instructions, the New Member Form, and the language code list.

  If you were billed for the wrong number of members, it is likely that our records are not up to date. In order for RI to make the appropriate financial adjustments, the membership roster must be updated and emailed to Data Services or mailed with the payment.

  Note: Rotary club treasurers are not authorized to update membership.

• I used the Semiannual Report (SAR) worksheet to calculate the dues my club owes, and the result differs from the amount on the invoice. If I'm paying online, can I change the amount to pay?

  (This option is available only to the Rotary club president, secretary, executive secretary/director, and treasurer.)

  Yes. From the main menu, click "Pay Semiannual Dues or Print Semiannual Report (SAR)," then click the "Continue" arrow located underneath the Accounts Overview chart. In the Amount field, overwrite the existing value with the amount you want to pay. Check that all credit card information is entered correctly, then click the "Submit Payment" button.

  When paying dues, make sure your club's membership is updated online to reflect the number of active members and the number of regular or special magazine subscriptions, then email Data Services to confirm changes or to affirm that no changes were made.

  Note: Rotary club treasurers are not authorized to update membership.

• I have updated our club's membership and paid our semiannual dues online. Why hasn't our online semiannual dues invoice been adjusted accordingly?

  (This option is available only to the Rotary club president, secretary, and executive secretary/director.)

  Although your club has reported its membership and paid its dues, the online version of the semiannual dues invoice will not show any updates made after the original file was created. To make adjustments to your account, please send an e-mail to Data Services and list the details below. This information is needed in order for RI to adjust your club's semiannual billing and also to satisfy the club reporting requirements from the RI Bylaws.

  • Subject Line: "Adjust semiannual report request"
  • Club name
  • Club number
  • Number of members (it is not necessary to include a list of members)
  • Number of magazine subscriptions
  • Current President and Secretary

  The Accounts Overview chart in the "Pay Semiannual Dues or Print Semiannual Report (SAR)" section of Member Access is refreshed nightly to reflect recent payments and membership adjustments. In addition, the Daily Club Balance Report, available from the main menu, is updated daily to reflect current balances.

• I have updated and paid our club's semiannual dues online. When I download a copy of the semiannual report, why don't I see the updates I just entered?

  (This option is available only to the Rotary club president, secretary, and executive secretary/director.)

  Although your club has reported its membership and paid its dues, the online version of the semiannual report (SAR) will not show any updates made after the original file was created. This PDF file is an exact copy of the paper version of the SAR as of 1 July or 1 January and does not refresh when updates are entered.

  The Accounts Overview chart in the "Pay Semiannual Dues or Print Semiannual Report (SAR)" section of Member Access is refreshed nightly to reflect recent payments and membership adjustments. In addition, the Daily Club Balance Report, available from the main menu, is updated daily to reflect current balances.

• How do I view my club's current balance?

  (This option is available to the Rotary club president, secretary, executive secretary/director, and treasurer and to the district governor.)

  From the main menu in Member Access, click "Daily Club Balance Report." The information in this report is updated daily and will reflect recent payments and membership adjustments.

• How can we stop receiving paper copies of the semiannual report (SAR)?

  (This option is available only to the Rotary club president, secretary, and executive secretary/director.)

  Log in to Member Access and click "Update Club Data, Semiannual Report Preference", then select the box next to "Check this box to remove your club from receiving the Semiannual report paper copy (electronic version is acceptable)." You will continue to receive the report electronically. This option can be updated prior to 1 December or 1 June for each SAR period.