ClubTrack is a desktop app for managing club members and attendance, optimized for use via a Command Line Interface (CLI) while retaining the benefits of a Graphical User Interface (GUI).

Target User Profile

ClubTrack is designed for university student club executive committee (exco) members who need to:

  • Manage large member databases (50–500 members)
  • Track attendance across multiple events and sessions
  • Assign roles and responsibilities to members
  • Monitor member participation through points systems

Ideal users are:

  • Comfortable with command-line interfaces
  • Need to perform member management tasks quickly
  • Prefer keyboard input over mouse clicking
  • Manage active clubs with regular events and meetings

Value Proposition

ClubTrack enables club executives to manage members, track attendance, and assign points up to 3× faster than traditional spreadsheet-based solutions through an intuitive command-line interface optimized for power users.

Quick Start

  1. Check your Java version

    ClubTrack requires Java 17 to run.

    To check your version, open a terminal and type:

    java -version

    If you do not have Java 17 installed, please download it here:

  2. Download ClubTrack

    Download the latest .jar file from our GitHub releases page.

  3. Choose a home folder

    Move the .jar file to the folder where you would like ClubTrack to save your data.

  4. Open your terminal and navigate to that folder

    cd /path/to/your/folder

  5. Run the app

    java -jar ClubTrack.jar

A GUI similar to the one below should appear in a few seconds. The app starts with sample data. Ui

Type a command in the command box and press Enter to execute it. For example, typing help will open the help window.

Some example commands you can try:

* `list` : Lists all members in the current list.
* `add n/John Doe p/98123456 e/johnd@example.com a/John street y/2 f/SOC` : Adds a member named John Doe.
* `present 1` : Marks the first member as present.
* `switch Training_2025_10_20` : Switches to (or creates) a list for that event.
* `clear` : Deletes all members **in the current list**.
* `exit` : Exits the app.
  1. Refer to the Features below for details of each command.

Features

:information_source: Notes about the command format:

  • Words in UPPER_CASE are the parameters to be supplied by the user. e.g. in add n/NAME, NAME is a parameter which can be used as add n/John Doe.

  • Items in square brackets are optional. e.g n/NAME [t/TAG] can be used as n/John Doe t/Treasurer or as n/John Doe.

  • Items with … after them can be used multiple times including zero times. e.g. [t/TAG]…​ can be used as ` ` (i.e. 0 times), t/Treasurer, t/Treasurer t/Logistics etc.

  • Parameters can be in any order. e.g. if the command specifies n/NAME p/PHONE_NUMBER, p/PHONE_NUMBER n/NAME is also acceptable.

  • Extraneous parameters for commands that do not take in parameters (such as help, list, exit and clear) will be ignored. e.g. if the command specifies help 123, it will be interpreted as help.

  • List names used in switch and remove are plain text strings. Underscores and dashes are allowed, e.g. Training_2025_10_20.

Viewing help : help

Shows a message explaining how to access the help page.

Format: help

Adding a member : add

Adds a member to ClubTrack.

Format: add n/NAME p/PHONE e/EMAIL a/ADDRESS y/YEAR_OF_STUDY f/FACULTY [t/TAG]…

Field constraints:

  • Name — up to 100 characters; must contain only letters, numbers, and spaces.
  • Phone — 8 digits, must start with 8 or 9.
  • Email — up to 254 characters, must be a valid email format.
  • Address — up to 200 characters.
  • Faculty — cannot be blank, up to 100 characters.
  • Year of Study — integer 1 to 5.
  • Tag — alphanumeric; up to 50 characters each.
:bulb: Tip: A member can have any number of tags (including 0), e.g. their role or committee.

Examples:

  • add n/John Doe p/98123456 e/johnd@example.com a/John street y/3 f/SOC
  • add n/Betsy Crowe p/83123456 e/betsycrowe@example.com a/Newgate Prison y/2 f/CDE t/Treasurer t/Logistics

Listing all members : list

Shows a list of all members in the current list.

Format: list

Editing a member : edit

Edits an existing member.

Format: edit INDEX [n/NAME] [p/PHONE] [e/EMAIL] [a/ADDRESS] [y/YEAR] [f/FACULTY] [t/TAG]…

  • Edits the member at the specified INDEX. The index refers to the index number shown in the displayed member list. The index must be a positive integer 1, 2, 3, …
  • At least one of the optional fields must be provided.
  • Existing values will be updated to the input values.
  • When editing tags, the existing tags of the member will be replaced.
  • You can remove all tags by typing t/ without specifying any tags after it.

Field constraints (e.g., max lengths, year 1–5) follow the same rules as in add.

Examples:

  • edit 1 p/91234567 e/johndoe@example.com
  • edit 2 n/Betsy Crower t/

Locating members by keyword : find

Finds members whose name field only contains any of the given keywords.

Format: find KEYWORD [MORE_KEYWORDS]

What it searches:

  • name only (for quick lookup by name)

Rules:

  • Match is case-insensitive (john matches John)
  • Match is substring-based (alex matches Alexander)
  • Order of keywords does not matter
  • A member is returned if the name field contains any of the keywords (logical OR)
  • Does NOT search tags, faculty, year, phone, email, or address — use search for tag-based filtering

Examples:

  • find john → matches John, Johnathan
  • find alex david → matches Alex David, Alexander, David Lee

Searching members by tag prefix : search

Finds members whose tags start with the given prefix(es). Use this when your club has tag conventions like exco-*, dance-*, logi-*.

Format: search t/TAG_PREFIX…

Rules:

  • Match is case-insensitive
  • Match is prefix-based: t/log matches logi, logistics, log-2025
  • You can give multiple prefixes; member is returned if it matches any prefix (logical OR)
  • At least one t/ must be supplied

Examples:

  • search t/exco → matches exco, exco-head, exco-programme
  • search t/dan t/perf → matches members tagged dance, dance-lead, performance, performer
  • search t/comm → matches committee, comm-head, comm-logi

Marking attendance : present

Marks the specified member as present in the current list.

Format: present INDEX

Examples:

  • present 1
  • present 4

Unmarking attendance : absent

Unmarks the specified member, setting them as absent in the current list.

Format: absent INDEX

Examples:

  • absent 1
  • absent 3

Viewing attendance : attendance

Displays the current attendance list, showing who is present for the current list.

Format: attendance

Note: This command shows only members who are marked as present. To see all members (both present and absent), use the list command.

Switching between lists : switch

Switches between different member/attendance lists, such as separate event rosters. If the specified list does not exist, ClubTrack creates a new empty list with that name. The app starts on the default list named ClubTrack.

Format: switch NAME_OF_LIST

Examples:

  • switch Training_2025_10_20
  • switch MatchDay-1

After switching, all subsequent commands (add, present, clear, list, delete, points, etc.) apply only to the current list.

Removing a list : remove

Removes an existing list from ClubTrack.

Format: remove NAME_OF_LIST

Example:

  • remove Training_2025_10_20

Adding points : addpoints

Adds a specified number of points to a member.

Format: addpoints INDEX pts/VALUE

  • Points can represent participation, merit, or performance.
  • The integer VALUE can only be a positive integer.
  • In line with typical club operations, points are usually awarded in small increments (<=100), and therefore would be unrealistic to have large increments in points e.g., adding 10000000 points at once.

Examples:

  • addpoints 2 pts/5
  • addpoints 1 pts/10

Deleting points : minuspoints

Removes a specified number of points from a member.

Format: minuspoints INDEX pts/VALUE

  • Similar to the ‘addpoints’ command, points are usually deducted in small decrements (<=100), and would be unrealistic to have large decrements in points e.g., subtracting 100000000 points at once.
  • The integer VALUE can only be a positive integer.

Examples:

  • minuspoints 1 pts/3
  • minuspoints 4 pts/10

Viewing member points : points

Shows the current points of a specified member in the current list.

Format: points INDEX

Examples:

  • points 1
  • points 3

Adding tags to a member : tag

Adds a tag to the specified member.

Format: tag INDEX TAG

  • Tags must be alphanumeric and ≤ 50 characters.

Examples:

  • tag 1 Treasurer
  • tag 2 Committee

Removing tags from a member : untag

Removes a tag from the specified member.

Format: untag INDEX TAG

  • Tags must be alphanumeric and ≤ 50 characters.

Examples:

  • untag 1 Treasurer
  • untag 2 Committee

Deleting a member : delete

Deletes the specified member from the current list.

Format: delete INDEX

Examples:

  • delete 3
  • find John followed by delete 1

Clearing all entries in the current list : clear

Clears all members in the current list. Other lists are not affected.

Format: clear

:exclamation: Caution: This action cannot be undone.

Exiting the program : exit

Exits the ClubTrack application.

Format: exit

Saving the data

ClubTrack data are saved automatically after any command that changes the data. There is no need to save manually.

Editing the data files

ClubTrack stores each list in its own JSON file inside the data/ folder (next to the .jar).

  • The default list is saved as: data/ClubTrack.json
  • When you run switch Training_2025_10_20, ClubTrack creates/uses: data/Training_2025_10_20.json
  • Every list name maps 1-to-1 to a JSON file with the same name.

Advanced users may edit these JSON files directly.

Caution:

  • Make sure the JSON stays valid (correct braces, field names, commas).
  • If a file is edited incorrectly, ClubTrack may reset that list or refuse to load it.
  • Do not rename the JSON files manually unless you also use the same name in the switch command.

FAQ

Q: How do I transfer my data to another computer?

A: Install the app on the other computer and replace the empty data file it creates with your existing ClubTrack data file.


Q: I entered the wrong command. Will it break my data?

A: No. Invalid commands are safely ignored, and an error message will appear.


Q: The app does not open.

A: Ensure you are using Java 17 or above. If issues persist, download the latest .jar file and try again.


Q: Will I have to create a completely new list from scratch for separate events?

A: No, excos can simply duplicate a previous event’s JSON file, rename it, and load it as a new list to serve as a base template, eliminating the need to re-enter records manually. From there, edit the names accordingly.


Q: Why do some fields reject very long input?

A: To ensure smooth performance and prevent corrupted files, ClubTrack limits field lengths (e.g., Name ≤ 100 chars).

Command summary

Action Format, Examples
Add Member add n/NAME p/PHONE e/EMAIL a/ADDRESS y/YEAR f/FACULTY [t/TAG]… e.g. add n/John Doe p/98123456 e/john@example.com a/Blk 12 Hillview y/2 f/SOC t/Captain
Edit Member edit INDEX [n/NAME] [p/PHONE] [e/EMAIL] [y/YEAR] [f/FACULTY] [a/ADDRESS] [t/TAG]… e.g. edit 2 n/Betsy Crowe t/Treasurer
Delete Member delete INDEX e.g. delete 3
List Members list
Find Member find KEYWORD [MORE_KEYWORDS] e.g. find John David
Search by Tags search t/TAG_PREFIX… e.g. search t/exco t/dance
Mark Attendance present INDEX
Unmark Attendance absent INDEX
View Attendance attendance
Switch Lists switch NAME_OF_LIST e.g. switch Training_2025_10_20
Remove List remove NAME_OF_LIST e.g. remove Training_2025_10_20
Add Points addpoints INDEX pts/VALUE e.g. addpoints 1 pts/5
Minus Points minuspoints INDEX pts/VALUE e.g. minuspoints 2 pts/5
View Points points INDEX e.g. points 1
Add Tag tag INDEX TAG e.g. tag 1 Treasurer
Remove Tag untag INDEX TAG e.g. untag 1 Treasurer
Clear Current List clear
Help help
Exit exit