Club Enquiries Reach Your Club
How enquiries from your club's page on the district website reach your secretary and president, and what district staff do when one does not.
Quick answer
Your club's page on the district website (rotary9660.org.au) has an Email the club link. When someone uses it, the enquiry is forwarded to your club's secretary and president. Hit Reply and your answer goes straight to the person who asked.
For club secretaries and presidents
What you will receive
An email from info@rotary9660.org.au. The subject is the visitor's own subject with "FW:" in front, usually "FW: Enquiry for the Rotary Club of [your club]", but visitors can change it. It starts with this note:
This enquiry came in through your club's page on the Rotary District 9660 website: [page address]. Hit Reply and your answer goes straight to [name] ([address]). The district keeps a copy at info@rotary9660.org.au. If enquiries for your club should go to someone else, email info@rotary9660.org.au and we will change it.
The person's own message is underneath.
Why you get it
The visitor clicked Email the club on your club's page. The link sends their message to the district's info@ mailbox with a tag for your club. A district job reads the tag, then forwards the message to your club's secretary and president. Their names and addresses come from DACdb, so keep your club's officers up to date there.
How to reply
Hit Reply. The reply address is set to the visitor, so your answer goes straight to them. Because your club has chosen to reply, they will see your own email address. That is expected.
Two other notes can appear at the top:
- If the visitor set a different reply address from the one they sent from, the note says so and names the reply address.
- If no usable address was found, the note says: "The sender's address could not be checked, so please copy it from the message below before replying." Copy the address from the message before you reply.
Is this phishing?
No. It comes from info@rotary9660.org.au, and the first line names your club's page on the district website. If you are unsure, check the page address in the note, or email info@rotary9660.org.au and ask. Do not click links in a message you do not trust.
Send enquiries somewhere else
Email info@rotary9660.org.au and tell us where your club's enquiries should go instead. It can be your own club role mailbox (for example secretary@yourclub) or a membership chair. We call this an override. It stays in place when the district refreshes officers, and we will ask each Rotary year whether it is still right.
Privacy
Officer addresses are never shown on the website. The routing list is kept only on the district server.
For district staff
What the job does
A job on the district server (vps01) checks the info@ mailbox every 2 minutes. For a tagged message it forwards the enquiry, sent as info@, to the club's secretary and president, with Reply-To set to the visitor. The original stays in info@, marked read and categorised Routed: [club name]. It is a record, and a source of stories and promo material for Public Image.
Untagged mail to info@ is never touched. There is no daily cap (Keiran's decision, 28 October 2026), and the job never reads Junk.
Categories and what to do
Anything not forwarded stays unread in info@ for the delegates.
| Category | Meaning | What to do |
|---|---|---|
| Routing: unknown club | The tag matches no club | Work out which club was meant, forward it by hand, and tell Keiran if a club page has a wrong tag |
| Routing: multiple clubs | The message carries more than one club tag | Forward to each club by hand |
| Routing: skipped | Auto-reply, bulk mail or a bounce, or a message to a club tag sent from a rotary9660.org.au address | Auto-replies, bulk mail and bounces: usually nothing, mark read. A message sent from a rotary9660.org.au address (a district member using the link): forward it to the club by hand |
| No club contact | DACdb has no secretary or president email for that club | Find a contact, forward by hand, and tell Keiran so the club can be fixed in DACdb or given an override |
| Routing failed | Forwarding errored | Forward it by hand. If it keeps happening, tell Keiran |
When you have handled a message, mark it read.
Refresh: each 1 July and whenever a club reports a change
Keiran does this on his PC and the server:
- Export the Club_Leadership report and the full DACdb member dump.
- Run the importer on the PC to build a candidate (the exact command is in the repository README).
- Copy the candidate to vps01.
- Run the router's
reportcommand on the candidate (exact commands are in the README). It shows what changed, which clubs are missing a role, and which overrides are flagged STALE once the Rotary year changes. - Check the report, ask clubs about STALE overrides, then run
club-enquiry-router promote.
Overrides survive every refresh. The code is in the private GitHub repository Rotary9660/club-enquiry-router, and the server paths are in the system's change log.
Certificate expiry
The job signs in to Microsoft 365 with a certificate that expires on 27 October 2028. The job emails Keiran 30 days before. It also emails him after 3 failed runs in a row, at most once a day. If the sign-in itself breaks it cannot send that email, but mail simply stays unread in info@ as before, so watch for unread messages in info@ addressed to info+