QR O-week sign-ups
A stall-ready sign-up that works on any phone, takes payment and adds them to your member list on the spot.
University club software: members, events & tickets
University clubs: members and events that survive every handover. Run the club, not the spreadsheet.
O-week sign-ups on a clipboard, membership fees by bank transfer with "ref: Josh" and a treasurer matching it all up at 1am. Then the committee changes and half the records walk out the door with last year's president. We build membership, ticketing and finance systems for university clubs and societies that stay with the club year after year. Then we host them and look after them.
Looking for university club membership software that survives the next committee?
A university club is a small business run by full-time students who change every year. You've got members to sign up, fees to collect, a ball to sell out, a camp to organise, sponsors to keep happy and a student union wanting member numbers for affiliation. Most clubs juggle Google Forms, a shared spreadsheet, three group chats and a bank account only the treasurer can see. It holds together until handover week.
Wollopit builds custom software for university clubs around how your club actually runs. Members sign up and pay at the O-week stall in under a minute. Tickets sell themselves at member and non-member prices. Every account belongs to the club, not to whoever made it in second year. We connect the tools you already like, replace the ones causing grief and look after the lot on our own servers, so next year's committee starts with everything in place.
01The problems
What we hear from university clubs
Does your university club have these problems? Here's how we'd fix them.
Most clubs we talk to have keen committees and brilliant events. What they don't have is a system that remembers anything once the people who ran it graduate.
- The problemO-week sign-ups on paperA clipboard at the stall, emails nobody can read and a sheet that gets typed up three weeks later. If it gets typed up at all.How we fix itA QR code on the stall banner. Students sign up and pay on their phone in under a minute and get a welcome email straight away.
- The problemMembership fees by bank transferStudents transfer five bucks with a random reference and the treasurer spends a weekend matching names to a bank statement.How we fix itOnline payment by card, Apple Pay or Google Pay. Receipts go out on their own and paid status updates instantly.
- The problemWho's actually a member?Someone scrolls a spreadsheet at the door of the pub crawl while a queue builds behind them.How we fix itA digital member card in their phone wallet. Scan it at the door or flash it for member pricing.
- The problemTickets sold through group chatsBall tickets sold by DM, paid by transfer and tracked in a sheet. Someone always turns up claiming they paid.How we fix itEvent ticketing with member and public prices, capacity caps, waitlists and QR check-in on any phone.
- The problemHandover wipes the slate cleanThe Google Drive belongs to someone who graduated. The Instagram password is in last year's president's head.How we fix itClub-owned accounts tied to roles, not people. Hand over the treasurer role and everything goes with it.
- The problemThe treasurer is drowningReceipts in a shoebox, reimbursements requested by DM and a budget nobody else can see.How we fix itExpense claims with receipt photos, committee approval, payment tracking and live budget reports.
- The problemAffiliation and grant paperworkThe student union wants member numbers, student IDs and event reports by Friday. Nobody knows where any of it lives.How we fix itReports for affiliation, grants and acquittals pulled out in a couple of clicks with the data already in order.
- The problemMessages lost across five channelsA Facebook group, an Instagram story, a Discord server and an email nobody opens. Half the members miss the event.How we fix itOne place to message members by email and SMS, with events posted to your website and calendar automatically.
- The problemSponsors promised the worldLogos on the ball program, a shout-out each month and a discount for members. Then nobody follows up.How we fix itA sponsor tracker with deals, deliverables and due dates so every promise gets kept and next year's renewal is easy.
- The problemMerch orders by Google FormHoodie sizes wrong, money chased for weeks and a pile of unclaimed jumpers in someone's boot.How we fix itMerch pre-orders with sizes, payment up front, order cut-offs and a pickup list you tick off on the day.
- The problemCamps and balls by spreadsheetDietaries, rooming lists, waivers, buses and payment plans spread across six tabs and a lot of stress.How we fix itBig event registrations with dietary and medical info, waivers, room and bus allocations and instalment payments.
02What we build
Solutions
What we build for university clubs. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Memberships & renewals
Annual or semester memberships, student and alumni tiers, renewal reminders and automatic receipts.
Digital member cards
A member card in Apple Wallet or Google Wallet with a QR code to scan at events and partner venues.
Event ticketing
Pub crawls, balls, socials and workshops with member and public pricing, caps, waitlists and QR check-in.
Camp & ball registrations
Dietary and medical details, waivers, rooming and bus lists plus instalment payments for the big ones.
Handover-proof club accounts
Logins tied to committee roles, a shared document vault and a handover checklist for each position.
Treasurer's dashboard
Income and spending by event, budget versus actual and a clear view of what's in the bank.
Expense claims
Members snap a receipt, the committee approves and the treasurer sees what's owed and what's paid.
Member emails & SMS
Newsletters, event reminders and urgent updates to all members or just the ones going.
Sponsor tracker
Every sponsor deal with its perks, logos, deliverables and renewal dates in one place.
Merch pre-orders
Hoodies, shirts and stash with sizes, payment, cut-off dates and a pickup checklist.
Affiliation & grant reports
Member counts, student numbers and event summaries in the format your student union asks for.
A club website
Fast on phones with your events, committee, sponsors and a big join button. Easy for any committee to update.
03The systems
The big ones
Your whole club, on one system.
These are the systems clubs and societies ask us about most. Each one works on its own and they get properly useful once they're joined up.
Memberships & O-week
Sign up, pay and get a card before they've left the stall.
Students scan a QR code, fill in a short form and pay on their phone. Their member card lands in their wallet straight away. Your member list is live from the first minute of O-week.
- QR sign-up on banners and flyers
- Card, Apple Pay and Google Pay
- Student, alumni and associate tiers
- Student number captured for affiliation
- Digital member card in their wallet
- Welcome email sent automatically
- Renewal reminders each year
- Live member count on the stall tablet
- Duplicate and expired member checks
Events & ticketing
Tickets that sell themselves and check people in at the door.
Create an event once and it goes on your website and calendar with tickets ready to sell. Members get member pricing automatically. On the night anyone on the committee can scan tickets on their phone.
- Member and public ticket prices
- Early bird and group tickets
- Capacity caps and waitlists
- QR check-in on any phone
- Dietary and accessibility questions
- Waivers for sport and adventure events
- Instalment plans for camps and balls
- Reminder emails and SMS
- Attendance and takings per event
Committee handovers
Hand over the role, not a mess.
Every login, document and record belongs to the club and sits behind committee roles. When a new president or treasurer is elected you swap the person in the role. Everything they need is already there.
- Accounts owned by the club
- Access tied to committee roles
- One-click role handover after the AGM
- Shared document and template vault
- Handover checklist per position
- Past events with budgets and notes
- Supplier and venue contacts kept
- Constitution and AGM minutes stored
- Full history of who changed what
Finances & sponsors
A treasurer's job that fits around exams.
Every ticket, membership and merch sale is recorded as it happens. Expense claims come in with receipts attached and sponsor deals sit next to the money they bring in. Reports for the student union are ready when they ask.
- Income by event, membership and merch
- Budget versus actual per event
- Expense claims with receipt photos
- Committee approval before payment
- Reimbursements tracked to paid
- Sponsor deals and deliverables
- Grant and acquittal reports
- Exports to Xero or a spreadsheet
- Read-only view for the faculty adviser
04How it changes
Before and after
O-week, wolloped.
Here's how an O-week stall could change. Every club runs things a bit differently, so we map yours first.
Before
- Clipboard sign-up sheet with smudged emails
- Bank details on a sign for membership fees
- Treasurer matching transfers for weeks
- Member list typed up by hand in March
- New members added to the group chat one by one
After
- QR code on the banner and a 60-second sign-up
- Membership paid by card on their phone
- Receipts and paid status sorted automatically
- Live member list from the first minute
- Member card and welcome email sent instantly
05Services
Everything under one roof
Software, websites and systems for university clubs.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for university clubs
Built around how your university club actually runs: qR O-week sign-ups, memberships & renewals and the admin in between, in one system you own.
Websites for university clubs
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
University club system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for university clubs
Digital member cards and event ticketing: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Google Workspace, Microsoft 365 and Google Forms so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your university club, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools your club already relies on, work alongside the platforms you're happy with or replace the ones causing headaches.
- Google Workspace
- Microsoft 365
- Google Forms
- Stripe
- Square
- PayPal
- Xero
- Humanitix
- TryBooking
- Eventbrite
- Mailchimp
- Twilio SMS
- Google Calendar
- Zoom
- Canva
- Discord
- Apple Wallet
- Google Wallet
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your university club: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit down with your committee and look at O-week, your events and the treasurer's spreadsheets to see what's actually causing the pain.
- 02
Archi-tech
We plan it before writing code: your members, events, money, sponsors, committee roles, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually sign-ups and ticketing first so you get a win before O-week.
- 04
Look after
We host it, maintain it and keep it running through every committee change. When something breaks you call the people who built it.
08Questions
FAQ
Things university clubs ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can the next committee take over easily?
Yes. That's the whole idea. Accounts belong to the club and access is tied to roles, so after the AGM you swap people into roles and nothing gets lost.
Can members get member pricing automatically?
Yes. When a member buys a ticket or merch they're recognised and charged the member price. Non-members see the public price and an option to join.
Can it produce the numbers our student union wants?
Yes. We build reports around what your union asks for, like member counts, student numbers and event summaries. They export in a couple of clicks.
We already use Humanitix and Google Forms. Do we have to switch?
No. If a tool is working for you we build around it and connect it up. If it's holding you back we'll show you what replacing it would involve before anything changes.
Is our members' data kept private?
Yes. Data sits on our own managed servers with access limited by committee role. Outgoing committee members lose access when they hand over.
How much does it cost?
It depends on what your club needs, so we quote up front once we understand it. No surprise invoices, no lock-in and the club owns what we build.
How long does it take?
Smaller jobs like O-week sign-ups or ticketing can be quick. Bigger systems are built in stages so you get the first win early, ideally before O-week.
Who looks after it once it's built?
We do. We host it, keep it updated and secure and stick around through every committee change. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most university clubs we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got an university club problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.