Getting Started with Affiliation

The Affiliation module is where you set up the affiliation and re-affiliation forms and processes that clubs must complete to become (or remain) officially recognised by your student union. It also allows you to manage and review submissions efficiently.

Creating Affiliation or Renewal Form(s)

  1. From the top menu bar, go to Clubs > Affiliation.

  2. On the Affiliation Processes page, click Create Form in the Affiliation Forms table.

  3. Follow the prompts to build your affiliation or re-affiliation form.

Important: A form will only appear on the club’s portal if it is included in a process.

If you have a re-affiliation form, it must be added as the final step in the same process as your initial affiliation form.

Need help building forms? Visit the Creating and Publishing a Form article for a step-by-step guide.

Creating Affiliation Processes

Once you’ve created your forms, group them into affiliation processes. A process can include one or multiple forms, with each form representing a stage of the affiliation journey. Clubs will see these steps in order on their portal.

To create a process:

  1. After creating one or more forms on the Affiliation Processes page, scroll down and click Create Process at the top of the Affiliation Processes table.

  2. Enter a process name and description (e.g. Affiliation Process for Sports Clubs).

  3. Add one or more forms to your process to activate it.

    • A form can only be used in one process or group at a time.

    • If a form needs to appear in multiple processes, duplicate the form.

  4. (Optional) Tick “Forms must be submitted in order” if clubs should complete and have each form approved before moving to the next stage.

Making Forms Accessible to Clubs

  • A form will only appear on a club’s portal when it is part of an active process.

  • The individual form status must also be Active.

  • For broader reach, you can share form links via your website or social media.

Setting Up Affiliation Expiration

The affiliation expiration period applies once all submissions in a club’s application are approved. After this period, clubs must re-affiliate to remain active.

Default expiration dates:

  • 30 June – US, UK, Canada

  • 31 December – Australia, New Zealand

To change the expiration date:

  1. Go to Affiliation > Affiliation Processes page.

  2. At the very top, under Overview, click Edit affiliation expiration.

  3. Enter the expiration date (MM-DD), early affiliation start (in Months), and the length of the affiliation period (in years).

  4. Click Save.