Preparing for Re-Registration – Suitable

Access Level: Publisher or Administrator

This article is intended for users with Publisher or Administrator access in Suitable. If you don’t have one of these roles, some of the steps outlined below may not be available in your account.

Ineligible Roles: Student, Contributor, Advisor

Note:

This guide serves as a central resource for Administrators who are preparing to launch their institution's annual or semesterly student organization renewal process.

Keep in mind...

Workflow Construction: There is a setup portion to workflows that is handled by the Suitable team. The steps below apply before the official re-registration workflow is launched to your students.
Permissions: Managing workflows and organization standings is an administrative function and is only available for users with Org Admin or Student Org Admin permissions.
Prerequisite: Organizations must have an assigned "Point of Contact" (POC) to ensure the request is routed to the correct student leader.

Shortcuts

For Administrators: Preparing for Launch

Before you send out your official re-registration requests, there are three critical steps you must take to ensure a smooth process for both you and your student leaders.

1. Defining Your Timeline: Fixed vs. Rolling

Before initiating any workflows, administrators must decide how the re-registration period will be structured. This determines how and when you will send your requests.

Fixed Timeline: All student organizations must re-register within a specific, universal window (e.g., April 1st through May 1st). Requests are sent in bulk to all organizations at the same time.
Rolling Timeline: Organizations re-register continuously throughout the year, typically based on their individual election cycles, academic calendars, or original creation dates. Requests are sent on a rolling, as-needed basis.

2. Deploying the Transition of Power Workflow

To ensure the re-registration request goes to the correct student leader, it is highly recommended to deploy the "Transition of Power" workflow ahead of the actual registration workflow.

Why this is important: Re-registration requests are sent to the designated Point of Contact (POC). If an organization recently held elections but did not update their roster, the request will go to the outgoing president.
The Solution: Send out the Transition of Power workflow first. This prompts current student leaders to officially identify and pass permissions to the new POC.
Note: If the re-registration request is sent before the new POC is identified, the administrator will need to manually cancel the active request and reissue it once the roster is corrected.

3. Bulk Updating Organization Standings

Before the re-registration window officially opens, administrators should update the standing of all returning student organizations.

Action: Update all applicable organizations to a "Pending Registration" standing.
Why this is important: This provides immediate clarity on the organization's profile. It signals to students and staff that the organization is currently in the renewal process, and makes it easy for administrators to filter and identify non-compliant organizations once the deadline passes.
How to do it: Use the bulk CSV organization uploader. Export your current organization report, change the "Account Standing" column to "Pending Registration" for all returning organizations, and upload the updated file back into the system.

Once these three steps are complete, your institution is ready to launch the official Re-Registration workflow to your student organizations!