The chapter operating system

Work orders from a QR code

Repairs get lost when they arrive by text, hallway conversation, and email. With ChapterHub, you post a QR code in every room and common space. A resident scans the code and reports the problem with a photo, without an app or a login. ChapterHub drafts the description from the photo, and the resident confirms it. The report becomes a work order with the room already identified. You assign it to staff or a vendor and track it until the repair is verified.

Vendors, contracts and insurance in one place

A lapsed insurance certificate usually goes unnoticed until the day you need it. Upload a vendor's contract or certificate, and ChapterHub reads it for you. Coverage, limits, and expiration dates are recorded automatically. The system also captures the deadline to cancel before a contract renews. Anything nearing expiration is flagged on your screen.

Emergency alerts and a headcount

In an emergency, the first question is whether everyone is out. When a resident reports an emergency, your house director and board receive a text and an email immediately. During a real event, you can text every resident who has opted in to messages. The headcount shows, name by name, who has responded. Anyone who has not responded appears as unaccounted for, and your staff know exactly whom to find.

ChapterHub is not a fire alarm or a life-safety system.

Parking permits

Unregistered cars in the lot create conflict and towing disputes. Residents register their own vehicles from their phones. You then print a QR parking permit for each one.

Move-in and move-out inspections

Deposit disputes are hard to settle without evidence. Your staff photograph every room at move-in. Each resident reviews the photos and signs off from a phone. At move-out, the new photos appear side by side with the originals.

Damage charges split fairly

Common-area damage often ends up charged to no one. ChapterHub lets you charge damage to the person responsible. Room damage can be divided among roommates. Common-area damage can be shared across the house. Each resident receives an itemized statement with photographs.

Built on your resident roster

Most house software asks you to maintain the same list in several places. Here, you load your residents once. That roster determines who receives emergency texts, who signs off on each room, and who shares a damage charge. It also defines your emergency headcount.

Alumni directory

Finding the right alumni contact should not require a spreadsheet. You can search by name, city, or employer. You can also ask a question in plain English.

Alumni email

Build audiences and send updates to exactly the alumni you want to reach.

Events

Guests RSVP online before the event. Your team checks them in at the door.

Recruitment pipeline

Every prospective member is tracked from first contact through initiation.

Chapter standards

Accreditation season goes faster when the evidence is already collected. ChapterHub gathers it throughout the year. The first version was built for Sigma Nu's PEP.