Why 60% of student unions are replacing event forms with this simpler workflow

Our partners’ biggest nightmare used to be event approvals.

There was a time when universities and student unions would ask clubs to fill out an event approval form, wait for it to be approved (that could take up to a month!), then head to a third-party ticketing platform to do it all over again. Copy, paste, repeat. The process dragged on, and there was a lot of back and forth.

The problem with this process is that clubs have to repeat themselves, admins have to chase down information, and compliance often falls through the cracks. In the end, no one really knows what is live, where, or whether clubs follow the right process in the first place. Sometimes events are already up somewhere else before they’re even approved.

Now multiply that by a few hundred student clubs. Yes, nightmare.

So we built something simpler.

We wanted to design a process that felt more natural, more transparent, and less time-consuming for everyone involved.

With Rubric, clubs create their event once, and as part of that same process, they submit it for approval. No extra forms, no switching platforms, no second round of admin work.

Once the event’s approved, it’s automatically published to the student union or university website and the club’s profile page. That’s it.

Why teams love it

• Clubs aren’t filling out the same info twice
• Approvals happen faster because everything’s in one place
• Nothing gets lost between platforms or emails
• Universities and unions keep full visibility and control over what gets published
• It works for free and paid events (Rubric is fully transactional)

It’s built to be part of your existing workflow – not another layer added to it.

“What used to take days now happens in under an hour.”

That’s what Stephanie from Saitsa told us when we asked about her experience using this module. In fact, they estimate that their event approvals are 90% faster now with this simple process.

It’s one of those small changes that makes a big difference: faster turnarounds, smoother collaboration between clubs and staff, and way less admin in everyone’s day.

60% of our clients are already using this.

And that number keeps growing.

If your team is still using forms, email chains, or external platforms to manage event approvals, you’re probably working harder than you need to. Book a time here and we’ll be happy to show you how this works.