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ClubRunner User Record Types

Discussion in 'ClubRunner Nova Feedback' started by Brendan Wilkinson on Dec 16, 2025.

  1. Brendan Wilkinson

    By:Brendan Wilkinson-  Dec 16, 2025
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    I am a relatively new Rotarian (10 months) and I am the Club Administrator for the Rotary e-Club of Change Makers 29441.
    ClubRunner Nova now has a unified module that includes members, ex-members, prospective members, contacts and other users.
    I understand that there are four record types within this unified module:
    • Member - ‘A registered user with full access to all member benefits and resources.’
    • Past Member - ‘An individual who was previously a registered member but no longer holds active membership’
    • Contact - ‘An individual whose information is stored for communication or networking purposes’
    • Other User - ‘A user with limited access, distinct from members and contacts’
    Reference: https://www.clubrunnersupport.com/kb/articles/how-do-i-add-a-member-contact

    Member Record Type
    Within the Member record type there four "account types" (not sure if this is the correct terminology) that have a record status of "Active":
    • Standard
    • Corporate
    • Satellite
    • Leave of Absence
    Each of these has a status of "Active"
    Thus, there are ClubRunner designations showing Record Type and Status
    • Active - Standard
    • Active - Corporate
    • Active - Satellite
    • Active - Leave of Absence.
    There is also a status of "Honorary".
    Is the "Honorary" status to Standard, Corporate, Satellite and Leave of Absence "account types"?

    Past Member Record Type
    Within there are the following "account types":
    • Past Member
    • RI Duplicate
    • Deceased
    Each of these has a status of "Inactive".
    Is there any other status applied to Past Member Record Type?

    Contact Record Type
    What status is applied to Contact Record Type?

    Other User Record Type
    As I understand it, Other User Record Type includes:
    • Prospective Member (Prospect) - Prospects have a status of New, Pending Response, Active Leads, Invited to Join, Application Completed, Joined and Closed.
    • Exchange Student
    • Staff
    • Visiting Member
    • Interact
    • Rotaract
    • Corporate Member
    Reference: https://www.clubrunnersupport.com/kb/articles/nova-how-do-i-change-an-active-member-to-an-other-user
    Is Corporate Member a "double up" with Member Record Type?

    Is this schema for records below correct or is there something else missing?
    upload_2025-12-17_9-21-54.png

    It would be great is the ClubRunner Nova records schema could be described somewhere in ClubRunner Resources.

    Thanks
    Brendan Wilkinson
    Rotary e-Club of Change Maker 29441
     
  2. Zach

    By:Zach-  Dec 19, 2025
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    ClubRunner Team

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    Hi Brenda,

    Thank you for your patience on our reply, let me do my best to help address your questions.

    There are two main types of records for our Rotary Club: Active, and Honorary. Active has sub-status types, like Standard (normal or previously just "Active), Corporate, Satellite and Leave of Absence. Honorary is just a singular type and has no sub-types associated with it.

    All records with the "active" type, when Rotary Integration is enabled, are transmitted to Rotary simply as active. The sub-status types are just for classification in ClubRunner and for the club. You can add more custom active membership types by working with our team as well. These sub types can help for billing and general classification within the club.

    No, just the three: Ex Member, RI Duplicate, and Deceased. By default members go to Ex Member normally, unless marked as a duplicate in the termination, or marked as deceased. You can edit the inactive by as well to move someone from Ex Member to RI Duplicate for example.

    We also store the termination reason, which is separate from the status type.

    Other user records are not integrated with Rotary International, which allows you to have members within the club and able to access resources. We do have some clubs who use this other user type to record the alternate members under a corporate membership.

    You're pretty close! However, while there is an other user prospect type, it is not required for prospects to be other users. Any Contact or Other user record can be pushed into the Membership Success module and be treated as a prospect. The advantage to other user records is letting the individual be able to login to ClubRunner / ClubRunner Mobile and get into the available club resources . However many clubs do choose to leave these individuals as contacts only, and give them access to the system only when they join.


    I hope that helps to address your questions, if I missed anything or something needs further clarification, please let me know!
     
  3. Dianne Paron

    By:Dianne Paron-  Dec 19, 2025
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    What a great thread! Love the array of member/contact types as well. Zach you're prompting a question here now....we don't even use the "Other" user category (save and except for the Rotarian that did the website revamp) are you saying here that a contact tagged as "Other" member type CAN log into the ClubRunner website without it affecting our number of users/license for purposes of ClubRunner tiered billing?? Or, like Honourary Members, does the number of those "Other" members get added to the number of Active members for purposes of determining what tier (so per month cost) the club is at for billing purposes?? That would be important to know for budgeting purposes and for best determining how to classify a new contact. Thanks - and Merry Christmas to yourself and all the wonderful folks at ClubRunner, thanks for everything in 2025 (especially Nova!).
     
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