Bobcat Organization Hub Tutorials

The Bobcat Organization Hub is the heart of campus involvement at Texas State. 

Students use the Hub to search for student organizations to get involved in, connect with student leaders, and find engagement opportunities across campus!

NAVIGATION TOOLS

Expand FAQ List

  • Organization Tool Menu

      1. Navigate to the Bobcat Organization Hub 
        • Click on the blue “Sign In” button in the top right corner of the homepage 
      2. Login to Campus Labs using your TXST NetID and password 
      3. When you return to the homepage, click on the expansion button next to the Bobcat Organization Hub (three lines with an arrow)
      4. The left-hand menu will include a “My Organizations” tab and list any organizations to which you belong 
        • If you are an officer of an organization (and have accepted your role on the Hub), a gear icon will appear next to it that will allow you to manage the page 
      5. Click on the gear icon next to the organization you want to manage, and a pop-up menu will display your “Organization Tools” 
      6. From the drop-down menu, select the tool that you would like to access 

  • Roster

    • Via the “Roster” page, you can view and manage your organization’s membership. On this page, you have access to the following tools: 

      1. Primary Contact: Each organization has a primary contact whose name and image will be publicly visible to anyone who accesses their organization's page. 
        • Change the Primary Contact by clicking the edit button (blue pencil). In the menu that pops up, you can select any person who is already on your roster. If your primary contact is not on the roster, you can invite them to join your organization. 
      2. Current: This tab lists anyone who is a current member of your organization as well as their position title(s), if applicable.  
        • You assign people to specific positions by clicking on the edit button (blue pencil icon) to the right of a member’s name. A list of available positions will appear, and you can select or unselect the appropriate checkbox. 
      1. Pending: This tab lists anyone who you invited to join the organization but has not yet accepted your request. Here you can resend or delete an invitation to particular or all pending members. 
      2. Prospective: This tab lists anyone who has requested to join your organization and is waiting on a decision. 
      3. Messaging: You can send messages to your organization’s members. Click “Messaging” at the top of the page to create a message relay. Relays allow you to create a temporary email address to send a message to only certain members based on the positions they hold.  
      4. Manage Positions: If you click on “Manage Positions” at the top of the position, you can see a full list of the positions available to your organization. Also, you can create positions specific to your organization. 
      5. Invite People: Invite specific users to join your organization.

      1. On the Roster management page, click on the blue “Invite People” button on the top, right-hand side of the page. 
      2. In the “E-mail addresses” box, you can enter up to 500 e-mail addresses. However, make sure you separate each address with commas or enter one per line. If you are inviting people to join your organization as an officer, it is best to add them separately. 
        • When you are inviting members, make sure that you are using their Texas State NetID email. If you use their alias or a non-Texas State email address, they will not be able to join your organization on the Hub.  
        • Additionally, the Hub is connected directly to the Mazevo reservation system, which allows your organization to reserve indoor and outdoor event space around campus. Members of your organization must be using a TXST NetID email, and they must be either the listed President, Vice President, or Treasurer to access Mazevo. 
      1. Click on the “Add E-Mail Addresses” button. 
      2. In the “Invite as” dialogue box, select the drop-down menu and determine which position you want to assign these members. 
      3. Click the blue “Send Invitations” button 
        • Once you’ve sent your invitations, this will take you back to the roster management page. If you click on the “pending” tab, you can confirm that you used the proper NetID email for your invited member because their full name will appear under the “Name” column. 

      1. The Bobcat Organization Hub uses Message Relays to allow you to send rich-text email messages to members of your organization. From this area, messages can be composed and delivered to various combinations of your organization members and officers. To utilize this feature: 
      2. On the Roster management page, click on the blue “Messaging” button at the top of the page. 
      3. On the following “Messaging” page, you will start in the “Relay” tab. Click on the blue plus sign (+) on the right side of the tab. 
      4. Enter a title for your message relay. This title does not carry over to your message but can be used to later identify the purpose of created relays. 
      5. Determine the recipients of the message by: 
        • Selecting recipients by position holders in your organization 
        • And/or selecting recipients by choosing specific members of your organization 
      1. Click the “Create” button at the bottom of the page 

      This process will create a Temporary Relay Address. To use the generated relay, start a new email in your preferred email account (e.g., Outlook), and add the relay into the “To” field. Then, compose and send your message as normal. The relay will expire either when an email is sent or after 24 hours after creation. 

      Please note that the message will be sent via the Hub (and appear to the recipients that it is coming from your organization), so any recipients who have opted out or receiving messages via e-mail from the Hub will not receive the communication. 

  • Events

      1. On the “Events” page, click on the blue “Create Event” button in the top right-hand side of the page 
      2. Enter the core event details of your event: 
        • Basic Details 
          • Event Title 
          • Theme 
          • Description 
          • Co-Hosting Organizations 
        • Time and Place 
        • Event Visibility 
          • Show To: Select your audience for the event and limit attendance to the public, students & staff at TXST University, your organization’s members, or invited users only 
          • Event Categories: Select as many categories as are relevant to your event 
          • Perks: Indicate if your organization will have special benefits, such as free food or free stuff, and can select as many perks as will be available at your event 
      3. RSVP Page: 
        • Customize your RSVP settings 
        • Set specific attendee limits 
        • RSVP questions to collect attendees’ information before the event 
      4. Post Event Feedback 
        • Customization of this page will allow attendees to anonymously rate and answer questions following an event. They will be notified with a link that expires 72 hours after the notification is sent. Event Evaluation Questions are not required and will not be sent within the notification unless they are added. 
        • Event Ratings: All event attendees can anonymously rate the event on a 5-star scale and leave an optional comment.  
        • Event Evaluation Questions: Customization of these questions will allow you to gather post-event data. If questions are added, all event attendees will be able to anonymously answer. 
      5. Event Cover Photo 
        • Upload a cover photo that helps draw attention to your event. Click on the gray image uploader box and select an image from your local computer. 
        • Images should be 1300px by 78px or larger and horizontal in orientation. All images will be cropped toa. 1.67:1 aspect ratio. 
        • Use a JPG, JPEG, GIF, PNG, or PDF that is no larger than 10mb. 
      6. Review Event Submission & Submit 
        • To visit sections you have not reviewed or completed, click on the step immediately preceding where you left off to continue through the remainder of the Event Submission Form. If you have reviewed and completed the necessary steps below, please submit your Event for posting. 

  • News

    • On the “News” page, click the blue “Create Article” button to get started.   

      1. Enter the article information: 
        • Title 
        • Brief Summary (250 characters or less) 
        • Body (content of the article) 
      2. Upload an image by clicking “Choose File” and then select the image you wish to include. 
        • This image will appear in the news ticker next to your summary, as well as the top of your article. 
        • Include optional image alternative text 
      3. Determine the visibility settings for your article by selecting from the following options: 
        • Public 
        • Institution (individuals with a valid TXST NetID & Password) 
        • Organization (only people on the organization roster) 
        • Private (only selected position holders of your organization) 
      4. Finally, select whether you would like to notify members of your organization that this news article has been shared.  
        • When you notify members, an email will be sent including the title, summary of the article, and a link to view the full post. 

      When you’ve completed all the fields, click the blue “Create Article” button to publish. Your article will automatically be posted to your organization’s wall and community-wide news listing, subject to the privacy settings you select. 

  • Gallery

    • To add photos to your organization’s gallery, you must first create an album. To begin, access the Gallery from your Organization Toolbar. Then: 

      1. Click on the blue “Create Album” button 
      2. Enter the basic album details 
        • Album Name 
        • Album Description (up to 250 characters) 
        • Visibility 
          • Public (anyone who accesses the Bobcat Organization Hub) 
          • Institution (individuals with a valid TXST NetID & Password) 
          • Organization (only people on the organization roster) 
          • Private (only selected position holders of your organization) 
      1. Click the blue “Create Album” button on the popup menu to finalize the creation of the album 

    • Once you have created your album, or if you have an already existing album: 

      1. Click on the title of the album to which you want to add photos 
      2. On the following page, click on the blue “Edit Album” button 
      3. Drag and drop files from your computer or click on the grey “Upload” Photo box to select files locally on your computer 
        • You can upload a maximum of 10 files at a time 
      4. Once your photos have uploaded, you can edit them by selecting the three dots in the lower right corner of any photo. From there, you can either delete the photo or access the photo editor tools: 
        • Photo Description – Change the name of the file. 
        • Album Cover – Setting a photo as the album cover will make that photo the face of the album within the album gallery page. 
        • Featured Photo – Featured photos will appear in the Gallery Preview area of an Organization’s Home page. They will appear in a randomized order. 

    • On the same page where you can upload photos, you are also able to embed videos in an album. The Hub does not host video files so your video must already be uploaded on either YouTube or Vimeo. Any other file types or hosts will not be accepted. To embed your video: 

      1. Click on the grey “Add Video” button 
      2. On the popup menu, enter the video details: 
        • Video URL 
        • Title 
        • Description 
      1. Click the blue “Submit” button 

      After your video has been embedded, you can edit its details or delete it by clicking on the three dots in the lower right corner of the video. 

Expand FAQ List

  • Documents

    • On the Documents tool page: 

      1. Click the “Add Folder” button in the top right corner of the page 
      2. Add a title for the folder 
      3. Set the permissions for who can access the folder: 
        • Public 
        • Anyone on Campus 
        • Organization Roster 
        • Specific Organization Positions – select which officers will have access. Positions that already have administrative access cannot be deselected. 

      There is no limit to how many files a single folder can hold. At any time, you can change the permissions for a folder by selecting the folder settings (three dots) and opening “Permissions.” Additionally, you can nest folders within folders by: 

      • Dragging and dropping one folder into another 
      • Accessing the “Move” function using the folder settings 
      • Opening an existing folder and following the folder creation process, above 

  • Forms

    • On the Forms tool page: 

      1. Click on the three horizontal dots () on the right side of the page and select +Create Form from the dropdown menu 
      2. On the following page, complete the form’s properties: 
        • Form Name 
        • Form Status  
          • Disabled/Enabled: Enabling this option makes the form available for use within the dates and times specified below this option. Leaving this form disabled allows you to work on the form before making it live to your users.  
          • Active Start/End Time: The time period for which the form will be open. Submissions will only be accepted during this time period. 
            • Note: Users can still submit past the end date if they started a submission during the active Window. 
      3. Allow Submissions from Public Users '
        • Enabling this option means anyone, including those who do not have an account in your community, is able to fill out the form. If you enable this setting, “Allow Multiple Submissions” will automatically be enabled. 
      4. Allow Multiple Submissions 
        • Users can submit more than one submission. However, if this option is not selected, users will be restricted from the form after one submission. 
      5. Adding Reviewers 
        • Reviewers exist to help you review the content of a user’s submission and give their opinion about whether they think a form submission should be approved or denied. Reviewers can only be added to forms with the approval process enabled. Reviewer feedback does not impact the final approval or denial given by the form administrator, but is there to help inform or influence the form administrator’s decision on a submission 
      6. Scroll back to the top of the page and click “Save” 

      After you determine the settings for your form and save, you’ll be taken “Properties” tab of the form builder. You’ll then have access to the following additional tabs: “Reviewers”, “Outline”, and “Edit Questions”. 

      1. With your form open, click on the “Edit Questions” tab 
      2. Click on any of the following question types and follow the instructions in the pop-up box 
        • Check Box List: Multiple choice question that allows users to choose more than one option 
        • Radio Button List: Multiple choice question that only allows users to select one option. 
        • Text Field: Open text response. Alter the number of rows to provide the user a larger space to write in for longer answers. 
        • Drop Down List: Multiple choice question where users can only choose one option. The only difference between the dropdown and radio button options is that the user has to click the dropdown to view the available choices. 
        • Instructions: This is your method of providing additional instructions or information to the user. Instructions do not require any action on the part of the user. 
        • Single Check Box: Think of this as a method to provide the user with a set of terms and conditions that they need to agree to before they can proceed on the form. You can input the terms that need to be agreed upon and the user will be provided with a single check box to confirm their agreement. 
        • Ranking: Provide the user with multiple answer choices for them to rank. You can also determine the maximum number of items they need to rank.
        • File Upload: Allow the user to upload a file from their computer. Files must be under 4 MB and the uploader accepts most file types. If you prefer a specific file type, make sure to indicate this within the instructions of the question.
        • Once you have created your question in the pop-up box, click “OK” to add the question to your form.
      1. Once you have created your question in the pop-up box, click “OK” to add the question to your form. 

      For each of the question types, you also have additional question options. Once you have created a question, click on the blue edit icon within the question to view its additional options. 

      Additional Question SettingFunction
      RequiredSelect the "Required" box if you want the question to be mandatory for users before proceeding. This option is available for all question types.
      Shuffle AnswersFor Check Box List and Radio Button List question types, you can choose to shuffle your answers. For example, if you input an alphabetical list but want the answer choices to appear random, you can shuffle them. Note: This will not shuffle the answers every time a different user fills out the form.
      Minimum and maximum answersIf you are utilizing the Check Box List, you can identify the minimum or maximum number of answers a user can select. 

      You also can put additional properties on your answer choices for Check Box List, Radio Buttons, and Ranking question types.  

      Question PropertiesFunction
      Include Text Area

      Text Area allows you to provide additional space for users to write-in an answer. For example, you may want to include an "Other" option to a multiple-choice question but want users to write-in their additional option.

      Include TooltipThe tooltip allows you to hover over the answer choice to read additional information about it. The additional information will appear automatically next to the answer choice.
      Include Additional TextLike the tooltip, Additional Text allows you to put in additional information about an answer choice. The difference between the two is in how the information appears. With Additional Text, an information icon appears next to the answer choice. Clicking that icon will open a box with additional information.

  • Elections

      1. On the “Elections” tool page, click on the blue “+ Create Election” button in the top right corner 
      2. On the Create Election page: 
        • Name your election (Ex. 2025-26 Officer Elections) 
        • Include Instructions: If this box remains checked, the additional instructions in the text box below will appear when members begin the voting process 
        • Active: Only when this box is checked, and the date is within the range (set below) will members be able to access the ballot. 
        • Start/End Date & Time: Set the range for how long you want the election to run 
        • Decide whether to display an alert on the organization homepage when the election is active, and voting is open 
        • Decide whether you want the election to be exclusive to the members of your organization 
          • If this box is checked, users must be listed on the roster of the organization 

      1. On the “Elections” tool page, click on the name of the Election in which you want to create a ballot 
      2. At the top of the page, click on the “Ballots” tab 
      3. Click on the blue “+ Create Ballot” button 
      4. Name your ballot (Ex: Executive Board) 
      5. Enable or Disable the “General Access” tab 
        • If General Access is enabled, all users you have made this ballot available to will be able to complete the ballot. In some cases, you can Disable General Access to limit voting access for a ballot to a specific group of users. Reach out to your campus administrator if you need an eligibility list created for your org election. If administrators have enabled one or more lists for your organization, you will see the lists below. 
      6. Click the blue “Save” button 

      After you save your ballot, you will automatically be taken to the form builder with a limited selection of question types. Please see Forms for complete instructions on creating or editing questions. The builder will automatically save your progress as you create questions. At any time, you can revise the title and accessibility of your ballot by clicking “Form Properties” in the upper right corner. 

      When you’re finished, click “Back to Ballots” in the upper left corner. Repeat this for any additional ballots you need to create within the same election. Once all your ballots are ready, be sure to set your election to “Active” to ensure users can vote when the election starts. 

  • Service Hours

      1. Overview: get a quick overview of the total amount of pending, approved, and denied hours. The default view is for a week (last 7 days), but you can use the filter function to view by week, month, 3 months, or a custom date rate. 
      2. Pending: View, delete, approve, or deny pending service hours submitted by your members 
      3. Approved: View or delete previously approved service hours 
      4. Denied: View or delete previously denied service hours 
      5. Add Service Hours: Submit service hours on behalf of your members 

      1. When you open the “Service Hours” tools, you will land on the “Manage Service Hours” page 
      2. Click on the blue “+ Add Service Hours” button on the top right corner of the page 
      3. Complete the form by including the following information and details: 
        • Student: The student must be a member of your organization’s roster on the Hub. Start typing the student’s name and their name will automatically populate the box if they are on your roster. 
        • Description 
        • Date 
        • Hours 
        • Verification Contact: the point of contact for the service event or site 
      4. Click on the blue “Create” button at the bottom of the page to submit. Because you are submitting these hours as an officer, they will be automatically approved. 

    • As a member of the Texas State community, students can submit community service hours on the Bobcat Organization Hub. To do so: 

      1. Log in to the Bobcat Organization Hub 
      2. Click on the circle in the top right corner with your initial 
      3. Click “Service Hours” from the drop-down menu 
      4. On the “My Service Hours” page, click the blue box that says “+ Add Service Hours” 
      5. Complete the form by including the following information and details: 
        • Organization: The drop-down menu will automatically populate with any organizations of which you are a member.  

HELPFUL HANDOUTS

Coming soon.

ADDITIONAL RESOURCES