When schools try to reach their alumni, they usually find invalid phone numbers and emails in old student records. Reunions are announced in social media groups, it stays in a spreadsheet who has supported a fundraising campaign, and no one knows where graduates now work. In the system we build alumni update their own profiles and find each other in the network by graduation year, department, city and industry. Event registration, giving and scholarship campaigns, mentoring matches and job postings all run in the same portal, and the alumni office follows every interaction in reports.
Problems we see in alumni relations
- Alumni contact details going stale
- Event invitations sent through scattered channels
- Gifts and scholarship support not being tracked
- Alumni’s link with the school weakening
Modules
Alumni database
Import from the student information system and self-service profile updates.
Alumni network
Search and messaging by year, department, city and industry.
Events
Meet-up, reunion and seminar registration, ticketing and QR entry.
Giving and scholarships
Campaign page, online giving, receipts and donor history.
Careers and mentoring
Job postings, mentor-student matching and meeting tracking.
Alumni card
Digital alumni card and campus perks.
How it works day to day
- 1
Alumni records are imported from the student information system and invitations sent.
- 2
The alumnus enters the portal and updates their profile and contact preferences.
- 3
Event and campaign announcements go to the relevant alumni segment.
- 4
Alumni register for events, give, or become mentors.
- 5
The office reviews participation, giving and engagement reports each period.
Integrations
Off-the-shelf software or custom-built?
When off-the-shelf is enough
For small schools and new alumni associations, social media groups and off-the-shelf event tools are enough to start with.
When custom software pays off
For institutions with tens of thousands of alumni running regular giving and scholarship campaigns, a custom alumni platform noticeably improves data quality and campaign returns.
How the budget is built
We launch the workflow that saves you the most time first, then add modules based on real usage. The full scope below is calculated with 22 screens and 11 modules; the final price follows a free discovery call and a written scope.
Maintenance and improvements (optional): €500 / month. Hosting, SMS, WhatsApp and app store fees are listed separately.
Frequently asked questions
Where does alumni data come from?
There is an initial import from the student information system, after which alumni verify and update their own details.
Can alumni see each other’s contact details?
Only the fields the alumnus has allowed are visible, and messaging takes place inside the platform.
Can receipts be issued for gifts?
Yes. Gift receipts and tax-compliant documents suited to your foundation or association structure are generated automatically.
How is it managed under GDPR?
Consent for contact and data processing is collected separately, and alumni are removed from mailing lists when they withdraw it.
