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How To Use Rubric For Your Society

Use this guide to arrange admin access, keep your society’s page up to date, create memberships and set up events and tickets in Rubric.

Before you begin: All exec members who need admin access must pass the University’s Information Security course and send evidence to the Societies Team. Access will not be provided until the course has been completed.

1. Complete the training and request admin access

Protecting your personal information and your members’ information is essential. Information Security training is compulsory for every exec who wants admin access to your society’s Rubric page, including anyone whose role gives them access to names, contact details, demographic data or other personal information.

Complete the University’s Information Security course

Information Security / GDPR training link

Once you have passed the course, email societyhelp@lancastersu.co.uk with:

  • Proof of completion.
  • Your name.
  • Your society.
  • Your exec position.

A member of the Societies Team can then arrange your admin access.

Request access for another exec

The other exec must also complete the Information Security course before admin access can be provided. Email societyhelp@lancastersu.co.uk with their:

  • Society.
  • Name.
  • Email address.
  • Exec position.

Make sure their proof of completion is also sent to the team. Do not use Rubric’s invitation or role settings to bypass the training requirement.

2. Manage approved executive access

Once the Societies Team has confirmed the required training and authorised admin access, an appropriately authorised user can manage executive invitations and roles in Rubric.

  1. Select the icon in the top-right corner.
  2. Choose Society Exec Team.
  3. Find Club Executives.
  4. Select + Add Club Executive.
  5. Enter the approved exec’s details and assign the appropriate role.

To resend an invitation, open the three-dot menu beside the exec and choose Copy invite link. Send it to the intended person.

From the same menu, Change Role updates access and Remove from team revokes it. Authorised users can manage permissions in the Roles table. Check permissions carefully and do not give unapproved execs admin access.

If you cannot sign in or nobody in your society can manage access, contact societyhelp@lancastersu.co.uk. Do not send passwords or verification codes.

3. Update your society’s page

Your Rubric Link In Bio page displays your society’s profile and content. Keep it current so students can find out what you do and how to get involved.

  1. Sign in to Rubric.
  2. Open Communications → Social → Link In Bio.
  3. Select Edit Profile beneath your logo.
  4. Update your description and social media links. You can include contact links and email addresses in the description.

To replace a banner or logo, select the existing image and upload its replacement. Rubric recommends a 1400 × 500 pixel banner and a square logo. Use the pencil icon for image adjustments.

Select See live page beneath the logo to check the published page. Some content may need campus approval before appearing.

These steps apply to your Rubric page, not to HubSpot knowledge-base articles or other website pages. Speak to the Societies Team before a formal society name change.

Video: How to Update your Page on Rubric

Watch the Moodle video resource

4. Create a society membership

Once your page is up to date, prepare the membership students will use to join your society.

  1. Open Operations → Memberships → Membership Types.
  2. Select Create Membership, then Standard membership.
  3. Enter the membership name, description, price and validity period. Enter 0 for a free membership.
  4. Choose whether your society or the buyer pays applicable selling fees.
  5. Configure the signup form. Name and email are required by default; add appropriate questions and mark mandatory ones Required.
  6. Add terms and conditions if needed.
  7. Decide whether to enable Manual Membership Approval, then save.

Choose approval settings carefully: Manual Membership Approval keeps each signup pending until your club approves it. This setting cannot be changed after the membership type is created. It is approval of individual signups, not approval of the membership offering by LUSU.

For a new membership year, create a new membership type rather than editing one used by existing members, as Rubric recommends.

Video: How to Create Memberships in Rubric

Watch the Moodle video resource

5. Create an event and its tickets

Before creating your listing, check the venue, dates, description, intended audience and ticket arrangements. Complete required room bookings, risk assessments and external-speaker approvals separately. An event listing does not replace those requirements.

Add the event

  1. Open Operations → Create Event and choose the event type.
  2. Add the name, dates, banner, description and location or online details.
  3. Select Next to set up tickets. You need at least one ticket type.

Set up tickets

  1. Set ticket-sale dates, overall limits and fee handling.
  2. Under Create Tickets, select Add Ticket.
  3. Enter the name, quantity and price; use 0 for free entry.
  4. If needed, restrict purchases to eligible memberships.
  5. Configure optional ticket-specific sales times or attendee questions.
  6. Select Save. Repeat for additional ticket types, then select Next.

Review and publish

Answer any campus questions shown, choose optional merchandise or continue without it, then review the details and select Publish.

If campus approval is enabled, the event remains Pending Approval and is not public until approved. Otherwise, it publishes immediately. Available features depend on campus settings.

Check local payment and accounting arrangements with lusufinance@lancaster.ac.uk before selling paid tickets.

Video: How to Create an Event in Rubric

Watch the Moodle video resource

6. Video guidance: create an email in Rubric

Use the video resource below for guidance on creating an email in Rubric.

Video: How to Create an Email in Rubric

Watch the Moodle video resource

Video link or embed space: [Add or replace the video link/embed here]

Need help?

Platform guidance is based on Rubric Help Centre’s Exec Team Management, Link In Bio, Getting Started with Memberships and Getting Started with Events articles. The Information Security requirement and access-request process are LUSU’s local requirements.