Membership System "How To"

There are several options for accessing the membership system.  The best place to start is in the top right navigation, Membership System.  Here you can login or create a user to access the membership system and restricted pages on the site.

If you select Forgot Your Password, you will receive a verification code in your email from [email protected]  Check your SPAM folder!  Enter the code and create your new password.

Creating Your User Account:

• View the video walk through for “How to Join as a Running Club or Event(s) at the bottom of this page.
• Click on Become a Member
• Your user name must be your email address provided. 
• Create a password following the requirements.
• Click sign-up.  You MUST follow the step for entering in the verification code.  Check your email, especially SPAM/Junk folders for the code.  Enter it and confirm your account.
• Set-up your INDIVIDUAL profile, which is different than the organization profile.
• Complete the required information. You must provide and validate your address before you can save the information by clicking “Next.”

Once logged in, you will see a small pop-up that outlines your INDIVIDUAL profile (left circle) along with the ORGANIZATION profile (right circle) you are associated with.  

Start by reviewing your INDIVIDUAL profile.  Click on the left circle.  This will give you access to the complete membership system.

Accessing My Organization Profile

• Click on the person icon at the top right near the shopping cart.
• Select your club/event organization profile (right circle).
• Select My Profile to access your details page.
  
• Add your organization logo. Click on the pencil in the large circle and upload your club logo.
• Click the pencil under “My Organization Information.”
• You will be required to update your organization phone number and DIRECTORY address. This is separate from the “Main” address you may see on your profile. You MUST validate the directory address. This ensures you provided both RRCA and IMG with a real address.
• Update your club website to ensure the correct URL. Your URL may be listed twice, and you will want to fix that item to ensure only one URL with the http:// is showing.
• Add your social media accounts (these will appear on RRCA.org under your club listing). This is a great way to get prospective members to learn more about your organization.
• If you are a member of the RRCA’s Group Exemption with the IRS, upload your most current bylaws, conflict of interest policy, and your group exemption request letter.  (We apologize that this PDF data could not be pulled from the old system and loaded to the new system.  We do have your records on file in the RRCA office.  Uploading your documents here is a great way to keep these key organization records up-to-date for future club leaders to access).

Updates to a club profile may take up to two hours to post to the Find a Club feature on the website. Allow 24-hours for an update to appear on the public listing before contacting RRCA.

After joining or renewing, If you need to add events to the calendar or purchase music license(s), that will be covered in the How do I add events or purchase music license? section below.

If you are an RRCA Certified Coach and/or Race Director – GOOD NEWS – no more different logins/accounts for different membership functions. You can see everything under your unified profile, join or renew your club/events/training program, become an individual member and access coaching insurance program, make contributions throughout the year as an individual or organization, and more.

1. Click on the person icon at the top right near the shopping cart.
2. Select your individual profile (left circle).
3. Select My Profile to access the details page.
   
4. Click on the pencil in the large circle and upload your profile photo or logo. If you are a Certified Coach and/or Race Director, this will appear with your public profile on RRCA.org. Allow 24-hours for an update to appear on the public listing before contacting RRCA.
5. YOU MUST update your phone, and enter your address in the  directory address fields then validate it before you can save/update your information. 
6. Provide RRCA with your demographic data, and then update…there are options not to respond.
7. If you are an RRCA Certified Coach, your individual profile will allow you to outline the types of coaching services you offer, which will display on your public profile on RRCA.org. Allow 2 or more hours for an update to appear on the public listing before contacting RRCA.

Step One – Read the information here: https://rrca.org/membership/running-club/

Step Two – Login to the Membership System and click “My Profile.” (As needed review: How do I access my organization profile?)

Step Three – You can access the renewal in two ways:

1. Click on the red BELL icon, or
2. Click on your organization profile then “Membership” and click “Renew

Once you click on the renewal option, you will see the “My Organization Information Screen,”  YOU MUST click on the PENCIL icon for the organization and update/validate the information we have on file, even if the information is correct. You cannot proceed through the renewal process without this step. Review/update household numbers and other info that is required.  The “household” number is used to calculate dues & insurance. Click Update .

You will walk through a series of options to finalize your invoice.

1. The first screen is “Membership Type.” The dollar amount you see are the dues cost based on the “household” numbers listed under your “Club Information.”
2. You MUST select if you want $1 million or $2 million for insurance coverage. Click “Next” – NOTE the amount shown on this screen are DUES, NOT insurance costs.
3. “Membership Questions” – Attest to having read the required information outlined on the website. Click Next.
4. “Organization Owned Events” Here you will provide details about the events your club owns. You can select if you need a music license for certain events. That fee will be added to your invoice.
   • If you do not own events you can skip past this screen.
   • If you DO own events, select “Add New Event” and provide your event details. This new system is directly linked to the public event calendar on RRCA.org, so you only have to enter event information in one place.
   • You can go back and update or edit events or add addition events during the year. Review the “Adding Events” section below.
5. “Add Ons” – Here you will select if you need coverage from the optional policies RRCA provides. Click “add” if you would like to add one or more of the policies to your invoice.  We appreciate your donation to one or all of our funds on this screen as well.  Include your dollar amount for a donation and “add” the contribution.  Click next.
6. “Summary” – This screen provides and itemized overview of dues, insurance fees, music licensing fees, and any donations included. Click “Add to Cart” to see the total cost
7. Click “Checkout” – Here you will enter the secure payment environment.
   • RRCA offers two payment options:
     • Credit Card: Amex, Visa, MC, Discover
     • Snail mail a check
   • Select either “New Payment Method” or “Pay Later”
     • Ideally, you will select “New Payment Method” where you can add your credit card information and click save.
     • Click “Checkout” to complete the transaction. You will receive payment confirmation via email.
     • If you select “Pay Later,” you must select your correct billing address and click “Checkout.” You will receive an invoice via email you can print and mail with a check or log back in and pay your open invoice with a credit card.

8. If you paid by credit card, you will receive a confirmation email from [email protected]. If you selected “Pay Later” you will receive an email from [email protected] with your invoice balance.
9. If your organization leaders would like to review the invoice for approval, you can still return and pay credit card by clicking on the link in the email. Log in and click on the bell icon to see your “Outstanding Balances” link.  Click on that link to enter the secure payment system.  If mailing a check, please include the “Order or Invoice Number” on your check.

Adding Club-Owned Events and Purchasing Music License.

If you are a current member and need to list new events or purchase a music license for upcoming events, make sure you are logged in as your organization (See How do I access my organization profile?).  You will know you are logged in as your organization, as you should see your logo in the account circle at the top right. 

You will see a link called “Manage My Events” that is to the left of the shopping cart icon. Click the link.

Here you will add events to the RRCA calendar, which is listed publicly on the website. NO MORE DOUBLE ENTRY OF EVENT DETAILS.  This fulfills your membership requirement to report your events for insurance coverage records.  You can also purchase a music license, as needed, through this function.

Under the heading “Organization Owned Events,” click +Add New Event.

Enter the information for each field.  The Number of Participants field is required, and it will generate an invoice IF you select YES for “Do you need a music license?” 

You can then add additional events on the same screen using the + Add New Event link at the bottom of the form. 

Once you’ve entered your events, click “Next.”  We welcome your donation, but you can click “Next” to move to the next screen.

If you selected “Yes” for music license, you will see the balance due for music.  Click “Next” to enter the secure payment screen and finalize your payment for music.

If you selected “No” for music license, you will see the invoice screen with a ZERO balance due.  You can select “Pay Later” or your account information on file.  YOU WILL NOT BE CHARGED A FEE if you are Running Club member and your invoice is ZERO.  Click “Checkout” to record the event in our system.

Your event will post the RRCA calendar.  Allow 24-hours for an update to appear on the public listing before contacting RRCA.

Step One – Read the information here: https://www.rrca.org/membership/running-event/  

Step Two – Login to the Membership System and click “My Profile.” (As needed review: How do I access my organization profile?)

Step Three – You can access the renewal in two ways:

1. Click on the red BELL icon, or
2. Click on your organization profile then “Membership” and click “Renew

Once you click on the renewal option, you will see the “My Organization Information Screen,”  YOU MUST click on the PENCIL icon for the organization and update/validate the information we have on file, even if the information is correct. You cannot proceed through the renewal process without this step. 

Next you will walk through a series of options to finalize your invoice.

• The first screen is “Membership Type.” The dollar amount you see are the dues cost for annual membership.  Select that and click Next.
• “Membership Questions” – Attest to having read the required information outlined on the website. Click Next.
• “Organization Owned Events”  Here you must add or renew events to the RRCA calendar, which is listed publicly on the website, and you will be invoiced for dues/insurance/(music as needed). NO MORE DOUBLE ENTRY OF EVENT DETAILS. 
• Under the heading “Organization Owned Events,” click +Add New Event
  • Select select your insurance coverage – $1 or $2 million.
  • Enter in your event details.  
  • If you need music licensing for any music played during the event, select “Yes” for that option.
  • If you have multiple events to report, you can add them all at once using the +Add New Events option under the first event. Click Next once you’ve finished adding your event(s) details.
  • Click Next for the donation screen (but we appreciate any support you can provide).
  • You will get to the screen that shows the event dues, insurance fees, and music fees, if selected.  
• Click “Checkout” – 
  7. • RRCA offers two payment options:
       • Credit Card: Amex, Visa, MC, Discover
       • Snail mail a check
     • Select either “New Payment Method” or “Pay Later”
       • Ideally, you will select “New Payment Method” where you can add your credit card information and click save.
       • Click “Checkout” to complete the transaction. You will receive payment confirmation via email.
       • If you select “Pay Later,” you must select your correct billing address and click “Checkout.” You will receive an invoice via email you can print and mail with a check or log back in and pay your open invoice with a credit card.
  8. If you paid by credit card, you will receive a confirmation email from [email protected]. If you selected “Pay Later” you will receive an email from [email protected] with your invoice balance. 
  9. If your organization leaders would like to review the invoice for approval, you can still return and pay credit card by clicking on the link in the email. Log in and click on the bell icon to see your “Outstanding Balances” link.  Click on that link to enter the secure payment system.  If mailing a check, please include the “Order or Invoice Number” on your check.

If you are a current Event Mgt Company member and need to list new events, go to: https://www.rrca.org/membership/event-company/   Look at the box in the middle that says “Renew Membership and Add More Events.” Click on the link to login into and access the membership system.

Select your organization profile (See above for How do I access my organization profile?)

You will see a link called “Manage My Events” that is to the left of the shopping cart icon. Click the link.  If you do not see this link, that means you have an outstanding invoice that needs paid before more events can be added.

Here you will add events to the RRCA calendar, which is listed publicly on the website, and be invoiced for dues/insurance/(music as needed). NO MORE DOUBLE ENTRY OF EVENT DETAILS. 

• Under the heading “Organization Owned Events,” click +Add New Event.
• Select select your insurance coverage($1 or $2 million).
• Enter in your event details.  
• If you have multiple events to report, you can add them all at once using the +Add New Events option under the first event. Click next once you’ve finished adding your event(s) details.
• You can click Next for the donation screen (but we appreciate any support you can provide).
• You will get to the screen that shows the insurance fee (and music if selected).  Click Next to get to the secure payment portal.  
• You can select your payment method.
• Click your billing address, and click “Checkout.”
• You will get a confirmation email for the payment if paying by credit card or a payment due email if sending a check. 

Your event will post to the RRCA calendar.  After payment, allow 2 or more hours for an update to appear on the public listing before contacting RRCA.

You can add a music license to events you have already added to the calendar.

If you need to update an existing event on the calendar to include the music licensing fees (often paid closer to race date), access your organization following the “How Do I Access the Membership System” instructions and select your organization profile.

This will launch the “Manage My Events” link.  Find your event and click “Edit.”

On the Event form, go down to the “Do you need a music license?” option and change your response from No to Yes.  Scroll down and click “Save.” 

Click “NEXT” to generate the invoice process for the fees.  (You can skip the donation page, but we appreciate your support).

You will see your music licensing fee total.  Click “Add to Cart” to get to the payment screen.  Select payment method, billing address, and click “Checkout.”

 This is a great new feature for club leaders. This option allows you to list your current board of directors, and you will be able to see coaches and runners that are in our database that are affiliated with your club. 

In what should be a BIG improvement,  the current primary contact now can assign this role to a new primary contact.  Previously, only RRCA staff could do this ~ creating a serious backlog during renewal time. 

Reporting your Board of Directors to the RRCA (required for group exemption members)

1. Under your Club Profile is the “Manage My Contacts” option. Click the link.
2. To add your Board Members, click on the “Human Plus” icon (top right)
3. Enter their names and emails and select “runner” as their type.
4. The people entered will show up under your “current contacts.” You can make “notes” about your contacts by clicking on their name.  Select “edit” and outline terms of service for board members (optional). In the “Notes” field, include what role the person serves on your board (treasurer, VP, membership director, etc).

Assigning a New Primary Contact

As the outgoing Primary Contact, you can add or select a new Primary Contact from your contacts list. 

1. Ensure the new Primary Contact is on your Contacts list (see above).
2. Click on their name, click on the pencil to edit.
3. In the “Role” field, assign the “Primary Contact” role to the incoming contact person.
4. This person will now be able to log into the membership system from the website, and see that they are now the Primary Contact for the club.

We believe by giving club’s control of this function, you engage in an effective leadership transition, which includes on-boarding the new Primary Contact to the RRCA member system.

Have no fear, if you don’t have time or are not able to transfer this role, the RRCA can still assist you and the club with updating the Primary Contact, as needed.  Email [email protected] for assistance.