VISVESVARAYA TECHNOLOGICAL UNIVERSITY

JNANASANGAMA, BELGAVI-590018

DATABASE MANAGEMENT SYSTEM MINI PROJECT

(BCS403)
on
“CLUB MANAGEMENT SYSTEM”
Submitted in partial fulfilment of the requirements for the 4th Semester
INFORMATION SCIENCE AND ENGINEERING
Submitted by
KUMKUM KUMBARAHALLI 1BI22IS051
MEGHA SHET 1BI22IS062
MANTHAN 1BI22IS060

Under the guidance of

Prof. Pavithra N
Assistant Professor
Department of ISE,
BIT, Bangalore.

DEPARTMENT OF INFORMATION SCIENCE AND ENGINEERING

BANGALORE INSTITUTE OF TECHNOLOGY
K. R. Road, V.V. Puram, Bengaluru-560004
2022-2023
 BANGALORE INSTITUTE OF TECHNOLOGY
K.R. Road, V.V. Puram, Bengaluru -560004
DEPARTMENT OF INFORMATION SCIENCE AND ENGINEERING

CERTIFICATE

This is to certify that the implementation of DBMS MINI PROJECT (BCS403) entitled “CLUB
MANAGEMENT SYSTEM” has been successfully completed by KUMKUM
KUMBARAHALLI (1BI22IS051), MEGHA SHET (1BI22IS062), MANTHAN
(1BI22IS061) of IVth semester B.E. for the partial fulfilment of the requirements for the Bachelor's
degree in Information Science & Engineering of the Visvesvaraya Technological University
during the academic year 2023-2024.

Course Co-Ordinator:

Prof. Pavithra N
Assistant Professor
Department of ISE, BIT.

Signature with date

 ABSTRACT

The "Club Management System using PHP" is a comprehensive web application designed to
streamline the administrative and management tasks of clubs and organizations. Developed using
PHP and MySQL, this system offers a robust backend and a user-friendly interface, facilitating
efficient club operations. The system includes modules for member registration, event
management, attendance tracking, and financial management, enabling clubs to manage their
members, events, and finances effectively. Key features include a secure login system with role-
based access control, ensuring that administrators and members have appropriate permissions. The
member management module allows for the easy addition, editing, and deletion of member
information, while the event management module enables the scheduling, promotion, and tracking
of club events. The attendance module helps monitor member participation in events, and the
financial module assists in tracking income, expenses, and generating financial reports. The system
is designed to be scalable, accommodating the needs of small clubs as well as larger organizations.
It emphasizes data security, with encrypted passwords and secure data storage practices. The user
interface is intuitive, promoting ease of use for administrators and members alike. Additionally,
the system is built to be customizable, allowing clubs to tailor the application to their specific
requirements. Overall, the "Club Management System using PHP" aims to reduce the
administrative burden on club managers, improve organizational efficiency, and enhance member
engagement through effective management of club activities and resources.

i
 CONTENTS

Page No.
Abstract i

CHAPTER 1 INTRODUCTION 1-3

1.1 Overview 1

1.2 Problem Statement 2

1.3 Objectives 2

1.4 Features of Proposed System 3

CHAPTER 2 BACK-END DESIGN 4-9

2.1 Modules 4

2.2 Conceptual Database Design 4-5

2.3 Logical Database Design 5-6

2.4 Normalization 6

2.4.1 First Normal Form 7

2.4.2 Second Normal Form 7

2.4.3 Third Normal Form 7

CHAPTER 3 FRONT-END DESIGN 10-11

3.1 HTML 10

3.2 CSS 10

3.3 PHP 10-11

3.4 XAMPP 11

3.5 JavaScript 11

3.6 System Requirements Specifications 11

3.7 Connectivity 11
CHAPTER 4 IMPLEMENTATION 12-20

4.1 MySQL 12

4.2 admininfo, clubinfo 12-13

4.2.1 clubrelation, event_join 13-14

4.2.2 event_table, group_chat 14-16

4.2.3 message 16

4.2.4 moderator_info 16-17

4.2.5 notification, notif_seen, studentinfo 17-18

4.2.6 Indexes for clubinfo, club_relation 18-19

4.2.7. Indexes for event_join, event_table, group_chat, 19-20

Message, moderatorinfo, notice_table, notification,

notif_seen, studentinfo

CHAPTER 5 TESTING 21-22

CHAPTER 6 SNAPSHOTS 23-26

CHAPTER 7 APPLICATIONS 27-28

CHAPTER 8 CONCLUSION 29

REFERENCES 30
 LIST OF FIGURES
Figure No. Figure Name Page No.
2.1 ER Diagram 05
2.2 Schema Diagram 06
6.1 Login Page 23
6.2 Register page 23

6.3 Admin Homepage 24

6.4 Admin Chat 24
6.5 Moderator Homepage 24
6.6 Moderator Chat 25
6.7 Student Profile 25
6.8 25
Student Homepage
6.9 26
6.10 Student Homepage 2 26
Events

LIST OF TABLES
Table No. Table Name Page No.
2.1 Admin 07
2.2 User Information 08
2.3 Club and Event Management 08
2.4 Relationship and membership 08
2.5 Communication 09
2.6 Notification and Notice 09
5.1 Testing Validations 21
ABBREVIATIONS

1. ER - Entity Relationship
2. HTML - Hyper Text Markup Language
3. XHTML - Extensible Hyper Text Markup Language
4. CSS - Cascading Style Sheets
5. XML - Extensible Markup Language
6. PHP - Hypertext Preprocessor
7. GNU - GNU’s not unix
8. GUI - Graphical User Interface
9. GPL - General Public License
10. RDBMS - Relational Database Management System
11. ACID - automatically, consistently, isolation, durability
12. OSS - Operational Support System
13. NoSQL - not only SQL
CHAPTER 1
INTRODUCTION
1.1 Overview

The "Club Management System using PHP" is a comprehensive web-based application

developed to facilitate the efficient administration of clubs and organizations. Built using PHP
for server-side scripting and MySQL for data storage, it aims to automate and streamline various
club management tasks, significantly reducing the manual effort typically involved. The system
features a secure login mechanism with role-based access control, ensuring that administrators
and regular members have appropriate levels of access to different functionalities. The member
management module allows for seamless registration of new members, as well as the ability to
edit or delete existing member profiles, providing an easy way to keep membership information
up to date. This module also includes the capability to track the status of memberships,
distinguishing between active and inactive members.

Event management is another crucial aspect of the system, enabling administrators to create,
schedule, and promote events efficiently. This includes the ability to monitor member
participation and attendance, which is facilitated through an integrated attendance tracking
feature. This feature helps in generating detailed reports on member engagement and event
success.

Financial management is a key component of the system, allowing clubs to track their income
and expenses meticulously. It supports the management of membership fees and other financial
transactions, ensuring that clubs have a clear view of their financial health. The system can
generate various financial reports, offering insights into the club's financial status and aiding in
better financial planning and decision-making. The user interface of the "Club Management
System using PHP" is designed to be intuitive and user-friendly, with a responsive layout that
ensures accessibility across different devices, including desktops, tablets, and smartphones. This
ensures that both administrators and members can interact with the system conveniently,
regardless of the device they are using. One of the standout features of this system is its
scalability and customization potential. It is designed to accommodate the needs of both small
clubs and larger organizations, with the ability to handle increasing numbers of members and
events as the club grows. Additionally, the system is customizable, allowing clubs to tailor the
application to their specific requirements and preferences. One of the standout features of this
system is its scalability and customization potential.

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 CLUB MANAGEMENT SYSTEM

1.2 Problem Statement

The "Club Management System using PHP" addresses the common challenges faced by clubs
and organizations in managing their operations. Traditionally, clubs rely on manual processes
for member registration, event scheduling, attendance tracking, and financial management,
which are time-consuming, prone to errors, and inefficient. This system seeks to automate
these tasks, providing a centralized platform where administrators can efficiently manage
member information, plan and promote events, track attendance, and oversee financial
transactions. By streamlining these processes, the system reduces administrative burden,
minimizes errors, and enhances overall operational efficiency, enabling clubs to focus more
on their core activities and member engagement.

By addressing these critical needs, the proposed Students Marks Management System
(SMMS) aims to revolutionize the way educational institutions manage and analyze students'
academic performance data, leading to improved efficiency, accuracy, and effectiveness in
educational administration and decision-making.

1.3 Objectives

The objectives of the "Club Management System using PHP" are:

• Streamline Administrative Tasks: Automate member registration, event scheduling,

attendance tracking, and financial management to reduce manual workload and increase
efficiency.

• Enhance Data Accuracy: Provide a centralized platform for managing and maintaining up-
to-date records, minimizing errors and inconsistencies in member, event, and financial data.

• Improve Member Engagement: Facilitate better communication and interaction with

members through efficient event promotion and participation tracking, fostering greater
involvement in club activities.

• Ensure Data Security: Implement robust security measures, including encrypted password
storage and role-based access control, to protect sensitive information and ensure only
authorized access.

• Support Scalability and Customization: Design the system to be scalable and customizable,
accommodating the needs of both small and large clubs and allowing for tailored features

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CLUB MANAGEMENT SYSTEM

to meet specific organizational requirements.

1.4 Features of Proposed System

• User Authentication and Role Management: Secure login system with role-based access
control to ensure appropriate permissions for administrators and members, enhancing data
security and user management.

• Member Management: Comprehensive member registration and profile management,

allowing for the addition, editing, and deletion of member information, as well as tracking
membership status (active/inactive).

• Event Management: Tools for creating, scheduling, and promoting events, along with
monitoring member participation and attendance, facilitating efficient event organization
and tracking.

• Attendance Tracking: Integrated attendance recording for events, enabling the generation
of detailed reports on member engagement and participation.

• Financial Management: Features for tracking income and expenses, managing membership
fees, and generating financial reports, providing clear insights into the club’s financial
health and aiding in effective financial planning.

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CHAPTER 2
BACK-END DESIGN
2.1 Modules

2.1.1 Admin Module:

Handles club management, user administration, and event management.

2.1.2 User Module:

Manages user registration, login, profile management, and membership features.

2.1.3 Moderator Module:

Manages club content and user activities.

2.1.4 Event Management Module:

Allows creating, updating and deleting events.

2.1.5 Image Gallery Module:

Manages club-related images an galleries.

2.1.6 Home Page Module:

Displays club information and activities to visitors.

2.1.7 Registration Module:

Manages user sign-up and club enrolment processes.

2.2 Conceptual Database Designs

The conceptual database design for the 'Club Management System using PHP' includes the
following key elements:

• Users: Contains user information such as user_id, username, email, password, and role.

• Clubs: Holds club details including club_id, name, description, and creation date.

• Events: Manages events with event_id, name, description, date, and club_id.

• Memberships: Links users to clubs through membership_id, user_id, club_id, and join
date.

• Roles: Defines user roles with role_id, name, and description.

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CLUB MANAGEMENT SYSTEM

ER DIAGRAM FOR CLUB MANAGEMENT SYSTEM

Figure 2.1 ER Diagram

2.3 Logical Database Design

The logical database design for the Student Result Management System (SRMS) involves the
definition of tables, relationships, and constraints to organize and manage the data efficiently. The
system includes tables such as 'admin' to store administrator credentials, 'admin table' to manage
class details, 'admin table' for student information, 'club and event' for subject details, ''user
information ' to handle subject combinations for each class, and 'communication' to store student
results. Relationships are established using foreign key constraints, ensuring data integrity. The
'admin' table is linked to 'admin table' in a one-to-many relationship, where one administrator can
manage multiple classes. 'admin table' has a one-to-many relationship with 'student info,'
indicating that each class can have multiple students. 'communication' forms a many-to-many
relationship between 'admin table' and 'user information,' allowing multiple classes to have
multiple subject combinations. The 'notification and notice' table has one-to-many relationships
with both 'student info' and 'club and event,' signifying that each student can have multiple results,
and each subject can have multiple results. The logical design encapsulates the structure and
relationships between entities, providing a foundation for efficient data
management in the SRMS.

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SCHEMA DIAGRAM FOR CLUB MANAGEMENT SYSTEM

Figure 2.2 Schema Diagram

2.4 Normalisation
Database Normalization is a technique of organizing the data in the data base. Normalization
is a systematic approach of decomposing tables to eliminate data redundancy and undesirable
characteristics like Insertion, Update, Deletion Anomalies. It is a multistep process that puts
data into tabular form by removing duplicated data from the relational tables.
Normalization is used for mainly two purposes:

• Eliminating redundant(useless) data.

• Ensuring data dependencies make sense i.e., data id logically stored[2].

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CLUB MANAGEMENT SYSTEM

2.1.1 First Normal Form (1NF):

As per First Normal Form

a) There are no duplicated rows in the table.

b) Each cell is single valued or atomic.

2.1.2 Second Normal Form (2NF):

As per Second Normal Form, a table is in 2NF if every non-prime attribute is not partially
dependent on any key of the table.

2.1.3 Third Normal Form (3NF):

Third Normal Form applies that every non-prime attribute of table must be dependent on
primary key, or we can say that, there should not be the case that a non-prime attribute is
determined by another non-prime attribute as shown in Table . So, this transitive functional
dependency should be removed from the table and also the table must be in the Second Normal
Form.

The normalization process involves dividing large tables into smaller, related tables and
defining relationships between them. Let's examine the normalization of the given database,
focusing on the tables: admin, user information table ,club and event management table,
relationship and membership table, communication table and notification table.

1. Admin Table (admin):

This table appears to be already in a normalized form. The primary key (id) uniquely identifies
each administrator, and there are no apparent issues with redundancy.

Id(Pk) UserName Password UpdationDate

1 user ********* timestamp

Table 2.1 : Admin
1 NF: The table satisfies INF as all attributes have atomic values.
2 NF: The table satisfies 2NF as there are no partial dependencies.

3 NF: The table satisfies 3 NF as there are no transitive dependencies.

2. User Information Table:

The user information table seems to be well-structured with a primary key (id).

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Id(PK) username name gender password avatar

1 1BI22IS051 Kumkum Female 123456 A

2 1BI22IS062 Megha Female 123456 A

Table 2.2 : User Information
1 NF: The table satisfies INF as all attributes have atomic values.
2 NF: The table satisfies 2NF as there are no partial dependencies.
3 NF: The table satisfies 3 NF as there are no transitive dependencies.

3. Club and Event Management Table:

The club and event management table should have a composite primary key consisting of id,
StudentId, and SubjectId. This ensures uniqueness for each result entry.

Club- Club- moderator Moderator- Char id Event- Event- venue

id(PK) name id set head detail
1 Rotaract aaa 1BI11R0111 97 1 Code Coding Room
club heist competition 612
… … … … … … … … …

Table 2.3 : Club and event management

1 NF: The table satisfies INF as all attributes have atomic values.
2 NF: The table satisfies 2NF as there are no partial dependencies.
4 NF: The table satisfies 3 NF as there are no transitive dependencies.

4. Relationship and Membership Table:

The relationship and management table appears to be mostly normalized. However, it's
recommended to include the StudentId as the primary key for consistency across tables.

id Club-id Clubname User-id Status

(PK)
1 3 Samskruti-club 1BI22IS051 Y

… … … … …
Table 2.4 : Relationship and membership

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1 NF: The table satisfies INF as all attributes have atomic values.
2 NF: The table satisfies 2NF as there are no partial dependencies.
3 NF: The table satisfies 3 NF as there are no transitive dependencies.

5. Communication Table:

The communication table is normalized but could benefit from a composite primary key using id,
SenderId, and ReveiverId.

Id(PK) Group-name Sender-Id Receiver-id Message

1 Reminder-for-event 1BI00IS000 1BI11R0111 Hello
… … …
Table 2.5 : Communication
1 NF: The table satisfies INF as all attributes have atomic values.
2 NF: The table satisfies 2NF as there are no partial dependencies.
3 NF: The table satisfies 3 NF as there are no transitive dependencies.

6. Notification and Notice Table:

The notification and notice table is normalized with a primary key (id).

Id(PK) Event-id Club-id Date-time notice Time-date

1 1 [email protected] 2024-02-08 event is 2024-03-02
20:52:20 held here 19:48:29
… … …
Table 2.6 : Notification and Notice
1 NF: The table satisfies INF as all attributes have atomic values.
2 NF: The table satisfies 2NF as there are no partial dependencies.
3 NF: The table satisfies 3 NF as there are no transitive dependencies.

In this normalized form, each table has a clear primary key, and relationships between tables are
established using foreign keys. This structure enhances data integrity and reduces redundancy.

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CHAPTER 3

FRONT-END
3.1 HTML

Hypertext Markup Language (HTML) is the main markup language for creating web pages and
other information that can be displayed in a web browser.
HTML is written in the form of HTML elements consisting of tags enclosed in angle brackets
(like <html>), within the web page content. HTML tags most commonly come in pairs like
<h1> and </h1>, although some tags represent empty elements and so are unpaired, for
example <img>.

3.2 CSS

Cascading Style Sheets (CSS) is a style sheet language used for describing the presentation
semantics (the look and formatting) of a document written in a markup language. It is most
common application is to style web pages written in HTML and XHTML, but the language can
also be applied to any kind of XML document.

3.3 PHP

PHP is a server scripting language, and a powerful tool for making dynamic and interactive
Web pages. PHP is a widely-used, free, and efficient alternative to competitors such
Microsoft's ASP.PHP 7 is the latest stable release. A PHP script is executed on the server, and
the plain HTML result is sent back to the browser. A PHP script can be placed anywhere in the
document. The default file extension for PHP files is ".php". A PHP file normally contains
HTML tags, and some PHP scripting code

3.4 XAMPP
XAMPP is a free and open-source cross-platform web server solution stack package developed
by Apache Friends. The name "XAMPP" stands for Cross-Platform (X), Apache (A), MySQL
(M), PHP (P), and Perl (P). It is essentially a bundle of software components that are commonly
used in web development environments. It provides a convenient way to set up a local web
development environment on various operating systems, including Windows, Linux, and
macOS

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3.5 JavaScript

JavaScript often abbreviated as JS, is a programming language that conforms to the

ECMAScript specification. JavaScript is high-level, often just-in-time compiled, and
multiparadigm. It has curly-bracket syntax, dynamic typing, prototype-based object-
orientation, and first-class functions. It is a programming language that is primarily used to
create interactive and dynamic web page content. It allows developers to create things such
asform validation, image sliders, and other interactive elements on a website. Alongside
HTML and CSS, JavaScript is one of the core technologies of the Web. JavaScript enables
interactive web pages and is an essential part of web applications. The vast majority of
websites use it for client-side page behavior and all major web browsers have a dedicated
JavaScript engine to execute it.

3.6 System Requirements

Software Requirements:

• Apache Server 2.0

• PHP Version 5.3 or above

• MySQL Version 5.5 or above

• Latest browser : Chrome, Firefox, Safari etc
• Operating System : Any (Linux, Windows, Mac etc)
Hardware Requirements:

• Processor Pentium IV or higher version.

• Ram 128 MB or above
• Hard Disk 150 MB or above
3.7 Connectivity

PHP mysqli_connect() function is used to connect with MySQL database.

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 CHAPTER 4

IMPLEMENTATION

4.1 MySQL

Table structure for table `admininfo`

CREATE TABLE admininfo (
id int(11) NOT NULL,
username varchar(30) NOT NULL,
name varchar(200) NOT NULL,
gender varchar(10) NOT NULL,
password varchar(100) NOT NULL,
avatar varchar(1000) NOT NULL
) ENGINE=InnoDB DEFAULT CHARSET=utf8mb4;

Dumping data for table ‘admininfo’

INSERT INTO admininfo (id, username, name, gender, password, avatar) VALUES
(1, '1BI00IS000', 'Admin', 'Female', '123456', 'admin.png');

Table structure for table `clubinfo`

CREATE TABLE clubinfo (
club_ID int(11) NOT NULL,
club_Name varchar(100) NOT NULL,
moderator varchar(100) NOT NULL DEFAULT 'None',
moderator_ID varchar(50) DEFAULT NULL
) ENGINE=InnoDB DEFAULT CHARSET=utf8mb4;

Dumping data for table ‘clubinfo’

INSERT INTO clubinfo (club_ID, club_Name, moderator, moderator_ID) VALUES
(1, 'Rotaract Club', 'aaa','1BI11RO111'),
(2, 'GDSC Club', 'bbb', '1BI22GD222'),
(3, 'Samskruti Club', 'ccc', '1BI33SA333'),
(4, 'DevSoc', 'ddd','1BI44DE444'),

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(5, 'OS Code Club', 'eee','1BI55OS555');

Table structure for table `clubrelation`

CREATE TABLE club_relation (
id int(11) NOT NULL,
club_ID varchar(20) NOT NULL,
club_Name varchar(100) NOT NULL,
user_ID varchar(50) NOT NULL,
status varchar(20) NOT NULL DEFAULT 'N'
) ENGINE=InnoDB DEFAULT CHARSET=utf8mb4;

Dumping data for table ‘clubinfo’

INSERT INTO club_relation (id, club_ID, club_Name, user_ID, status) VALUES
(1, '3', 'Samskruti Club', '1BI22IS051', 'Y'),
(2, '5', 'OS CODE Club', '1BI22IS062', 'N'),
(3, '5', 'OS CODE Club', '1BI22IS051', 'Y'),
(4, '1', 'Rotaract Club', '1BI22IS062', 'N'),
(5, '4', 'DevSoc', '1BI22IS062', 'N'),
(6, '3', 'Samskruti Club', '1BI22IS062', 'Y'),
(7, '2', 'GDSC', '1BI22IS062', 'Y'),
(8, '1', 'Rotaract Club', '1BI22IS051', 'Y'),
(9, '2', 'GDSC Club','1BI22IS051','N');

Table structure for table `event _join`

CREATE TABLE event_join (
id int(11) NOT NULL,
event_ID int(11) NOT NULL,
club_ID int(11) NOT NULL,
joined_Member_ID varchar(50) NOT NULL,
show_Event varchar(5) NOT NULL DEFAULT 'Y'
) ENGINE=InnoDB DEFAULT CHARSET=utf8mb4;

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Table structure for table `event _table`

CREATE TABLE event_table (
id int(11) NOT NULL,
event_head varchar(200) NOT NULL,
event_detail varchar(500) NOT NULL,
venue varchar(100) NOT NULL,
capacity varchar(50) NOT NULL,
date varchar(20) NOT NULL,
time varchar(20) NOT NULL,
event_img varchar(1000) NOT NULL,
club_ID varchar(20) NOT NULL
) ENGINE=InnoDB DEFAULT CHARSET=utf8mb4;

Dumping data for table ‘event _table’

INSERT INTO event_table (id, event_head, event_detail, venue, capacity, date, time,
event_img, club_ID) VALUES
(1, 'CodeHeist', 'Coding Competition to test your remarkable coding skills! 3 Rounds of quiz,
blind coding and dsa', 'Room 612', '100', '29-07-2024', '11:00', 'codeheist.jpg', '4'),
(2, 'Mega Trek', 'Climb the summit for an unforgettable experience and awe-inspiring view',
'Kunagalu Hills', '100', '15-08-2024', '9:00', 'megatrek.jpg', '1'),
(3, 'Ambition', 'Hackathon with 24 hours of coding and innovation ', 'Quadrangle', '150', '18-
07-2024', '9:00', 'ambition.jpg', '2'),
(4, 'BIT Got Talent', 'An amanzing platform to showcase your amazing talents and win
awards! ', 'Kuvempu Kalakshetra', '100', '16-08-2024', '15:00', 'bitgottalent.jpg', '3');

Table structure for table `group _ chat`

CREATE TABLE group_chat (
id int(11) NOT NULL,
groupName varchar(20) NOT NULL,
receiverID varchar(20) NOT NULL,
senderID varchar(20) NOT NULL,
message text NOT NULL,
time varchar(10) NOT NULL,

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senderName varchar(20) NOT NULL,

showMessage varchar(10) NOT NULL DEFAULT 'Y',
date_time timestamp NOT NULL DEFAULT CURRENT_TIMESTAMP ON UPDATE
CURRENT_TIMESTAMP
)ENGINE=InnoDB DEFAULT CHARSET=utf8mb4;

Dumping data for table ‘group _ chat’

INSERT INTO group_chat (id, groupName, receiverID, senderID, message, time,
senderName, showMessage, date_time) VALUES
(1, 'Reminder_For_Event', '1BI11RO111', '1BI00IS000', 'Hello, its Admin. I would like to
remind all of you to be prepared for the coming event.', '1519064709', 'Admin', 'Y', '2024-
07-16 19:44:14'),
(2, 'Reminder_For_Event', '1BI22GD222', '1BI00IS000', 'Hello, its Admin. I would like to
remind all of you to be prepared for the coming event.', '1519064709', 'Admin', 'Y', '2024-
07-16 19:44:20'),
(3, 'Reminder_For_Event', '1BI00IS000', '1BI11RO111', 'Hi. I\'ts aaa. Thank you for your
reminder.', '1519065164', 'aaa', 'Y', '2024-07-17 19:44:22'),
(4, 'Reminder_For_Event', '1BI22GD222', '1BI22GD222', 'Hey guys. We are gonna do as
we are told.', '1519065224', 'bbb', 'Y', '2024-07-26 19:44:24');

Table structure for table message

CREATE TABLE message (
id int(11) NOT NULL,
recieverID varchar(20) NOT NULL,
senderID varchar(20) NOT NULL,
message text NOT NULL,
time varchar(10) NOT NULL,
senderName varchar(50) DEFAULT NULL,
senderType varchar(20) NOT NULL,
showMessage varchar(5) NOT NULL DEFAULT 'Y',
seen_unseen varchar(10) NOT NULL DEFAULT 'unseen',
deleted_by_member varchar(15) NOT NULL
) ENGINE=InnoDB DEFAULT CHARSET=utf8mb4;

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Dumping data for table message

INSERT INTO message (id, recieverID, senderID, message, time, senderName,
senderType, showMessage, seen_unseen, deleted_by_member) VALUES
(1, '1BI22IS051', '1BI00IS000', 'Welcome to BIT Club Portal', '1519063246', 'Admin',
'admin', 'Y', 'unseen', ''),
(2, '1BI22IS062', '1BI00IS000', 'Welcome to BIT Club Portal', '1519063249', 'Admin',
'admin', 'Y', 'unseen', ''),
(3, '1BI11RO111', '1BI00IS000', 'You are the new moderator of Rotaract Club',
'1519063256', 'Admin', 'admin', 'Y', 'unseen', ''),
(4, '1BI00IS000', '1BI11RO111', 'Thank you!', '1519063356', 'aaa', 'moderator', 'Y', 'unseen',
''),
(5, '1BI22IS051', '1BI00IS000', 'Welcome to BIT Club Portal', '1519108063', 'Admin',
'admin', 'Y', 'unseen', ''),
(6, '1BI22IS051', '1BI11RO111', 'Welcome to Rotaract Club', '1519108063', 'aaa',
'moderator', 'Y', 'unseen', ''),
(7, '1BI11RO111', '1BI22IS051', 'Is the event cancelled?', '1519108063', 'Kumkum', '', 'Y',
'unseen', '');

Table structure for table modertorinfo

CREATE TABLE moderatorinfo (
id int(11) NOT NULL,
user_ID varchar(30) NOT NULL,
Name varchar(100) NOT NULL DEFAULT 'none',
Club_ID varchar(20) NOT NULL,
Club_Name varchar(100) NOT NULL,
Gender varchar(20) NOT NULL,
Email varchar(100) NOT NULL,
Password varchar(200) NOT NULL,
Date_Time varchar(50) NOT NULL,
Avatar varchar(1000) NOT NULL
) ENGINE=InnoDB DEFAULT CHARSET=utf8mb4;

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Dumping data for table moderatorinfo

INSERT INTO moderatorinfo (id, user_ID, Name, Club_ID, Club_Name, Gender, Email,
Password, Date_Time, Avatar) VALUES
(1, '1BI11RO111', 'aaa', '1', 'Rotaract Club', 'male', '[email protected]', '123456', '2024-03-02
19:48:29', 'moderator.png'),
(2, '1BI22GD222', 'bbb', '2', 'GDSC Club', 'male', '[email protected]', '123456', '2024-01-18
01:06:31', 'moderator.png');

Table structure for table notification

CREATE TABLE notification (
id int(11) NOT NULL,
eventID varchar(20) NOT NULL,
club_ID varchar(20) NOT NULL,
message varchar(100) NOT NULL,
date_time varchar(10) NOT NULL
) ENGINE=InnoDB DEFAULT CHARSET=utf8mb4;

Table structure for table notif_seen

CREATE TABLE notif_seen (
id int(11) NOT NULL,
notifID varchar(20) NOT NULL,
userID varchar(20) NOT NULL,
seen_unseen varchar(10) NOT NULL DEFAULT 'unseen'
) ENGINE=InnoDB DEFAULT CHARSET=utf8mb4;

Table structure for table studentinfo

CREATE TABLE studentinfo (
id int(11) NOT NULL,
clubname varchar(100) NOT NULL,
name varchar(100) NOT NULL,
username varchar(25) NOT NULL,
dept varchar(100) NOT NULL,
semester varchar(100) NOT NULL,

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CLUB MANAGEMENT SYSTEM

gender varchar(10) NOT NULL,

dob varchar(100) NOT NULL,
admissionyear varchar(100) NOT NULL,
phone varchar(11) NOT NULL,
email varchar(50) NOT NULL,
password varchar(100) NOT NULL,
avatar varchar(10000) NOT NULL,
is_active varchar(1) DEFAULT 'N',
dateTime varchar(100) DEFAULT NULL,
clubID varchar(20) DEFAULT NULL,
show_Event varchar(10) NOT NULL DEFAULT 'Y'
) ENGINE=InnoDB DEFAULT CHARSET=utf8mb4;

Dumping data for table studentinfo

INSERT INTO studentinfo (id, clubname, name, username, dept, semester, gender, dob,
admissionyear, phone, email, password, avatar, is_active, dateTime, clubID, show_Event)
VALUES
(1, 'Rotaract Club', 'Kumkum', '1BI22IS051', 'ISE', '2', 'Female', '3/Mar/2004', '2022',
'01742072430', '[email protected]', '123456', '1518101539FB_IMG_1487270137432.jpg', 'Y',
'2024-02-08 20:52:20', '1', 'Y'),
(2, 'GDSC Club', 'Megha', '1BI22IS062', 'ISE', '2', 'Female', '1/Feb/2004', '2022',
'01712345610', '[email protected]', '123456', '1518104144FB_IMG_1487270051383.jpg',
'Y', '2024-02-08 21:35:44', '2', 'Y');

Indexes for dumped tables

ALTER TABLE admininfo
ADD PRIMARY KEY (id);
Indexes for table clubinfo
ALTER TABLE clubinfo
ADD UNIQUE KEY UNIQUE (club_ID);
Indexes for table club_relation
ALTER TABLE club_relation
ADD PRIMARY KEY (id);

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CLUB MANAGEMENT SYSTEM

Indexes for table event_join

ALTER TABLE event_join
ADD PRIMARY KEY (id);
Indexes for table event_table
ALTER TABLE event_table
ADD PRIMARY KEY (id);
Indexes for table group_chat
ALTER TABLE group_chat
ADD PRIMARY KEY (id);
Indexes for table message
ALTER TABLE message
ADD PRIMARY KEY (id);
Indexes for table moderatorinfo
ALTER TABLE moderatorinfo
ADD PRIMARY KEY (id,user_ID);
Indexes for table notice_table
ALTER TABLE notice_table
ADD PRIMARY KEY (id);
Indexes for table notification
ALTER TABLE notification
ADD PRIMARY KEY (id);
Indexes for table notif_seen
ALTER TABLE notif_seen
ADD PRIMARY KEY (id);
Indexes for table studentinfo
ALTER TABLE studentinfo
ADD PRIMARY KEY (id,username);
AUTO_INCREMENT for dumped tables
AUTO_INCREMENT for table admininfo
ALTER TABLE admininfo
MODIFY id int(11) NOT NULL AUTO_INCREMENT, AUTO_INCREMENT=2;
AUTO_INCREMENT for table club_relation
ALTER TABLE club_relation

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CLUB MANAGEMENT SYSTEM

MODIFY id int(11) NOT NULL AUTO_INCREMENT, AUTO_INCREMENT=117;

AUTO_INCREMENT for table event_join
ALTER TABLE event_join
MODIFY id int(11) NOT NULL AUTO_INCREMENT, AUTO_INCREMENT=5;
AUTO_INCREMENT for table event_table
ALTER TABLE event_table
MODIFY id int(11) NOT NULL AUTO_INCREMENT, AUTO_INCREMENT=5;
AUTO_INCREMENT for table group_chat
ALTER TABLE group_chat
MODIFY id int(11) NOT NULL AUTO_INCREMENT, AUTO_INCREMENT=40;
AUTO_INCREMENT for table message
ALTER TABLE message
MODIFY id int(11) NOT NULL AUTO_INCREMENT, AUTO_INCREMENT=300;
AUTO_INCREMENT for table moderatorinfo
ALTER TABLE moderatorinfo
MODIFY id int(11) NOT NULL AUTO_INCREMENT, AUTO_INCREMENT=6;
AUTO_INCREMENT for table notice_table
ALTER TABLE notice_table
MODIFY id int(11) NOT NULL AUTO_INCREMENT;
AUTO_INCREMENT for table notification
ALTER TABLE notification
MODIFY id int(11) NOT NULL AUTO_INCREMENT, AUTO_INCREMENT=3;
AUTO_INCREMENT for table notif_seen
ALTER TABLE notif_seen
MODIFY id int(11) NOT NULL AUTO_INCREMENT, AUTO_INCREMENT=4;
AUTO_INCREMENT for table studentinfo
ALTER TABLE studentinfo
MODIFY id int(11) NOT NULL AUTO_INCREMENT,
AUTO_INCREMENT=86;COMMIT;

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CHAPTER 5

TESTING

Testing is vital for the success of any software. No system design is ever perfect. Testing is
carried out in two phases. First phase is during the software engineering that is during the
module creation. Second phase is after the completion of software.

Table 5.1 : Testing Validations

Sl. INPUT OUTPUT/ REMARKS
no BEHAVIOR

1 Open the file of project Displays the index Club

executable page management
system is
launched
2 Admin Login Invalid Credentials Sign Up denied
Without any credentials

3 Admin Login Invalid Credentials Sign up denied

With Wrong Credentials

4 Admin Login with Correct Admin page is Sign up is

credentials displayed and successful
further options are
provided
5 A. Option 1. User information Admin can choose Options
2. Club and Even Management displayed
3. Relationship and Membership
4. Communication
5. Notification and notice

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CLUB MANAGEMENT SYSTEM

6 Create Class Doesn’t take up the Creation of

Not valid username and user-id value and create class denied

In the first set of test cases, the focus is on retrieving, inserting, updating, and searching
operations within the database. In the retrieval scenario, a query is executed to gather
comprehensive information about classes, emphasizing the need for accurate display of class
names, numeric identifiers, and sections. This test ensures that the database successfully
stores and retrieves class-related data. Moving to the insertion test case, a new student is
added to the `user-information` table, and the expected result involves confirming the
accurate incorporation of student details, including their name, roll ID, email, gender, date
of birth, and the associated class. This validates the database's capability to handle new data
entries seamlessly.

In the second set of test cases, the emphasis is on deletion, data integrity, and triggers. The
deletion test involves removing a class from the `user-information` table, triggering the
automatic removal of corresponding students from the `user-information` table and their
associated results from the `club and event management` table. This validates the
functionality of the implemented triggers, ensuring data consistency. The update test case
involves modifying the marks of a student in a specific subject within the `communication
table` table, confirming the successful reflection of changes. The search operation centers
on finding a student using their email address, ensuring that the retrieval of student
information based on this criterion is accurate. The data integrity test assesses the prevention
of inserting records into `user information` with non-existent student or class IDs, upholding
the integrity of foreign key constraints. Finally, the triggers test introduces a new subject
into `relationships and membership table` and verifies the trigger's functionality in
automatically adding the subject to all existing classes in `notification and notice table`. This
ensures that triggers respond appropriately to maintain data coherence across related tables.

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CHAPTER 6
SNAPSHOTS

Fig 6.1 Login page

Fig 6.2 Register Page

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CLUB MANAGEMENT SYSTEM

Fig 6.3 Admin Homepage

Fig 6.4 Chatbox

Fig 6.5 Moderator Homepage

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CLUB MANAGEMENT SYSTEM

Fig 6.6 Chatbox

Fig 6.7 Member Profile

Fig 6.8 Member Homepage

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CLUB MANAGEMENT SYSTEM

Fig 6.9 Member Homepage 2

Fig 6.10 Events

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CHAPTER 7
APPLICATIONS
The Club Management System project can have various applications, primarily aimed at
simplifying the management of clubs and organizations. Here are some detailed applications of
this project:
1. Member Management:

• Registration: Allows new members to register easily with their details.

• Profile Management: Members can update their profiles, view their membership
status, and access club resources.
• Membership Renewal: Simplifies the process of renewing memberships,
including notifications for upcoming renewals.

2. Event Management:

• Event Creation: Club administrators can create and manage events, set dates, and
define locations.
• Event Registration: Members can register for events, and the system can track
attendance.
• Event Notifications: Automatic notifications can be sent to members about
upcoming events.

3. Payment Processing:

• Dues Collection: Streamlines the collection of membership fees and other payments.
• Financial Reporting: Generates reports on dues collected, pending payments, and
overall financial health of the club.

4. Communication Tools:

• Announcements: Admins can post announcements to keep members informed about

club activities.
• Messaging System: A built-in messaging system can allow members to communicate
with each other and with club administrators.

5. Role Management:

• Admin Dashboard: Provides administrators with a dashboard to manage members,

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CLUB MANAGEMENT SYSTEM

events, payments, and reports.

• User Roles: Different access levels can be assigned to users based on their roles (admin,
member, etc.).

6. Reporting and Analytics:

• Member Statistics: Insights into membership demographics and engagement levels.

• Event Analytics: Reports on event attendance and member participation can help
in planning future events.

7. Feedback System:

• Surveys and Feedback: Members can provide feedback on events and club
activities, helping to improve future offerings.

8. Accessibility:

• Web-Based: Being a web application, it can be accessed from anywhere, making

it convenient for members to interact with the system.

9. Data Security:

• User Authentication: Ensures that sensitive member data is protected through secure
login procedures.

10. Customization:

• Configurable Settings: Clubs can customize certain aspects of the system to better
fit their needs, such as event types, member categories, etc.

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CHAPTER 8
CONCLUSION

The Club Management System using PHP is a robust and versatile web application designed to
streamline the operations of clubs and organizations. By providing features for member
registration, event management, payment processing, and communication, it addresses the various
challenges clubs face in managing their day-to-day activities. The system not only enhances
administrative efficiency but also fosters member engagement through easy access to events and
club information. Its user-friendly interface ensures that members can seamlessly navigate the
platform, while administrators benefit from comprehensive tools for tracking membership,
organizing events, and managing finances. Furthermore, the incorporation of security measures
for data protection and customizable settings allows clubs to tailor the system to their unique
requirements. Overall, this project presents a valuable solution that can significantly improve the
operational dynamics of clubs, making it easier for them to thrive and adapt in a rapidly changing
environment. This project integrates essential functionalities such as member registration, event
management, payment processing, and communication tools, creating a comprehensive platform
that simplifies administrative tasks while enhancing member engagement. With a focus on user
experience, the system offers a user-friendly interface that allows both administrators and members
to navigate the platform effortlessly. The robust reporting and analytics features provide valuable
insights into membership trends and event participation, enabling clubs to make informed
decisions and improve their offerings. Moreover, the implementation of secure user authentication
ensures that sensitive data is well-protected, fostering trust among members. The flexibility of the
system allows clubs to customize various aspects to align with their specific needs, making it a
versatile choice for diverse organizations. Overall, this Club Management System stands out as a
practical and efficient tool that empowers clubs to operate more effectively, engage members
meaningfully, and ultimately thrive in their endeavors.

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REFERENCES

• https://github.com/hmnredoy/Club-Management-System-using-PHP

• https://www.php.net/manual/en/index.php

• https://dev.mysql.com/doc/

• https://www.w3schools.com/php/

• https://www.w3schools.com/html/

• https://www.w3schools.com/css/

• https://developer.mozilla.org/en-US/docs/Web/JavaScript

• https://getbootstrap.com/docs/

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