Campus Club Management System Application

DOI : 10.17577/IJERTCONV10IS12005

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Campus Club Management System Application

Mukthashree B*, Manasi N S*, Chinmayee K G*, Amrutha G*, Manjuprasad B#

Student*, Associate Professor# Department of Computer Science and Engineering,

GSSS Institute of Engineering and Technology for Women, Mysore, India Affiliated to Visvesvaraya Technological University, Belagavi Karnataka

Abstract The main purpose of this work is to promote fluent execution of events conducted by the respective clubs. The project is structured in such a way that different stages of an event, right from the beginning to the conclusion, can be easily handled by the user. The website includes functionalities such as registration of events, downloading of materials from the club inventory, providing feedback of the event, generation of certificates etc. On the other hand, the admin has direct access to the database, uploads the resources, heads the initiation of event registrations and parallelly tracks the number of participants, view the feedback provided by the user and enable certificate generation. This proposed idea provides ease to manage all the club activities through a single platform.

Keywords HTML, MySQL, PHP, Club Management, Web Server.


    This idea is deployed as a real time project aimed at helping the college to manage all its clubs effectively and for the students to make the best use of all the activities conducted by the club. The website not only maintains a database of all the details related to the events but also showcases the performance of each club in different aspects for better understanding of each club's growth. The work is highly scalable. Therefore, any further additions with respect to the events being conducted could be flawlessly included.

    Need of web Application

    A an application with whose help the client requests are processed and desired outputs are given is known a web application. Basically, a HTTP request is initiated by the browser for specific information to be fetched which lies in the web server. This particular piece of information is then located using its specific URL. The web then reciprocates with the required page of content in the HTML format which is then displayed to the client on the user interface. The major idea for web application roots from the concept of server-side requests. The web, subsequently may be comprised of many layers. The project under consideration provides user with club specific event details and allows the user to register for events directly from dashboard. The students can also request certification genertaion for the respective events theyve participated in. The system also includes a use case where in feedback generation is crucial for the certificates to be downloaded. Later, whenever the admin requests the feedback details, the server provides the admin with detilas in a HTML page.

    Need for club management

    Any educational institution is a huge reponsibility in itself to manage. An instititution aims at the overall devlopment of its students. Formation of different clubs based on students interest not only contributes to their co-curricular growth but also reflects on an institutions mission and vision. Different activities and events conducted by the club will give life to the clubs. In this case, it is quintessential for the institute to manage the huge database with respect to all the clubs for many viable reasons. The management system facilitates smooth handling and maintenance of all the information. It also helps the institution to compare and understand the performance of different clubs . As the statistics are in the form of graphs, it can be easily shown to board as an integral part of activities that are being conducted to accentuate the overall devlopment of its stuidents. .

  2. REQUIREMENTS Software Requirements:

  • IDE: Notepad++ v7.9.1

  • Programming languages: MYSQL,PHP,JavaScript,HTML,CSS

  • Backend: Xampp server

    Minimum Hardware Requirements for Xampp:

  • RAM: 4GB+

  • Processor: Intel I5 Dual core

  • Hard Disk: 250GB+ Minimum Requirements for Client:

  • Browser. (prefered : Google Chrome)

  • Desktop or mobile.

  • Internet connection.

    Command to install XAMP on windows

  • Open your command prompt. In the Windows 10 Search box, type CMD and when its icon appears in the result click it to run the command prompt as administrator.

  • Install XAMPP on Windows 10.

  • Run XAMPP.


    Flow chart

    A flowchart is a diagrammatic picturisation of the processes that are to take place in a system. The processes shown in the chart may or may not be in order. In the flowchart shown below, all the processes included are represented. The flowchart begins and ends at the terminals indicated using oval shaped diagrams. Diamond shaped object necessitates decision making. All the other objects defined by rectangular boxes represent processes taking place in the website. The process shown adjacent to each other are in sequence. This flow chart represents the actions of students and admin that can be performed.

    Figure-2 : System architecture of the system.

    • Source Code Database connectivity:






$conn=mysqli_connect($server,$user,$password,$db); if(!$conn){

die('Could not Connect My Sql:' .mysql_error());



The database is named as elevate at the back end, Host: local host, User Name: root, Password: mysql.

For the successful connection the all the above parameters should match, otherwise their connection error message will be displayed.

Fetching the value:

$club_name= $_POST['club_name'];

$event_name= $_POST['event_name'];

$event_desc= $_POST['event_description'];

$event_date= $_POST['event_date'];

$no_of_participants = $_POST['no_of_participants'];

$file= $_POST['file'];

Figure-1 : Flow chart of the system.

System architecture

System architecture gives a bird's eye view of the website as a whole. System architecture is simple and easier to comprehend compared to all the other high-level diagrams. System architecture is represented using graphical images for better understanding. In the diagram below, the web server, which acts as both server and database, and user interfaces are represented by their respective picturisation. System architecture mainly focuses on placement of hardware and software. It is designed based on the need and structure of a system.

The respective values are fetched form the input of the user and stored in the respective variables. For an instance, the value of event name is fetched from the input and assigned to the variable $event_name.

$sql="SELECTnew_event.*,event_registration.event_id,count(ev ent_registration.event_id) as par from event_registration,new_event WHERE new_event.event_id=event_registration.event_id group by event_registration.event_id";

$muktha = mysqli_query($conn, $sql); if(mysqli_num_rows($muktha)>0)


foreach($muktha as $row)


Query accomplishment:

<section class="login">

<div class="login_box">

<div class="left">

<div class="contact">

<form action="index.hp" method="POST">


<div class = "textbox">

<input type = "text" placeholder = "USN" name = "usn" required>


<div class = "textbox">

<input type = "password" placeholder = "Password" name = "password" required>


<button class="submit" name = "Login" value = "Login"





<div class="right">

<div class="right-text">





The above query is processed and executed. The number of participants is dynamically fetched from the registration details.


<td><?php echo $row['event_id']; ?></td>

<td><?php echo $row['event_name']; ?></td>

<td><?php echo $row['event_description']; ?></td>

<td><?php echo $row['event_date']; ?></td>

<td><?php echo $row['par']; ?></td>

<td><?php echo $row['file']; ?></td>

<td><a href="upload/<?php echo $row['file']; ?>" target="_blank">View</a></td>

<td><a href="upload/<?php echo $row['file']; ?>" download>Download</td>


<form action="delete.php" method="POST">

<input type="hidden" name="delete_id" value="<?php echo

$row['event_id']; ?>">

<input type="hidden" name="delete_file" value="<?php echo

$row['file']; ?>">

<button onclick="return confirm('The details will be deleted from the dashboard. are you sure you want to delete? ');" type="submit"

Displaying the database content:








Here the echo command fetch the respective details from the database and display it on the browser, and it also provides features to view and download the resources.

Front Page


The below screenshot represents is the front page of the web application. It consists of login for coordinators (admin) and students (user). After login the page will be redirected based on the profile of the user.

Figure-1 : Login page of the system.

The above is the code snippet for Front Page, here there is a class named as login_box. The <input> tag is used to take the inputs from the user where it specifies the type, class, name and value. The text box is aligned to the left side of the page. Input value consists of a button named as login, after submitting, the values are validated and stored in the database.

$query="select * from login where usn='$usn' and





" .


if($row['usn']==$usn&&$row['password']==$passwo rd && $row['login_type']=='admin'){ echo"<script>'home_page_admin.php','_self')</scri pt>";

$_SESSION['usn']=$usn; if(isset($_SESSION['usn'])){ echo $_SESSION['usn'];



elseif($row['usn']==$usn&&$row['password']==$password &&

$row['login_type']=='user'){ echo"<script>'home_page_user.php','_self')</script





This is the code for redirecting the user to their specific page based on their role.

Figure-1 : The dashboard of the system.


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This work is been deployed as real-time project and is going to be deployed in our college server. The team aims at facilitating a website which allows both the students and faculty to make use of the clubs to all its best abilities. The project is equipped with all the use-cases such as, initiating an event, enabling registration form, accessing resources material, providing feedback and downloading certificates, which allows smooth execution event conduction by all the clubs.