College Club Portal with Member Directory, Event Calendar and Budget Reports

A college club portal is a web application where a college's student clubs manage their members, events and money in one place instead of across spreadsheets, chat groups and paper registers. This portal gives each club a searchable member directory, a shared event calendar, and a budget tracker that records every entry with its approver and produces a balance report.

Most colleges run five or more student clubs, yet each club keeps its own records in its own way: one club tracks members in a spreadsheet, another keeps event dates in a WhatsApp group, and the treasurer carries the budget in a notebook. When office bearers graduate, the records leave with them, so the next team starts from scratch and repeats the same mistakes. Money is the weakest link — without a shared ledger, nobody can say how much was collected, what was spent, or who approved each payment, and disputes surface only when the next event needs funding. Events clash because no single calendar exists, and members drift away when they never hear about activities. This portal fixes that by giving every club one shared system with a member directory, an event calendar and a budget ledger, so records survive handovers and every rupee is traceable.

A member logs in and the portal checks the JSON Web Token to decide which role applies; an admin sees all five clubs, a club officer sees only their own club, and a plain member sees the directory and calendar without editing rights. Adding a member writes a row to the members table with club, role, year and join date, and the directory search filters those rows by name, club or role in the browser. Creating an event stores its date, venue and organiser, and the calendar renders the month grid with each event placed on its day. Recording a transaction inserts an income or expense row with its category and approver, and the budget report recomputes totals and category shares from the ledger on every load. The dashboard reads the same three tables and shows member counts, upcoming events and the current balance, so every screen agrees because every screen reads the same database.

1. A user logs in with email and password; the server verifies the bcrypt-hashed password and issues a signed JSON Web Token (RFC 7519).
2. The token's role decides what the user sees: admin sees all clubs, a club officer manages only their own club, a member has read-only access.
3. An officer adds or edits a member through the directory form; the record is stored in MySQL with club, role, year and join date.
4. The directory search and filters query the members table by name, club or role and render the matching rows instantly.
5. An officer creates an event with date, time, venue and organiser; the calendar places it on the correct day of the month grid.
6. The treasurer records each income or expense entry with its club, category and approver; every entry lands in the ledger table.
7. The budget report reads the ledger, totals income and expenses, computes the balance, and breaks spending down by category for the report view.
8. The dashboard aggregates the same tables into member counts, upcoming events, budget balance and recent activity on one screen.

Tech stack:

• Node.js 18 with Express 5 (REST API and page serving)
• MySQL 8 with the mysql2 driver
• HTML5, CSS and vanilla JavaScript (frontend)
• JSON Web Tokens (RFC 7519) for authentication
• bcrypt password hashing
• Git for version control

The portal's three core capabilities work as one system: the member directory keeps every club's people in a single searchable place with roles and contact details, the event calendar puts all five clubs' activities on one shared month view so dates never clash silently, and the budget tracker records each income and expense entry with its approver and category, then turns the ledger into a balance report the treasurer can defend. Role-based access ties them together — officers manage only their own club, while the secretary and treasurer see everything — and the dashboard pulls the three modules into one overview of members, events and money. Nothing in the portal is a mock screen: the demo holds 24 real-looking members, 12 events and 18 ledger transactions, and the figures on screen are computed from that data.

• [Member directory with search and filters] A searchable directory of every member with club, role, year and join date. Officers search by name, filter by club or role, and see contact details at a glance; the demo directory holds 24 members across 5 clubs.
• [Shared event calendar] A month-view calendar showing every club's events with dates, venues and times, so clashes are visible before they happen. Each event carries its organiser, registration count and budget allocation.
• [Budget tracker with balance report] Every income and expense entry is recorded with date, club, category and the member who approved it. The portal totals income, expenses and balance automatically and breaks spending down by category.
• [Role-based access control] Three roles — admin, club officer and member — decide who can add members, create events and approve spending. Authentication uses JSON Web Tokens (RFC 7519) with bcrypt-hashed passwords.
• [Dashboard overview] One screen shows active members, events this semester, budget balance and active clubs, plus upcoming events and recent activity, so the secretary sees the state of all clubs without opening five spreadsheets.
• [Event registration tracking] Each event records how many teams or members registered, so organisers know attendance before the day and can plan venues, refreshments and prizes against real numbers.
• [Income source breakdown] The budget report separates grants, membership fees, sponsorships, ticket sales and merchandise, so the treasurer can show exactly where every rupee came from.

• Complete portal source code (Node.js + Express 5 backend, MySQL schema, HTML/CSS/JavaScript frontend)
• Working demo with 24 members, 5 clubs, 12 events and 18 ledger transactions across 4 views
• MySQL database schema with seed data matching the demo
• Project report PDF (background, design, database schema, methodology, results)
• PPT presentation for final review
• Viva Q&A preparation document (REST APIs, JWT authentication, MySQL design, role-based access)