Gymkhana & Student Club Management
Clubs, events, elections, and budgets — organized, not chaotic. Give students ownership while keeping the administration in the loop.
Club Registry
All clubs in one place
Event Calendar
No date clashes
Elections
Transparent voting
Activity Credits
On every transcript
Club & Committee Registry
One registry for every club on campus. Faculty advisors, student coordinators, and member lists — all visible to the administration.
Structured Registration
Register each club with a faculty advisor, student coordinator, and member list. Every club has a clear chain of responsibility.
Membership Applications
Students apply online. The club coordinator reviews and approves each request. Approved members appear on the club roster instantly.
Annual Renewal
Clubs renew each year by submitting an activity report. Inactive clubs are flagged. The dean reviews before re-approval.
Club Categories
Categorize clubs as cultural, technical, sports, social service, or departmental. Filter and report by category at any time.
Event Planning & Calendar
From proposal to post-event report — every event follows a clear approval workflow. The university-wide calendar prevents date clashes.
Event Proposals
Clubs propose events with a budget estimate, preferred venue, and date. The proposal captures all details the approver needs.
Approval Workflow
Three-step approval: faculty advisor first, then the dean, then finance for budget release. No event runs without sign-off.
University-Wide Calendar
All approved events appear on a shared calendar. The system flags date and venue conflicts before approval.
Post-Event Reports
After each event, the club submits attendance figures and an expenditure summary. This feeds into annual club reviews.
Gymkhana Elections
Fair, transparent, and fully digital. Students nominate, vote, and see results — all through one secure portal.
Election Workflow
- 1
Admin configures election posts and eligibility rules.
- 2
Nomination period opens — students apply with a manifesto.
- 3
Nominations reviewed and approved by the election committee.
- 4
Voting via authenticated student portal — one vote per student.
- 5
Live result dashboard appears once voting closes.
Key Safeguards
Eligibility rules enforced automatically — no manual screening.
One vote per student, verified through portal authentication.
Manifesto uploads visible to all voters before polling day.
Results locked until the voting window closes.
Full audit trail for every nomination and vote.
Budgets & Activity Credits
Track every rupee spent from the gymkhana fund. Reward student participation with credits that count on the transcript.
Annual Club Budgets
Allocate a yearly budget per club from the gymkhana fund. Each club sees its allocation and remaining balance in real time.
Spending Tracker
Track spending against the allocation. Clubs upload receipts for every expense. Finance reviews before releasing funds.
Activity Credits
Students earn credits for participation in club events, competitions, and community service. Credits are linked to the student record.
Transcript & Placement Profile
Activity credits reflect on the official transcript. A summary is also available in the student placement profile for recruiters.
Quick Answers
Common questions answered in brief.
Can students apply to clubs online?
Yes. Students browse the club registry, pick a club, and submit an application. The club coordinator and faculty advisor review each request. Approved members appear on the club roster instantly.
How are gymkhana elections conducted?
The admin configures election posts, eligibility rules, and a nomination window. Students nominate themselves and upload a manifesto. Voting happens through the authenticated student portal — one vote per student. Results appear on a live dashboard once voting closes.
Do activity credits appear on the transcript?
Yes. Every approved participation earns activity credits. These credits are linked to the student record and reflect on the official transcript. Students can also view a summary in their placement profile.
Can clubs request additional budget mid-year?
Yes. Club coordinators submit a supplementary budget request with justification. The request follows the same approval chain — faculty advisor, dean, then finance. Approved funds are added to the club allocation.
Frequently Asked Questions
Can students apply to clubs online?
Yes. Students browse the club registry, pick a club, and submit an application. The club coordinator and faculty advisor review each request. Approved members appear on the club roster instantly.
How are gymkhana elections conducted?
The admin configures election posts, eligibility rules, and a nomination window. Students nominate themselves and upload a manifesto. Voting happens through the authenticated student portal — one vote per student. Results appear on a live dashboard once voting closes.
Do activity credits appear on the transcript?
Yes. Every approved participation earns activity credits. These credits are linked to the student record and reflect on the official transcript. Students can also view a summary in their placement profile.
Can clubs request additional budget mid-year?
Yes. Club coordinators submit a supplementary budget request with justification. The request follows the same approval chain — faculty advisor, dean, then finance. Approved funds are added to the club allocation.
Ready to Organize Student Life?
See how clubs, events, elections, and budgets come together in one platform. Book a walkthrough with our team.