ROLLS - Records OnLine for Lodge Secretaries

ROLLS is a complete online membership management application for use by Lodges fully integrated with Grand Lodge, into a unified system. ROLLS can help eliminate errors, improve mailings, facilitate membership changes in accordance with the Code and Constitution, and lower our operating expenses.

Specifically, ROLLS is a secure multiuser interface through which lodge secretaries can log in and maintain membership records, widow lists, committee rosters and other pertinent information for their lodges, in a database shared with Grand Lodge. Your internet provider may offer several ways to connect to their service, and while faster is better, dial-up will work.

Features and Benefits

• Convenience and Unified System: ROLLS allows both Grand Lodge users and Lodge Secretaries to use the same system. Using one system greatly simplifies the management by eliminating synchronization issues, letting the secretaries do the data entry, and simplifying end of year reconciliation.
• Cost Savings: ROLLS can help lower expenses by allowing secretaries to enter and manage their own information, by eliminating bad addresses from mailings, by eliminating paper and other non-automated forms, and by integrating dues information and duties of the Treasurer.
• Dues: ROLLS allows the entering of a brother’s dues information and manage it directly from his record or in a lodge-wide basis. This includes record of payment, record of remittal, record of suspension and reinstatement. ROLLS will also print the following: Dues Notice, Dimit, and Certificate of Good Standing. Dues Cards are printed by Grand Lodge and forwarded to the individual lodge.
• Eliminate Forms: ROLLS eliminates many paper and other non-automated forms by allowing secretaries to log directly into the system and enter their own information. ROLLS enforces data security by only allowing users to see data for which they have permission and by keeping a complete audit trail of all secretarial registry actions, its password protected.
• Email: ROLLS uses pop-ups to accomplish such tasks as opening your email client, so that you can compose messages and send them directly from the database address book. Provides automatic generation of emails to Grand Lodge, Grand Chaplain and others advising them of a death, suspension or change of address.
• Filings: ROLLS includes a summary of the dates when necessary reports are recorded as having been filed. This includes Annual Returns, reports of officer election and installation, membership audits and certification of that you filed your IRS 990-N.
• Financials: ROLLS has a “setup wizard” to help tailor the financial section, including dues rates, member accounts, billing information, candidate fees; and printing of the Financial Worksheet. Access to lodge dues and financial information is restricted to the lodge Secretary and Treasurer.
• Lodge Information: ROLLS displays detailed information for both the lodge and hall where it meets, including  the Lodge Name, Lodge Number, District, Meeting Day, Election Month, When Dark, Lodge Location (community), and Building Name and Address. Also refferanced are the lodges’s Date of Charter. For an inactive lodge the Date Discontinued will also be given. If it is an Active Lodge you will find lodge contact information, and a tab for vewing officer information. Here too is a Map Lodge link which will bring up a Google™ map based on the Building Address.
• Masonic History/Demographics: ROLLS allows you to edit and view the various membership events such as Date and Place of Birth, Date of Death, Degree dates, demits and suspensions, Military Service, spousal information, service awards, 50 year awards. There is a Notes section that acts as a catchall for other information.
• Members: ROLLS divides members into two major categories; Active and Inactive. Active members are categorized as Master Masons in good standing. Inactive members include brethren who are suspended, expelled, demitted, deceased, or are in the system as candidates.
• Navigation: ROLLS Info Center lists a variety of documents that can be produced and ROLLS has built-in “Breadcrumbs” to help you keep your bearings as you move around in the system. Customized lists and groups of names and members and an easy search and update feature.
• Plural Members and Consolidations: ROLLS completely supports tracking of plural members and events related to them. ROLLS automatically notifies secretaries of plural member should any change occur in the member’s status. ROLLS has complete support consolidations. ROLLS tracks the complete consolidation history of lodges and memberships.
• Postal Addressing: ROLLS is integrated with the US Postal Service’s Address Correction Service allowing for Postal Service mail formatting instructions, and Canadian postal addresses, and links to obituary sites and Social Security Death Index searches. Using ACS, ROLLS can automatically update addresses eliminating returned mail, and greatly reducing the cost of maintaining your mailing list.  ROLLS will simplify the tracking of those moves. Provisions for seasonal mail addresses are also included.
• Printing: ROLLS will print Dues Cards, rosters, envelopes and labels. Mail options also provides a field for members who wish to opt out of mailings. Included in the address formatting is a link that will tell you by whom and when an address was changed.
• Ritualists: ROLLS allows you to checkmark those ‘Parts’ of the ritual, the installation ceremony, and Masonic memorial service, at which the brother is proficient and can be called upon to do. This information is searchable on a lodge-wide basis under the Find Ritualists link found under the Reports & Statistics section of the main menu.
• Statistical Breakdowns: ROLLS allows for a 5-year statistical breakdown.Prominently featured on the ROLLS main page are statistical breakdowns for your lodge - and the Grand Lodge as a whole - that allow for the tracking of trends in membership. All these numbers recalculate in real time, updating whenever a change is made in the status of a member.