Importing Clubs into Rubric

The Club Import feature allows you to add multiple clubs to Rubric at once using a CSV file, saving time compared to creating clubs individually.

Before you start

• You must have Admin access to the Rubric portal

• Club data must be uploaded using the Club Import template

• CSV files are easiest to edit in Excel or a similar spreadsheet tool

Step 1: Download the Club Import template

1. Go to Club Management

   https://admin.hellorubric.com/clubmanagement

2. Click Import Clubs

3. (Optional) Tick Auto affiliate imported clubs to the union

   • This will affiliate all imported clubs until the default affiliation end date set on your portal (See Affiliation)

4. Click Download Club Import Template

The template will download as a CSV file. Open or convert it in Excel to edit.

Step 2: Fill in the club details

Complete the following columns in the template:

• Club name (required)

• Club email (required)

• Club type (required) The club types are those that will be shown on the Student Platform and can be filtered to help student browsing for clubs that they are interested.

• Tags (optional). This refers to the Custom tags created on the Admin Portal to control the club access to certain forms. (See Custom tags)

  • If tags are already created in the portal: please use the tags listed under Settings → Custom Tags.

  • Spelling and formatting must match exactly

  • If tags have not been created in the portal: any new tags added in the file will be automatically created in Custom Tags when clubs are imported.

• Short name (optional)

• Affiliated to (optional)

  • If you selected auto-affiliation in Step 1, the affiliation of the clubs in the file will expired on the date set in your portal

  • If you don’t select auto-affiliation, please enter the affiliation expiry date. Otherwise, clubs will be imported as Unaffiliated and will need to either go through the Affiliation process or the admin needs to manually affiliate these clubs.

• Settlement Reference (optional)

  • This is the club’s account number and will appear in the Funding table once imported

  • This is only applicable for unions whose clubs have separate club account numbers on their accounting softwares and have accounting software integration with Rubric.

  • Please reach out to our team at support@hellorubric.com to set this up prior to the club import. This will take 5-7 working days to set up.

When finished, export the file back to CSV format.

Step 3: Import the file

1. Return to Import Clubs in the Admin Portal

2. Drag and drop your completed CSV file

3. Follow the on-screen steps to complete the import

Once complete, your clubs will appear in the portal.

Clubs will also automatically receive Welcome emails, notifying them that they can access the Rubric Club Portal using their club emails.

Need help?

If you see any errors or your import fails, contact support@hellorubric.com and our team will help you resolve it.

FAQs