Club Renewals

Overview

At the end of each school year, it's important to have a club renewal process so that club leaders recommit to their clubs, update their information, and confirm they want to continue next year. Club Hub makes this easy by building the renewal form directly into the platform — no external Google Forms or spreadsheets needed.

Why use Club Hub for renewals instead of an external form?

Club Hub already tracks your club data (meetings, members, attendance), so administrators can make more informed decisions during the review process.
It's easy to see which clubs have submitted their forms and send reminders with the click of a button.
Once a club is approved, changes take effect immediately — no manual email chains or data entry.

Enable Club Renewals and Configure Form Options

All Club Renewals settings — including the toggle to turn the feature on — are found in Settings → Club Settings, under the Club Renewals section at the bottom of the page.

Manage club renewals with Club Hub — Toggle this on to enable the feature..
Require club leaders to include a logo — If enabled, club leaders must upload a logo during renewal (if their club doesn't already have one). This is recommended to keep the public clubs page looking professional for incoming students and parents.
Budget request — When enabled, club leaders will be prompted to propose a budget for the upcoming year as part of their renewal form. This option is only available if your school uses Club Hub's bookkeeping feature.
Faculty advisor confirmation — When enabled, Club Hub will automatically email the selected faculty advisor to confirm they've agreed to advise the club next year.

Renewal Cycles

Club Hub uses Renewal Cycles to organize renewals. Each cycle has a name, a deadline, and an optional list of exempt clubs. This means you can run renewals every year, every semester, or whenever you need to.

To create a new cycle, click the + button next to the Renewal Cycles table within the Configure Renewal Form options. You can also edit an existing cycle by clicking the edit icon.

When editing a renewal cycle, you can set:

Name — A label for this cycle (e.g., "2026–2027 Renewal").
Deadline — The date by which club leaders must submit their forms. This date will appear in the email notification.
Budget request — When enabled, club leaders will be prompted to propose a budget for the upcoming year as part of their renewal form. This option is only available if your school uses ClubHub's bookkeeping feature.
Exempt Clubs — Select any clubs that should be excluded from this renewal cycle (for example, permanent groups like sports teams or advisory groups that don't need annual renewal).

Each renewal cycle is tracked separately, so you can always go back and view data from previous cycles. You can only have one active renewal cycle at a time. To start a new one, close the current cycle first.

You can only have one active renewal cycle at a time. To start a new one, close the current cycle first.

Notifying Club Leaders

Once your renewal cycle is set up, you will be prompted to confirm the renewal cycle, this will send an email notification to all club leaders and faculty advisors.

If you would like to resend this notification, click the notification bell icon next to the cycle to send an email notification to all club leaders and faculty advisors. A confirmation dialog will appear before the emails are sent.

Club leaders and faculty advisors will receive an email with the deadline and a direct link to their renewal form:

The Club Renewal Form

The renewal form is organized into three clear sections:

Section 1 — Club Leadership

Who will the club leaders be next year?
Who will the faculty advisor be next year? (Keep same or select new)

When club leaders are selected, administrators will see a detailed table below the dropdown showing each leader's name, date joined, graduation year, and number of meetings attended. This helps administrators evaluate whether the selected leaders are active and qualified.

Section 2 — Renewal Questions

Give a brief description of your club's activity throughout the past year. Did you meet your goals?
What goals does your club have for next year?

Section 3 — General Club Settings

These fields are pre-filled with the club's current values, so club leaders don't have to start from scratch — they can simply review and update anything that's changing for next year.

One-sentence pitch
Club category
Student interest groups
Club description
Budget request (if the school has club bookkeeping enabled)
Usual meeting time, day, and location
Member join settings
Club logo

Club leaders can save their progress and come back to edit the form before submitting. After submitting, they can still make changes — a banner will let them know the form is under review and editable.

Faculty Advisor Confirmation

If you enabled the faculty advisor confirmation setting, the selected advisor will receive an email asking them to confirm their role.

Administrators can see the status of the advisor's response directly on the renewal form:

Pending — The advisor has not yet responded.
Accepted — The advisor confirmed their role.
Rejected — The advisor declined.

Faculty advisors can also confirm their role directly from within Club Hub when they open the renewal form from their account, in addition to the email link.

The Renewal Dashboard

A dedicated Club Renewals page appears in your administrator sidebar. This dashboard gives you a clear overview of every club's renewal status, organized into three tabs:

Not Submitted — Clubs that haven't filled out the form yet.
Awaiting Review — Clubs that submitted their form and are waiting for administrator approval.
Renewed — Clubs that have been approved for next year.

You can search for a specific club, filter by category, and filter by renewal cycle using the dropdown in the top right.

Click Remind All to send a reminder email to all clubs that haven't submitted their form yet.

Reviewing a Club's Renewal

Click on any club card to open a detailed popup. You'll see:

A View Form button to open and review the club's renewal submission.
A Past Events By Month chart showing the club's activity from September through the current month.
Six analytics cards: Events this year, % of Events with attendance taken, Club members, Messages sent, Average Attendees per event, and Unique Attendees this year.

Click the three-dot menu (⋯) for additional actions:

View Club — See a detailed report of the club's activities.
Contact Club Leaders — Message the club leaders directly if you need them to update their form.
Pause Club — Temporarily suspend the club.
Delete Club — Permanently remove the club from Club Hub.

To approve a club, click View Form, review the responses, make any edits if needed, and click **Confirm and Renew. **

Once you submit the renewal form as an administrator, the changes are permanent and the club will be marked as renewed.

We hope this feature makes your end-of-year renewal process smooth and efficient. Please reach out if you have any questions!

Updated on: 29/04/2026

Was this article helpful?

Thank you!