Starter Guide: Re-Registration Workflows

Access Level: Leader, Manager, Student Org Admin, or Org Admin 

This article is intended for users with Leader, Manager, Student Org Admin, or Org Admin  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: Member 

Welcome to Re-Registration Workflows! 

This guide is your central resource for managing your organization's annual or semesterly renewal process. Whether you are a student leader submitting your organization's registration or an administrator overseeing the campus-wide process, this guide will provide a comprehensive overview of the key concepts and capabilities available to you.

Understanding Organization Standings: Concepts for All Users

To navigate the re-registration process, every user must first understand how organization statuses are classified. Your organization's standing tells the complete story of its current registration health.

• Active: The organization is fully registered and in good standing. This status does not display a badge on the organization profile.

• Pending Registration: The organization is currently in the renewal process and has a pending re-registration request. This will display a "Pending Registration" badge on the organization profile.

• Inactive: The organization has failed to register by the deadline or is not in good standing. This will display an "Inactive" badge on the organization profile.

For Student Organization Leaders

This section covers the primary responsibilities and terms you will use to manage your organization's renewal.

Your Role in Your Organization's Re-Registration

As a student leader, your primary responsibilities will be:

• Identifying Leadership: Completing the Transition of Power workflow to ensure the correct incoming leader is established in the system.

• Completing the Request: Accessing the re-registration form and submitting the required information (bylaws, meeting times, rosters, etc.).

• Tracking Your Status: Monitoring your submission as it moves through the approval process from "Pending" to "Approved."

Key Terms for Students

• Point of Contact (POC): The specific member role designated as the primary liaison for the organization. This is the user who will receive the re-registration workflow request.

• My Requests Tab: Your central hub for finding and completing workflows assigned to you, located on your left-hand navigation menu.

• Transition of Power: A preliminary workflow used to officially pass leadership permissions to the incoming POC before the actual re-registration period begins.

For Administrators

This section provides a high-level overview of the system's structure and the core capabilities available for managing your institution's re-registration ecosystem.

Core Administrative Capabilities

The Re-Registration feature is designed to give you both a broad overview and granular control over student organization renewals. Your core capabilities include:

• Establishing Timelines: Defining whether your campus uses a fixed or rolling timeline for renewals and sending bulk requests accordingly.

• Managing Standings in Bulk: Using the CSV uploader to transition returning organizations to "Pending Registration" before the launch date.

• Gaining Comprehensive Visibility: Using the "All Requests" tab to verify bulk sends, track missing submissions, and monitor campus-wide progress.

• Reviewing Submissions: Approving, denying, or sending back student submissions for further clarification.

Key Concepts for Administrators

• Fixed vs. Rolling Timeline: The two main ways to run your process.

  • Fixed Timeline: Requires all organizations to register within a universal window (e.g., April 1–May 1). Requests are sent in bulk.

  • Rolling Timeline: Renewals happen continuously throughout the year based on individual club election cycles. Requests are sent on an as-needed basis.

• All Requests Tab: A centralized view available only to Org Admins and Student Org Admins. It displays all requests created at the organization, regardless of whether the admin is a participant, allowing you to easily verify that requests were sent successfully.

• Admin Groups: The designated groups of staff members (e.g., "Registration Review Group") who have permission to review the submitted workflows.

• Canceling Requests: The administrative action required if a re-registration request is sent to the wrong student (e.g., the outgoing president instead of the new POC). The active request must be canceled and reissued once the roster is updated.

If you have additional questions, chat with us below or send us an email at support@suitable.co.