Club Bookkeeping
Many schools give their clubs an annual budget, enable club leaders to request funding for specific initiatives, or allow club members to fundraise from the community. With Club Hub you can now track the flow of cash by seeing how much money a club is given to spend and how they spend the money. Club Hub's bookkeeping feature is just a reporting mechanism so that yourself and the club leaders can easily understand the club's use of funds. We do not handle actual money from clubs.
To activate and customize the bookkeeping feature, go to settings and select "Club Bookkeeping". First, you can select yes for the question: "Do you want to track bookkeeping for clubs on Club Hub?"
You can decide specific customizations such as who is allowed to request additional budget and log transactions. You can also make receipt upload mandatory and add a field to track the bank account number.
Lastly, you need to add a bookkeeping cycle. This is typically the academic year. All transactions will be logged under the most recent cycle, and you will be able to look at past cycles in the future.
You can assign a default budget to all clubs when you create the cycle.
You can also select an individual club on the clubs page, then click on the three dots in the top right corner and click "Manage Bookkeeping" to assign a specific budget for a cycle.
You can also let club leaders request/apply for a budget (needs to be turned on in settings). Administrators will be notified when a club leader requests money for their club. If you approve it, then the club leaders will be notified and the amount will be added to their budget on their club's bookkeeping page.
As an administrator, you have access to a new page called Bookkeeping. Here you can view all Budget Logs (transactions), and Budget Requests. If you click on a budget request, you can approve or reject it.
As an administrator, you can view all of a clubs transactions. You can log all the transactions yourself, or have the faculty advisor/club leaders log the transaction and the transaction will be pending until an administrator approves it.
Activation and Settings
To activate and customize the bookkeeping feature, go to settings and select "Club Bookkeeping". First, you can select yes for the question: "Do you want to track bookkeeping for clubs on Club Hub?"
You can decide specific customizations such as who is allowed to request additional budget and log transactions. You can also make receipt upload mandatory and add a field to track the bank account number.
Lastly, you need to add a bookkeeping cycle. This is typically the academic year. All transactions will be logged under the most recent cycle, and you will be able to look at past cycles in the future.
Assigning a budget to clubs
You can assign a default budget to all clubs when you create the cycle.
You can also select an individual club on the clubs page, then click on the three dots in the top right corner and click "Manage Bookkeeping" to assign a specific budget for a cycle.
You can also let club leaders request/apply for a budget (needs to be turned on in settings). Administrators will be notified when a club leader requests money for their club. If you approve it, then the club leaders will be notified and the amount will be added to their budget on their club's bookkeeping page.
Reviewing Budget Request
As an administrator, you have access to a new page called Bookkeeping. Here you can view all Budget Logs (transactions), and Budget Requests. If you click on a budget request, you can approve or reject it.
Log Transactions
As an administrator, you can view all of a clubs transactions. You can log all the transactions yourself, or have the faculty advisor/club leaders log the transaction and the transaction will be pending until an administrator approves it.
Updated on: 02/12/2024
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