Overview

The Siterians ClubHive is a web-based management system developed for Sitero Francisco Memorial National High School (SFMNHS). This system is designed to make the management of school organizations more efficient by providing a centralized platform that digitizes essential processes such as club membership registration, event scheduling, information dissemination, and the election voting system.

Purpose of Documentation

This documentation serves as a comprehensive guide for all users of Siterians ClubHive. It provides clear instructions on how to navigate the system, understand its features, and perform specific tasks according to user roles.

System Requirements

To ensure smooth performance, make sure that:

  • You are using an updated browser version
  • You have a stable internet connection
  • Your device (desktop, laptop, or mobile) has JavaScript enabled

Getting Started

System Access

Siterians ClubHive can be accessed through any modern web browser using this link: siteriansclubhive.digigov.ph. Upon visiting the link, users are directed to the Landing Page, where they can view general information about the system and access this Documentation before logging in.

Creating an Account

  • • Account creation is handled by the admin to ensure security and proper role assignment
  • • Students receive their login credentials from their respective advisers or the admin
  • • Teachers are registered by the admin and assigned to manage their respective clubs
  • • Users can later update their profile information after logging in

Logging In

  1. 1. From the landing page, click "Login"
  2. 2. Enter the email address and password given to you
  3. 3. Click Sign In
  4. 4. If successful, you will be redirected to your role-based dashboard

If login fails, use the Forgot Password option if you need to recover your account.

System Navigation

Interface Overview

Once users log in to Siterians ClubHive, they are directed to their role-based dashboard, where they can view essential information and access tools relevant to their role.

The interface is designed with simplicity and clarity in mind, featuring:

  • A navigation sidebar for quick access to modules
  • A header section showing user info and logout option
  • A main content area where all features and data are displayed

Navigation Sidebar

The Navigation Sidebar is located on the left side (or top bar on mobile devices). It allows users to easily move between different modules of the system. While the sidebar options differ based on roles, the common structure includes:

For Admin:

  • • Dashboard – System overview, statistics, and quick actions
  • • Manage Clubs – Add, view, edit, and delete clubs
  • • Manage Users – Add, view, edit, and delete users
  • • Action Logs – View activity history within the system

For Teachers:

  • • Home – Posts from all clubs and upcoming events
  • • Events – All events shared by clubs
  • • Event Approvals – (SSLG Adviser only) Pending events for review
  • • Assigned Club – Manage specific club(s) under advisership

For Students:

  • • Home – Posts from all clubs and upcoming events
  • • Events – All events shared by clubs
  • • Clubs – Lists all available clubs to join
  • • My Club – Information about joined club(s)

Admin Guide

The Admin is responsible for overseeing the overall operation and maintenance of the system. Its focus is on system-level operations rather than organizational or club-related management. They have exclusive access to a dashboard that displays important statistics and insights, manage clubs, manage users, and action logs.

Accessing the Admin Dashboard

  1. 1. Log in using your Admin credentials
  2. 2. You will be directed to the Admin Dashboard
  3. 3. Use the Navigation Sidebar on the left to access specific modules such as Manage Clubs, Manage Users, and Action Logs

Managing Clubs

To View Club:

  1. 1. Go to Manage Clubs from the sidebar
  2. 2. Locate the club you want to view the details
  3. 3. Click the "View Details"

To Create a Club:

  1. 1. Go to Manage Clubs
  2. 2. Click Add Club
  3. 3. Enter details
  4. 4. Click "Add Club"
  5. 5. The new club will now appear in the club list

To Edit or Delete Club:

  1. 1. Click the Club you want to edit or delete
  2. 2. Click the "Edit Club" button to update club information
  3. 3. Click the "Delete Club" button to remove club (a confirmation prompt will appear before deletion)

Managing Users

To View User:

  1. 1. Go to Manage Users from the sidebar
  2. 2. If you want to view the detailed information of the user:
  3. 3. Click the View (👁) icon to view the detailed information of the user
  4. 4. Enter the password for verification

To Add User:

  1. 1. Go to Manage Users from the sidebar
  2. 2. Click Add User
  3. 3. Fill out the required fields
  4. 4. Click "Add User"
  5. 5. The new user will now appear in the user list

To Edit or Delete a User:

  • • Click the Edit (🖊️) icon to update user details
  • • Click the Delete (🗑️) icon to remove a user (a confirmation prompt will appear before deletion)

Note: Deleted users cannot log in unless re-added by the admin.

Managing Action Logs

To View Logs:

  1. 1. Go to Action Logs from the sidebar
  2. 2. Enter the password for verification
  3. 3. Browse or use search and filter for specific activities

To Archive Logs:

  1. 1. Click the "Cleanup Old Logs" button on the upper right of the page

Note: Only logs older than 30 days will be archived.

To View Archived Logs:

  1. 1. Click the "View Archives" button beside the "Cleanup Old Logs" button
  2. 2. The list of archived logs extracted into a json file format will display

To Download or Delete Archived Logs:

  • • Click the Download (📥) icon to download the json file
  • • Click the Delete (🗑️) icon to delete the file of an archive log
  • • Confirm the deletion when prompted
  • • A success message will appear after the old logs are removed

Note: Archived logs can only be deleted if they are older than 90 days.

Exporting Data (Admin)

Admin can download various types of data in the system, such as user data, club data, and action logs in multiple file formats.

  1. 1. From the dashboard, click the "Export Data" button
  2. 2. Choose the data you want to download
  3. 3. Select the desired file format for the download

Teacher Guide

The Teachers, specifically the club advisers, are responsible for managing the clubs assigned to them, such as member handling, event and post management, officer election creation.

Accessing the Teacher Dashboard

  1. 1. Log in using your Teacher credentials
  2. 2. You will be directed to the Home page
  3. 3. Use the Navigation Sidebar on the left side to access modules such as Home, Events, Event Approvals, and Assigned Club

Profile Management

Updating Profile Information:

Teachers can update their personal details to ensure accurate information is displayed in the system

  1. 1. Click your profile in the top-right corner of the page
  2. 2. Click "Your Profile"
  3. 3. Update your details (e.g., contact number, address, or other personal info)
  4. 4. Click "Update Profile" to apply updates
  5. 5. A confirmation message will appear after successful update

Updating Password:

For account security, teachers can change their passwords anytime

  1. 1. Click your profile in the top-right corner of the page
  2. 2. Click "Your Profile"
  3. 3. Enter your current password
  4. 4. Enter a new password
  5. 5. Re-enter the new password
  6. 6. Click "Update Password"
  7. 7. A confirmation message will appear after successful update

Viewing Events:

Teachers can view all published events of all clubs depending on their visibility.

  1. 1. Navigate to Events in the sidebar
  2. 2. All events will be displayed
  3. 3. You can use the search and filter to find specific events

Managing Assigned Club

To Create a Post:

  1. 1. Click the Advised Clubs in the sidebar, then select the club you will manage
  2. 2. You will be redirected to the home page of the selected club
  3. 3. Click the "Create a Post" field
  4. 4. Fill out the fields such as caption, upload optional attachments (image or document), and set visibility (Public, Club Members Only)
  5. 5. Click the "Post" button to publish it
  6. 6. Your post will now appear in the feed according to the chosen visibility settings

To Create an Event:

  1. 1. Navigate to the Events in the top bar of the selected club
  2. 2. Click "Create Event" button
  3. 3. Fill out event details such as title, description, visibility, date, time, location, and optional documents
  4. 4. Click "Create Event"
  5. 5. Wait until it will be approved by the SSLG Adviser

Approved: Event will be published and added to the list.

Rejected: Event will not be published, but may be re-submitted depending on the reason.

To Edit or Delete an Event:

  • • Locate the event you wish to modify
  • • Click the Edit (🖊️) button to update event details
  • • Click the Delete (🗑️) button to remove the event (a confirmation prompt will appear)

To View Member Info:

  1. 1. Navigate to the People in the top bar of the selected club
  2. 2. Locate the member you want to view the information
  3. 3. Click the View (👁️) button
  4. 4. A detailed profile will appear, including personal and emergency contact information

To Add Member:

  1. 1. Click "Add Member" button
  2. 2. Search student/s by their name or email
  3. 3. Select the student/s you want to add
  4. 4. Click the "Add Selected Members" button to add them in your club
  5. 5. The new member will now appear in the people list

To Update Member:

  1. 1. Find the member you want to update the position and permission
  2. 2. Click the Edit (🖊️) button
  3. 3. Select the new position in the dropdown or Enter the additional position
  4. 4. Once a person is assigned a position, you can grant them permission to post and create events by toggling the button to the "on" position

To Remove a Club Member:

  1. 1. Find the member to be removed
  2. 2. Click the Remove (🗑️) button
  3. 3. Confirm the deletion when prompted
  4. 4. The member will be removed from the people list

To Approve/Reject Student:

  1. 1. Navigate to the People in the top bar of the selected club
  2. 2. Scroll down the page
  3. 3. Click "Approve" button if you want to approve its membership request
  4. 4. Click "Reject" button if you want to reject its membership request

Creating Officer Election

To Create a Voting Election:

  1. 1. Navigate to the Voting in the top bar of the selected club
  2. 2. Scroll down the page until you see the form
  3. 3. Fill out the details of your election including the title, description, and end date
  4. 4. Click the "Create Voting" button
  5. 5. An Election event is created and you can now add candidates

To Add Candidates:

  1. 1. Click the "Add Candidates" button
  2. 2. Select the Position
  3. 3. Enter the Student Name by searching them by name or email
  4. 4. Enter the Partylist
  5. 5. You can click "Add Candidate" if there's multiple students that will run in the position selected
  6. 6. Once all candidates are added
  7. 7. Click "Save Candidates"

To Edit Candidate:

  1. 1. Make sure your election is unpublish
  2. 2. Click the Edit (🖊️) icon beside the name of the student you want to edit the details
  3. 3. Click "Update Candidate" to save it

To Delete Candidate:

  1. 1. Make sure your election is unpublish
  2. 2. Click the Delete (🗑️) icon to delete beside the name of the student you want to remove
  3. 3. Confirm the deletion when prompted

To Publish/Unpublish Officer Election:

  • • The election is created in an unpublished state by default
  • • Click the "Publish" button to publish it
  • • Click the "Unpublish" button to unpublish it

Event Approvals (SSLG Adviser Only)

SSLG Advisers can review events submitted by clubs for approval.

To Approve or Disapprove Events:

  1. 1. Go to Event Approvals from the sidebar
  2. 2. Click "Review Details" on a pending event
  3. 3. Review event details, attachments, and schedule
  4. 4. Click Approve to allow posting or Reject to cancel the event and the reason for its cancellation

Export Data (Teacher)

To Export Events Data:

  1. 1. Click the Advised Clubs in the sidebar, then select the club you will manage
  2. 2. Navigate to the Events in the top bar of the selected club
  3. 3. Click "Export Events" button
  4. 4. Choose your desired file format
  5. 5. Save it into your device

To Export Club Membership:

  1. 1. Click the Advised Clubs in the sidebar, then select the club you will manage
  2. 2. Navigate to the People in the top bar of the selected club
  3. 3. Click "Export Members" button
  4. 4. Choose your desired file format
  5. 5. Save it into your device

To Export Election Results:

  1. 1. Click the Advised Clubs in the sidebar, then select the club you will manage
  2. 2. Navigate to the Results in the top bar of the selected club
  3. 3. Select the election you want to download the results
  4. 4. Click "Export Results" button
  5. 5. Choose your desired file format
  6. 6. Save it into your device

Student Guide

The Students, specifically the club members, are the primary users of the system where they can stay updated on events, announcements, and elections.

Accessing the Student Dashboard

  1. 1. Log in using your Student credentials
  2. 2. You will be directed to the Home page
  3. 3. Use the Navigation Sidebar on the left side to access modules such as Home, Events, Clubs, and My Club

Student Profile Management

Updating Profile Information:

Students can update their personal details to ensure accurate information is displayed in the system

  1. 1. Click your profile in the top-right corner of the page
  2. 2. Click "Your Profile"
  3. 3. Update your details (e.g., contact number, address, or other personal info)
  4. 4. Click "Update Profile" to apply updates
  5. 5. A confirmation message will appear after successful update

Updating Password:

For account security, students can change their passwords anytime

  1. 1. Click your profile in the top-right corner of the page
  2. 2. Click "Your Profile"
  3. 3. Enter your current password
  4. 4. Enter a new password
  5. 5. Re-enter the new password
  6. 6. Click "Update Password"
  7. 7. A confirmation message will appear after successful update

Viewing Events:

Students can view all published events of all clubs depending on their visibility.

  1. 1. Navigate to Events in the sidebar
  2. 2. All events will be displayed
  3. 3. You can use the search and filter to find specific events

Joining a Club

Students can browse all available clubs and send a membership request to join.

To Join a Club:

  1. 1. Navigate to Clubs in the sidebar
  2. 2. Browse or use the Search Bar to find the club you wish to join
  3. 3. Click the View Details button beside the club name
  4. 4. Answer the registration question if there's any
  5. 5. Click the "Request to Join" button
  6. 6. Wait for the club adviser's approval
  7. 7. Once approved, the club will appear in your My Club list

Note: If the club's approval is turned off, then your request to join is automatically approved.

Accessing Your Club

To View Club Posts:

  1. 1. Click the My Clubs in the sidebar, then select the club that you want to create a post with
  2. 2. Posts are displayed chronologically

To View Club Members:

  1. 1. Navigate to the People in the top bar of the selected club
  2. 2. The list of all officers and members will appear
  3. 3. Use the Search bar to find specific members

To Create a Post (if you have permission):

  1. 1. Click the My Clubs in the sidebar, then select the club that you want to create a post with
  2. 2. You will be redirected to the home page of the selected club
  3. 3. Click the "Create a Post" field
  4. 4. Fill out the fields such as caption, upload optional attachments (image or document), and set visibility (Public, Club Members Only)
  5. 5. Click the "Post" button to publish it
  6. 6. Your post will now appear in the feed according to the chosen visibility settings

To Create an Event (if you have permission):

  1. 1. Navigate to the Events in the top bar of the selected club
  2. 2. Click "Create Event" button
  3. 3. Fill out event details such as title, description, visibility, date, time, location, and optional documents
  4. 4. Click "Create Event"
  5. 5. Wait until it will be approved by the SSLG Adviser

Approved: Event will be published and added to the list.

Rejected: Event will not be published, but may be re-submitted depending on the reason.

To Edit or Delete an Event:

  • • Locate the event you wish to modify
  • • Click the Edit (🖊️) button to update event details
  • • Click the Delete (🗑️) button to remove the event (a confirmation prompt will appear)

Voting in Officer Elections

To Vote in an Officer Election:

  1. 1. Navigate to the Voting in the top bar of the selected club
  2. 2. The current election for the selected club will be displayed
  3. 3. Review the list of candidates and their respective positions and partylists
  4. 4. Select your preferred candidate for each position
  5. 5. Check the Data Privacy Notice before you can submit your vote
  6. 6. Click "Submit Vote" then a modal will pop up for review
  7. 7. Click "Submit" to confirm your vote
  8. 8. A confirmation message will appear after successful submission