Changelog

We are thrilled to unveil the completely redesigned Training Programs in Rubric! Whether you are onboarding new club executives, running a professional development workshop, or managing in-person training sessions, our new infrastructure provides a seamless, professional environment for structured learning and compliance.

The new Training Programs allow unions to create structured courses, manage enrolments, track completion, and enforce requirements all within the platform.

Head over to Student Services > Training Programs to access this new module.

Flexible Training Programs

Training Programs can be held in two ways:

• Self-paced training: Programs can include multiple units/modules, which can be required to be completed in order for step-by-step learning. Participants progress through content, quizzes, and requirements at their own pace with full progress tracking.

  

• In-person training: Sessions can be organized as events within the program, allowing unions to schedule training, manage registrations, and track attendance using the ticketing system.

  

This allows unions to manage both structured learning and live training in one place.

Self-Paced Training

Units

Each training unit can include quizzes, require a minimum pass rate, be restricted by branch tags, and have active date ranges. The system automatically calculates quiz scores, compares them to the required pass rate, highlights incorrect answers, and prevents submission if the score is too low.

Enrolment Options

Unions have multiple ways to enrol students. Individuals can be added manually, in bulk, automatically as new executives are added, or via a public enrolment link.

The system tracks enrolment date, type, expiry, and any periodic retraining requirements, making it easy to manage ongoing compliance.

Compliance & Completion

Programs can enforce completion rules such as requiring all executives to complete, at least one per club, or leaving completion optional.

For recurring training, the system can automatically schedule recompilation either after a set number of weeks or on a fixed annual date, ensuring refresher or compliance training is completed on time.

Unit Participation & Submissions

Students can participate in multiple units within a training program, with each unit displaying its completion status. From their dashboard, they can start new units, view completed submissions, and track pending ones.

This structured view gives clear visibility into progress, allowing students to easily move between units and complete their training.

In-Person Training

For in-person training, participants are managed through event registrations within the program, with attendance tracked via the ticketing system.

Additional Features

• Certificates and documents can be set up to be automatically issued upon completion

• Students can track progress, expiry dates, and upcoming retraining requirements

• Restrict access to specific society tools or executive only features until training is completed, with automatic access restoration upon completion

• Real time tracking of participants, per unit completion status, overall progress, and submission history

Potential Use Cases

• Executive onboarding and compliance training (self-paced modules)

• Role-based training for club leaders with progress tracking

• Induction sessions and workshops managed as scheduled events

• Attendance tracking for training days, camps, or programs

• Multi-session training programs (e.g. weekly or weekend sessions)

• Hybrid training with online modules and in-person sessions

Stay tuned for more exciting features up ahead!

We’re excited to introduce powerful new document capabilities in Rubric, including fully customizable Certificate Generation.

This update gives unions and administrators greater control, visibility, and automation when issuing certificates and official documents all within Rubric.

Easy Certificate Generation

Rubric now allows you to design and generate professional certificates directly within the platform, eliminating the need for external design tools or manual document creation.

Certificate Templates can be created by going into Document/Certificate Generator > Create Template, select “Certificate” as the document type, and begin designing using the built-in rich text editor.

How to issue Certificates

Navigate to Student Database, open the Actions dropdown, select Issue Document/Certificate, and choose the certificate you created earlier.

Potential Use Cases

This feature supports a wide range of scenarios, including:

• Training or course completion certificates

• Volunteer program recognition

• Club or society participation and leadership certificates

• Event attendance or achievement documentation

• Staff or student leader recognition

Stay tuned for even more enhancements and updates!

Keeping track of incoming form submissions, pending applications, and unresolved cases just got a whole lot easier. We are thrilled to introduce Email Reminders, a powerful new workflow automation feature built directly into your form settings.

Whether you're managing standard member applications or handling sensitive case management pipelines, you can now set up automated nudges to ensure no submission slips through the cracks.

How It Works

You can find the new feature inside the form builder by navigating to Settings > Notifications > Email reminders.

Once enabled, you can add as many custom reminder rules as you need. Each reminder operates on a simple, highly customizable "If / Then" logic block:

Here are a few practical use cases to illustrate how Email Reminders can be used to streamline different workflows:

Use Case 1: Student Grant Applications (Standard Form)

• The Scenario: A Student Union receives dozens of grant applications each week. The funding committee needs to review and approve them quickly to disburse funds.

• The Problem: Applications get stuck in the "Pending" queue if the reviewer forgets to approve or reject them.

• The Solution: An email reminder is set up:

  • Logic: greater than or equal to 7 days.

  • Trigger: Pending

  • Recipients: Union Finance Officer (Internal User) and grants-committee@university.edu (External Email).

• The Result: If an application sits untouched for a week, the committee receives a daily automated nudge until they review it, ensuring students get their funding decisions on time.

Use Case 2: Academic Grievances (Case Management Form)

• The Scenario: A student submits a sensitive grievance regarding a faculty member using a Case Management form.

• The Problem: The submission needs to be assigned to a caseworker immediately so the student feels heard and the issue is addressed promptly.

• The Solution: An email reminder is set up:

  • Logic: exactly 2 days.

  • Trigger: Unassigned

  • Recipients: Head of Student Advocacy (Internal User).

• The Result: If the grievance hasn't been assigned to an officer within 48 hours, the Head of Advocacy gets a direct alert to step in and assign the case.

Use Case 3: Room Booking Requests (Standard Form)

• The Scenario: Clubs and societies submit forms to book campus meeting rooms.

• The Problem: The facilities team sometimes misses requests, leading to double bookings or clubs showing up to locked rooms.

• The Solution: An email reminder is set up:

  • Logic: exactly 3 days.

  • Trigger: Pending

  • Recipients: Case officers, Facilities Manager (Internal User) and campus-security@university.edu (External Email).

• The Result: A single reminder is sent to both the facilities manager and campus security exactly 3 days after the request is submitted, prompting them to finalize the booking schedule.

Use Case 4: Long-Term Disciplinary Cases (Case Management Form)

• The Scenario: A complex disciplinary issue requires investigation over several weeks.

• The Problem: Cases can stall indefinitely if the assigned officer gets busy with other tasks and forgets to log a resolution.

• The Solution: An email reminder is set up:

  • Logic: greater than or equal to 30 days.

  • Trigger: Unresolved

  • Recipients: The Lead Investigator (Internal User) and the Ethics Board (ethics@university.edu).

• The Result: Once a case has been open for 30 days without a formal resolution, the investigator and the oversight board receive a daily summary email to ensure the investigation continues moving forward.

Our latest feature release allows election creators and editors to designate Returning Officers for an election.

When one or more returning officers are selected, only those users can view the election, edit it, and assign or remove other returning officers. This supports controlled access and clear responsibility for running the election.

How can I assign Returning Officers?

On the first step of the Create Election or Edit Election screen, you’ll see a field called Returning Officers (Optional). Click the field to see a list of people you can choose from. Select as many as you need; each person appears as a tag.

When you save the election, only the people you selected as returning officers will be able to open and manage that election. You can change the list at any time by editing the election (if you are a returning officer or have the right to edit it).

Once returning officers have been assigned, any non–returning officer who attempts to access election pages will see the following:

Use Cases

• Delegation to a dedicated team
  Assign returning officers to manage the election end-to-end, limiting access and reducing accidental changes.

• Sensitive or high-stakes elections
  Restrict access to trusted individuals to maintain confidentiality and control until results are released.

• Clear accountability
  Assign a single returning officer to ensure one clear point of responsibility.

• Delegation without full access
  Allow someone to run the election without granting broader admin rights across the platform.

We’re excited to introduce Branch Tags, a new organization wide access control feature in Rubric. Branch Tags allow unions to control which users can view or interact with specific resources by assigning tags to both users and resources across the platform.

This provides a flexible way to manage access across different branches, departments while keeping everything within the same Rubric environment.

How Branch Tags Work

Branch Tags act as labels that connect users with the resources they are allowed to access.

If a user has one or more branch tags assigned, they will only be able to access resources that share at least one of the same tags. This ensures that users only see forms, programs, reports, or societies that are relevant to their branch.

Users who have no branch tags assigned will continue to have access to resources across all branches.

Branch Tags can only be assigned or managed by administrators. Administrators themselves cannot be restricted by branch tags, ensuring they always retain full platform access.

Creating Branch Tags

Branch Tags are created within the Union Settings area. Administrators can add, edit, or remove tags using the Branch Tags management panel.

Tags are added using a simple input system where admins can type a tag name and press Enter to create it. Existing tags can be edited directly, and up to 50 custom branch tags can be maintained for an organization.

Assigning Branch Tags to Resources

Once created, branch tags can be assigned to resources across Rubric to control visibility.

Branch tagging is supported across multiple areas of the platform, including:

• Forms

• Reports

• Volunteer Programs

• Training Programs

• Societies and Clubs

When tags are assigned to a resource, only users who share at least one of those tags will be able to access it. This makes it easy to limit certain programs, reports, or workflows to specific branches or departments.

Use Cases

Branch Tags enable powerful access control across multi-branch organizations.

• Department-Based Access
  Restrict forms, reports, or programs to specific teams such as finance, volunteering, or student services.

• Branch-Specific Programs
  Ensure volunteer programs, training courses, or appointment bookings are only visible to users responsible for those areas.

• Society or Club Oversight
  Assign branch-specific staff to manage only the societies within their branch.

With Branch Tags, Rubric now provides a simple but powerful way to manage access across large organizations, ensuring the right people see the right resources at the right time.

We’re excited to introduce two new Student Question types in the Rubric Form Builder: Membership Picker and Training Completion Picker. These new fields allow forms to directly reference a student’s existing data on the platform, making submissions more accurate while reducing manual input.

Both question types are available under the Student Questions section in the form builder and allow students to select from information already associated with their account.

Membership Picker

The Membership Picker allows students to select one or more of their active memberships purchased on the platform directly within a form. Instead of manually entering membership details, the form automatically pulls a list of memberships linked to the student.

Training Completion Picker

The Training Completion Picker allows students to select from training programs they have completed on the platform. This makes it easy to reference verified training records directly in form submissions without requiring students to manually provide proof or documentation.

By connecting forms directly with student membership and training records, Rubric now enables smarter, more reliable data collection without manual verification.

Stay tuned for more powerful form building capabilities coming soon.

We’re excited to announce new updates that make managing data imports and bank details in Rubric faster and more streamlined. These updates empower unions and campus admins to handle bulk club, grant, membership type, and executive data, as well as set bank details directly from the platform.

Comprehensive Data Imports

Admins can now import data in just a few steps:

1. Club Imports – Upload and manage all club information efficiently, including club names, categories, and campus affiliations. Access via: Club Management > Import Clubs

2. Grant Imports – Add grant records seamlessly. Imports can handle multiple grants at once, keeping financial records accurate and up to date. Access via: Funding > Import Grants

3. Membership Types Import – Quickly import membership types for your clubs. This ensures all member data is consistent and properly categorized across the campus. Access via: Club Management > Import Membership Types

4. Exec Imports – Import executive member details, including positions and contact information. This allows for quick onboarding of new executives and accurate role tracking. Access via: Club Execs > Import Execs

These import tools eliminate tedious manual entry, reduce errors, and save time for admins managing large datasets.

Union Bank Details Made Easy

Admins can now set or update union bank details as a preset for new clubs directly via:
Settings > Campus Settings > Set Bank Details

This ensures all financial information is accurate and up to date for seamless transactions and reporting.

With these updates, managing your union’s data and finances has never been simpler. Stay tuned for more enhancements to make Rubric even more powerful!

We are thrilled to introduce the completely rebuilt Volunteering Programs in Rubric. This new system lets unions create structured programs, manage volunteer applications, assign and track shifts, and monitor hours automatically without needing separate tools or manual tracking.

Note on Legacy Volunteering: While the previous volunteering tools remain available for now, they are officially moving into a deprecation phase. We encourage all teams to begin migrating to this new, more powerful "Programs" infrastructure to take advantage of the enhanced features below.

Two Flexible Program Types

Unions can choose how volunteers move through the volunteering program:

Single Step

Volunteers apply and, once approved, can immediately start booking shifts.

Two Step

Volunteers submit a registration form and once approved, they can book shifts.This is ideal for programs that require screening or approval before allowing access to shifts.

Shift Management Made Simple

Shifts are organized into Shift Groups to provide clear structure and flexibility.

Create Multiple Shift Groups

Each volunteer program can have multiple Shift Groups, enabling you to manage different activities or time periods (e.g., Orientation Week, Semester 1, Special Events) within the same program. This allows each group to run independently with its own schedule and visibility.

Manage Shifts

Shifts can be assigned either through volunteer applications or directly by admins. In the application-based flow, volunteers apply for shifts and admins review and approve them. Alternatively, admins can manually assign one or multiple shifts to one or multiple volunteers at once, duplicate existing assignments, and optionally notify volunteers.

Admins can also adjust completed shift durations to ensure accurate hour tracking, allowing flexibility for late arrivals, early departures, overtime, or partial completion.

Volunteer Activity Dashboard

The Volunteer Activity Dashboard gives students a clear overview of their participation within a program. At the top of the profile, volunteers can see their enrolled program, personal details, and total completed hours, along with quick links to view the program or full profile.

The dashboard displays real-time shift statistics and a detailed table of all shift bookings related information. Volunteers can drop off eligible upcoming shifts when allowed and view their form submissions and statuses. On the main campus profile, a summary widget highlights upcoming shifts and key volunteering statistics, providing a quick snapshot of engagement and progress.

Stay tuned for more exciting features up ahead!