Approvals

Forms

The Forms Manager is where you can create, edit, group, and manage all types of forms across your student organisation. Whether it's for grant applications, case management, or general data collection - it all starts here.

Forms Manager Overview

The Forms Manager allows you to create custom forms for clubs, societies, or general users, from grant applications to general feedback forms.

Creating and Publishing a Form

Once a form is created, you can edit it, duplicate it, share it with students or clubs, or adjust its approval/rejection email templates. You can also activate or deactivate a form, depending on whether it’s ready to go live or still in draft.


Editing and Managing Existing Forms

All general form submissions appear in a dashboard under Forms > Submissions. This dashboard allows you to review, approve, reject, and manage all responses in one place - eliminating the need for back-and-forth emails with clubs or students.

Managing Form Submissions

Grouped Forms

Multi-Approval Setting

Affiliation and Renewal

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.

Getting Started with Affiliation

Managing submissions

View all clubs (affiliated and non-affiliated)

Funding

Getting started with funding

Importing Grants into Rubric

Reset Grants is a new grants management feature that replaces the previous Financial Reporting Periods functionality. It gives admin users greater flexibility and control over how and when grant balances are reset, without being tied to the financial year

Resetting grants

Viewing club or student's funding history

Event Approval

Event Approval in Rubric ensures all club- or student-led events meet your organisation’s standards before being promoted or ticketed. It helps you maintain compliance with your policies, safety requirements, and venue guidelines, all in one streamlined process.

Getting started with event approval

Add your own event approval questions

Managing and reviewing event submissions

News Approval in Rubric gives administrators more control over the news published by clubs on campus. Clubs can create news articles directly through Rubric, while administrators can review submissions before they are made public.

Approved news can be showcased on the public news page and on each club’s Link In Bio, giving students a central place to discover campus updates, announcements, and stories.

News Approval

Student

Account & Profile

How do I create a Rubric account?

I forgot my password, how do I reset it?

Events & Tickets

Can I request a ticket refund?


I sold my ticket or got a refund but have not received the funds?


How do I sell my ticket on the Rubric Marketplace?

How can I change my seating?


Where can I find my purchased tickets?


How do I transfer my ticket to someone else?

Room Booking

How to Book a Room on Campus?

Clubs

Getting Started

New to Rubric? Start here

Setting up account details

Memberships

Getting Started with Memberships

A Digital Membership Pass gives your members a convenient way to access and display their membership directly from their phone.

Members can add their pass to Apple Wallet or Google Wallet and use it to verify their membership, access member benefits, or identify themselves at events.

When a member joins your club, they'll receive a text message with a link to download their digital membership pass.


Setting Up a Digital Membership Pass

Adding and Managing Members

Membership Deals allow your club to offer exclusive discounts and special offers to your members.

You can create deals with local businesses, campus services, or other merchants and share them with your members through Rubric.

Creating Membership Deals

Events

Events are a great way to bring your club or student organization's community together, whether you're organising a social event, dinner, party, ball, or another activity.

Rubric allows you to create and publish events, manage ticket sales, set ticket restrictions, collect information from attendees, and promote your event with a shareable link or QR code.

Getting Started with Events

Once you’ve created an event, you can manage your event, tickets, attendees, and other event-related activities directly from the Events section of your Rubric account.

Managing Events & Tickets

Collaborative Events allow you to create and manage an event with other clubs or societies, whether they’re from your university or another institution.

The hosting club creates and manages the event, while collaborators can access the event and view ticket information.

Creating a Collaborative Event

Recurring Events let you create multiple instances of the same event series at once, rather than creating each event individually.

For example, you could use a recurring event for a weekly club meeting, a daily orientation session, or any event that takes place on multiple dates.

Create a Recurring Event

Merchandise

Getting started

Selling merchandise

Managing orders

Creating Pre-Order Listings

SMS & Email

Setting up an email campaign

Setting up SMS campaigns

Editing an email campaign

Tracking your email campaigns

Understanding Email Tracking: How Opens and Clicks Are Recorded

Link In Bio

Your club’s Link In Bio is the central hub for your club or society. It gives students one place to discover your club, learn more about your activities, and access your events, memberships, merchandise, news, social media, and other important links.

Club executives with access to the Link In Bio can customise their page and add or manage content directly from their club account.

Tap & Pay

Tap & Pay: How to Collect Contactless Payments

Settings

Exec Team Management

Settlements

The Clubs Settings page allows your club or society to update key account information, manage subscriptions, and set up bank details for receiving sales payouts.

General Settings

Student Unions & Associations 

Are you new to Rubric? Here is our guide to a successful onboarding with Rubric

Onboarding Guide

Onboarding Overview

Onboarding Timeline

Onboarding Checklist

Technical Integrations

FAQs

This section of your Campus Settings lets you manage how clubs operate on your campus. You can control sales restrictions, feature access, bank details, and cash payment settings.

Club Controls & Restrictions

Club Types define the categories available for student execs when creating a club on your campus. This allows your union to organize clubs by type and helps students find clubs that match their interests.

Managing Club Types

This section of your Campus Settings allows you to control how students log in, what information they provide, and how their data is accessed.

Student Access & Data

The Rubric Modules section allows you to see all the modules available on the Rubric platform and manage access for your campus.

Rubric Modules Access

User Management

 Custom Tags

Club Management

Ideal for admins who are setting up Rubric for the first time or need to upload multiple new clubs into an existing database.

Importing Clubs into Rubric

Club Execs

Campus Settings

Event Calendar

Any event created by you or your clubs (and approved, if you’ve enabled the Event Approval module) will automatically appear in the Event Calendar.

Managing the Event Calendar

Clubs Directory

The Clubs Directory is a list of all clubs on campus - affiliated or not - that can be embedded on your website. It lets students explore and discover clubs easily while driving more traffic to your student body’s site.

Managing the Clubs' Directory

Reports

The Reports section gives you access to insights and data across your Rubric modules - from club activity to events and beyond. 

How do Reports work?

Student Database

Getting started with Student Database

Add tags to your students during a CSV import so you can target them later.

Importing students with tags

Volunteering

Set Up Guide

Managing Volunteering Programs

Volunteer Application Submissions

Elections

Setting up an election

Creating or editing a ballot

Vote counting methods

Adding and managing candidates

Importing voters

Adding test voters

Auditing Election Activity & Integrity

Sending ballots to voters

Spoiling a vote

Viewing and publishing election results

Resolving election ties

Creating groups of voters

Use required voter tags so only students carrying a given tag can vote in an election.

Restricting an election to specific tags

The end-to-end workflow: tag your students, restrict the election to those tags, and check it before voting opens.