Alumni Management
Stay connected with your graduates — from convocation to career milestone to reunion.
10 DocTypes
Comprehensive data model
4 Roles
Granular access control
GDPR Compliant
Field-level redaction
Auto-creates
On graduation
Alumni Profiles & Career History
Every graduating student becomes an alumni record automatically. Profiles store academic history, personal contacts, career progression, and engagement data — all in one place, always up to date.
Auto-Created on Graduation
A Student Lifecycle hook triggers the moment a student is marked as graduated. The alumni profile is populated with degree, program, department, batch, CGPA, honors, and contact details — zero manual entry.
Rich Alumni Profile
Stores personal and work email, phone, city, state, country, current employer, designation, industry, LinkedIn URL, and a personal bio. Status (Active / Inactive) and directory visibility are configurable by both alumni and admins.
Full Career History
A child table captures the complete employment timeline — every role, employer, industry, and date range. Role progression is visible at a glance. Salary data is stored but redacted by default, respecting alumni privacy.
What the Alumni Profile Stores
Events & Reunions
Run reunions, city meetups, fundraising galas, and virtual networking events from a single module. RSVPs, attendance, and chapter-level organisation are all built in.
Alumni Events
Create and manage reunions, regional meetups, networking evenings, and webinars. Each event has a venue or virtual link, date, capacity, and organising chapter. Events are published to the alumni portal automatically.
Event Registration & RSVP
Alumni register and RSVP directly from the portal. Attendance is tracked per event and linked to each alumnus's engagement score. Waitlist management is supported for high-demand events.
Chapter-Based Organisation
Alumni Chapter Leaders manage their city or country chapters independently. Each chapter maintains its own event calendar and member list, while central Alumni Managers retain full visibility across all chapters.
Email & SMS Communications
Targeted outreach is consent-driven. Each alumnus profile records email and SMS opt-in status. Fundraising Managers can filter by engagement score, batch, or industry to personalise every campaign.
Engagement Scoring
Know which alumni are actively engaged and which need re-activation. Scores are calculated automatically and help fundraising and chapter teams prioritise their outreach effectively.
What Drives the Score
When Scores Update
- 1
Profile saved — engagement score recalculated immediately
- 2
Event registration — score updated on RSVP or attendance mark
- 3
Weekly job — batch recalculation across all active alumni
- 4
Monthly job — data retention policy enforcement runs
- 5
Email bounce — bounce count incremented, score adjusted down
- 6
Fundraising export — score and last interaction date included
Privacy & GDPR Compliance
Two dedicated DocTypes ensure alumni data is handled lawfully. Consent is tracked per channel, sensitive fields are redacted at the data layer, and retention enforcement runs automatically every month.
Privacy Consent Tracking
Alumni Privacy Consent DocType records email and SMS opt-in with timestamps. Consent can be withdrawn at any time and the change is logged with a date for audit purposes.
Field-Level Redaction
Alumni Privacy Field DocType configures which fields (email, phone, address, bio) are redacted for which roles. Fundraising Managers see engagement scores; personal contact details remain hidden unless consent is given.
Directory Visibility
Each alumnus chooses whether their profile appears in the alumni directory. The setting is self-managed through the alumni portal and respected across all alumni-facing pages.
Data Retention Enforcement
A monthly scheduled job runs the retention policy across all alumni records. Inactive alumni past the retention window are anonymised or flagged for review, in line with applicable data protection laws.
Consent-Gated Communications
Email and SMS campaigns are only sent to alumni who have explicitly opted in. Unsubscribe requests update the consent record in real time and are honoured immediately.
Audit Trail
Every consent change, field redaction update, and data retention action is logged with a user, timestamp, and reason. The audit log is available to Alumni Managers and system administrators.
Automation & Lifecycle Hooks
From the moment a student graduates to monthly data hygiene, Unity runs the repetitive work automatically so your alumni team can focus on relationships, not administration.
Student Lifecycle Hook
When a student's program enrollment is marked as Graduated, Unity automatically creates the Alumni record and populates it with academic data, personal contacts, and privacy defaults. No manual handoff between the Registrar and Alumni Office.
Weekly Engagement Recalculation
Every week, a scheduled job recalculates engagement scores across all active alumni. Alumni who have not interacted recently are flagged with a lower score, helping the team identify who needs re-engagement.
Monthly Data Retention
The data retention policy runs monthly, anonymising or flagging records that have exceeded the retention window. All actions are logged in the audit trail with timestamps and reason codes for regulatory compliance.
Roles & Access
Alumni
Self-service access: edit own profile, register for events, manage privacy settings.
Alumni Manager
Full admin access: create, update, and verify profiles; manage all events and chapters.
Fundraising Manager
Read access to engagement scores and career data for targeted donation campaigns.
Alumni Chapter Leader
Manage chapter events and member lists within an assigned geographic chapter.
Frequently Asked Questions
How is an alumni profile created?
Alumni profiles are created automatically through a Student Lifecycle hook — the moment a student is marked as graduated in Unity, an Alumni record is generated with their personal details, degree, program, department, batch, CGPA, and honors. No manual data entry is required. The profile is immediately visible to Alumni Managers and can be activated for the alumni portal.
How is career history tracked?
Each Alumni record includes a Career History child table where employment records are maintained with employer name, designation, industry, start and end dates, and role progression. Salary data is stored but redacted by default for privacy. Alumni can update their own career history via the self-service portal, while Alumni Managers can review and verify changes.
How does GDPR compliance work?
Unity Alumni Management includes two dedicated DocTypes for privacy: Alumni Privacy Consent (tracks email and SMS consent with timestamps) and Alumni Privacy Field (configures field-level redaction for sensitive data like email, phone, address, and bio). A monthly data retention policy enforcement automation ensures personal data is handled in accordance with applicable regulations. Directory visibility is also opt-in per alumni.
What is engagement scoring and how is it calculated?
The engagement score is a numeric metric that reflects how actively an alumnus interacts with your university. It is recalculated weekly and updated whenever the alumni profile is changed or an event registration is made. Factors include event attendance, profile completeness, email bounce count, and last interaction date. The score helps Fundraising Managers and Alumni Chapter Leaders prioritise outreach.
What roles can access alumni data?
There are four roles: Alumni (self-service access to their own profile and event registrations), Alumni Manager (full administrative access — create, update, verify profiles and manage events), Fundraising Manager (read access to engagement scores and career data for targeted outreach), and Alumni Chapter Leader (manage chapter-level events and member lists within their assigned chapter).
Start Managing Your Alumni Network
See how Unity auto-creates alumni records on graduation, tracks career histories, runs engagement scoring, and keeps your data GDPR-compliant — all in a single platform connected to your university ERP.
Book Alumni Management Demo