Software package

Alumni network package

An alumni community the institution can stand behind: graduates verified against your list, year groups and courses as cohorts, a directory where alumni set their own visibility, reunions run by volunteers within their year, mentoring matches, moderated class notes, a careers board and giving on the same record.

Custom build Concept demo

Get a quote for this package

Who it is for

Built for

A good fit

Independent and state schools, sixth-form and further education colleges, universities and their departments, and alumni associations run as separate charities, with a few thousand to around a hundred thousand former students. It suits institutions with an alumni officer or a small development team, volunteer year-group representatives who organise reunions, a careers or mentoring programme that wants alumni involvement, and a giving ask that should land on the same record as the reunion invitation. Daily users are the alumni officer verifying registrations and planning events, the development officer looking at giving history, year-group representatives managing their reunion, students requesting mentors, and alumni updating profiles, finding each other and booking events.

Not the right fit

It is not for current-student portals or virtual learning environments, nor for professional communities without an institutional link, which have the professional community package. Institutions that need a live feed from the student record system or a two-way development database connection need the custom route for those parts.

The operational problem it solves

How it runs, step by step

Tuesday morning in reunion season.

The alumni officer opens the registration queue: twenty-six new sign-ups overnight, twenty-two matched the graduate list automatically and are already in their year groups, four need a look.
One claims the class of 1994 and attached a photograph of a certificate; the officer verifies and the account unlocks the directory and the 1994 reunion page.
The year-group representative for 2004 opens her organiser view: 118 invited, 61 booked, 9 on the dinner waiting list, and a message to the unbooked goes out from her name through the platform without her ever holding the list.

A 2011 graduate searches the directory for anyone from her course now working in public health; three profiles are shown because those three chose to be findable by course and sector, and she sends a contact request that the platform relays.

One replies within the day.
In the mentoring module a second-year student asks for a mentor in environmental engineering; the matching screen offers four alumni mentors with capacity, the officer confirms one and the introduction goes to both.
A class note arrives from a 1987 graduate about a book launch; it sits in the moderation queue until the communications officer approves it for the autumn newsletter.
An alumnus posts a graduate role on the careers board, visible to final-year students and recent graduates.
At lunchtime a donor gives to the bursary campaign; the gift and its declaration record land on his alumni record, and when he arrives at Saturday's dinner the officer greeting him can see he has given for nine years.

Features

What the package does

The package ships as modules that mirror the alumni office: records and verification, the directory and privacy, reunions and events by cohort, mentoring, publishing of class notes and careers posts, and giving. Each module below lists what it does; the comparison table shows which package variant includes it.

Memberships

Alumni records by cohortRecords with graduation year, course, department and any other cohorts you define.
Verification against a graduate listNew sign-ups checked against the graduate list you upload, with a review queue for those that do not match.
Giving campaignsOne-off and regular gifts to campaigns with declaration records, exportable in the layout the institution needs.
Regional and overseas chaptersChapters with their own scoped organisers who see only their region.
Single sign-on with the institutionAlumni sign in with the identity they already have at the institution.

Directory and reviews

Directory with contact requestsAlumni choose what the directory shows, and contact requests are relayed without exposing their details.
Reunions and cohort eventsEvents by cohort with ticketing and waiting lists, and year-group organisers who see only their own cohort.
Mentoring matchesMentor and student profiles matched with capacity limits and an outcome record for each match.

Content and editorial

Class notes and newsAlumni submit news and class notes that are moderated, then assembled into the newsletter.
Careers boardRoles posted by alumni and approved before they appear, open to alumni and students.
Yearbooks and archive photographsYearbooks and archive photographs kept in a members-only area.
Segment email and engagementEmail by cohort, region and engagement, with engagement visible per cohort.

Package variants compared

Website
Business Software

Which features each package variant includes
Feature	Website	Business Software
Alumni records by cohort	Included	Included
Verification against a graduate list	Optional	Included
Directory with contact requests	Included	Included
Reunions and cohort events	Included	Included
Class notes and news	Included	Included
Careers board	Included	Included
Yearbooks and archive photographs	Included	Included
Segment email and engagement	Not in this variant	Included
Mentoring matches	Optional	Optional
Giving campaigns	Optional	Optional
Regional and overseas chapters	Not in this variant	Optional
Single sign-on with the institution	Not in this variant	Optional

Roles and permissions

Who does what

Alumni officer
- Upload and maintain the graduate list and work the verification queue
- Define cohorts by year, course, department or house
- Create events and appoint year-group organisers
- Confirm mentoring matches and set mentor capacity
- Send segment emails and see engagement by cohort
Development officer
- See giving history and declaration records on alumni records
- Create giving campaigns with targets and thank-you wording
- Export gifts and declarations in the layout the institution needs
- Cannot edit verification or profiles
Year-group organiser
- See invited, booked and waiting-list attendees for their own reunion
- Message their year group through the platform without holding the list
- Manage tables, dietary notes and the programme
- Cannot see other cohorts or giving
Communications
- Moderate class notes and news submissions
- Publish newsletters assembled from approved notes
- Approve careers board posts
Student
- Request a mentor by sector and preference
- See careers board posts open to students
- Cannot see the alumni directory
Alumnus
- Verify status and keep a profile with their own visibility choices
- Search the directory and send contact requests
- Book reunions and events, offer to mentor and post roles
- Submit class notes and give to campaigns

Example screen

Concept demo

Concept demo of an alumni reunion organiser view showing booking counts, a table plan and a cohort message composer.

The year-group organiser's view for the class of 2004 reunion: invited, booked and waiting-list counts, a table plan in progress, dietary notes gathered at booking, and a message to the unbooked ready to send from the organiser's name without the list leaving the platform.

Scope and options

What is included and what is extra

In the base package

Alumni records with graduation year, course, department and other cohorts you define
Verification against an uploaded graduate list with a manual review queue
Directory with per-alumnus visibility choices and relayed contact requests
Reunions and events by cohort with ticketing, waiting lists and scoped organiser roles
Class notes and news submissions with moderation and newsletter assembly
Careers board for alumni and students with approval
Members-only documents such as yearbooks and archive photographs
Segment email by cohort, region and engagement

Common add-ons

Mentoring with mentor and student profiles, matching, capacity and outcome records
Giving campaigns with one-off and regular gifts and declaration records
Regional and overseas chapters with scoped organisers
Single sign-on with the institution identity provider

Needs custom work

Live graduate feed from the student record system
Two-way connection to a development or fundraising database
Chapter finances and remittances
Migration from a legacy alumni database with partial or inconsistent history

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

Runs on your own hosting or on hosting we manage; the choice is made in the proposal and can change later. The institution owns the code and its data in both cases. Alumni records, privacy choices, event history, mentoring records and gifts can be exported at any time in standard formats, and nothing in the package stops a move to another provider.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates, monitoring of email delivery and payment callbacks, backups, and a monthly window for small changes such as a new cohort type, revised privacy defaults or next year's campaign wording. Larger changes are quoted as change requests.

Pricing model

Priced per proposal.

Sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the number of alumni and cohorts, the verification route, the add-ons selected, the payment provider for gifts and tickets, and the records migrated. The proposal itemises each line so recurring costs are never hidden in the build.

Software package

Custom build Concept demo

Variants

Alumni records with graduation year, course, department and other cohorts you define
Verification against an uploaded graduate list with a manual review queue
Directory with per-alumnus visibility choices and relayed contact requests
Reunions and events by cohort with ticketing, waiting lists and scoped organiser roles

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

How does verification work if we do not have a clean graduate list?

You upload what you have; matches verify automatically and everyone else enters the review queue with the evidence you ask for, such as a year and course or a certificate photograph. The list improves as the officer confirms people, and a cleaner list can be uploaded later without losing anything.

What can other alumni see about me?

Only what each alumnus chooses. Visibility is set per field, findability by cohort and sector is a choice, and contact requests are relayed by the platform rather than exposing an address. The institution sets the defaults for new accounts.

Can volunteer organisers run a reunion without us handing over the contact list?

Yes. A year-group organiser sees their cohort's invitation, booking and waiting-list status and messages them through the platform, but never downloads addresses. The alumni office keeps oversight of every event.

How does mentoring matching work?

With the mentoring add-on, alumni offer to mentor with sectors and a capacity; students request by sector and preference. The officer confirms a match from the suggestions, both sides are introduced, and an outcome is recorded at the end of the term so mentors are not over-asked.

Can alumni give through the platform?

With the giving add-on, yes: one-off and regular gifts through a connected provider, with a declaration captured as a dated record in the institution's wording and the gift shown on the alumni record to the development team. The reclaim itself remains the institution's process.

We have a student record system. Can the package read it directly?

The package verifies against an uploaded list. A live feed from the student record system, or a two-way link to a development database, is custom work through custom alumni platform development.

Is this a finished product I can see running?

Not yet. The readiness badge shows the real state: the package is a custom build assembled from our memberships, directory, bookings, listings and orders modules for each institution, and the organiser view on this page is a labelled concept demo rather than a live client system.

Get a quote for Alumni network package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.