Manage Alumni Groups

Manage Alumni Groups

Create and manage alumni chapters to organize graduates by year, program, or faculty. Alumni groups facilitate networking, events, and ongoing engagement with former students.

Time required: 10 minutes

Prerequisites

• Alumni Manager role
• Alumni module installed and configured
• Membership fee product created (if charging fees)

Overview

Alumni groups organize graduates into cohorts for:

• Networking and professional connections
• Alumni events and reunions
• Discussion forums and community
• Fundraising and donations
• Career mentoring programs

Steps

Step 1: Access Alumni Groups

1. Navigate to Alumni > Alumni Group
2. Click Create to start a new group

Step 2: Enter Group Information

Field	Required	Description	Example
Name	Yes	Group identifier	”Engineering-2024”
Description	No	Group overview	”Alumni network for 2024 graduates”
Image	No	Group cover photo	Upload banner image

Step 3: Set Naming Convention

Use consistent naming for groups:

Format	Example	Use Case
YEAR	”2024”	Simple year-based
FACULTY-YEAR	”Engineering-2024”	Faculty-specific
PROGRAM-YEAR	”MBA-2024”	Program-specific
BATCH-LOCATION	”2024-Mumbai”	Campus-based

Step 4: Configure Membership Fees

If charging annual membership:

Field	Description	Example
Fees	Product for invoicing	”Alumni Membership”
Fees Amount	Membership cost	500.00

Step 5: Save the Group

Click Save to create the alumni group.

Step 6: Create Discussion Forum

1. After saving, click Create Forum button
2. System creates a linked discussion forum
3. Forum name matches group name
4. Members can post and discuss

Group Management

Add Members

Members are added by:

1. Converting students to alumni (automatic)
2. Selecting group during conversion
3. Manual assignment to group

View Group Members

1. Open the alumni group
2. Click Members smart button
3. View all enrolled alumni
4. Filter by status, year, location

Manage Events

1. Open the alumni group
2. Click Events smart button
3. Create group-specific events:
   • Reunions
   • Networking sessions
   • Career fairs
   • Webinars

Publishing to Website

Make group visible on portal:

1. Open the alumni group record
2. Enable Published toggle
3. Configure SEO metadata:
   • Meta title
   • Meta description
   • Keywords

Group Statistics

View group analytics:

Metric	Description
Total Members	Alumni enrolled
Active Members	Paid/verified
Event Attendance	Event participation rate
Forum Activity	Posts and discussions

Field Reference

Alumni Group

Technical Field	UI Label	Type	Notes
name	Name	Char(256)	Required, unique
description	Description	HTML	Rich text
image	Image	Binary	Cover photo
forum_id	Forum	Many2one	Linked discussion forum
fees_id	Fees	Many2one	Fee product
alumni_fees_amount	Fees Amount	Float	Membership cost
company_id	Company	Many2one	Multi-company support
active	Active	Boolean	Default: True
alumni_student_line	Members	One2many	Alumni records
event_ids	Events	One2many	Group events
event_count	Event Count	Integer	Computed

Buttons Reference

Button	Action
Create Forum	Creates linked discussion forum
Events	View/create group events
Members	View alumni in group

Troubleshooting

Cannot create forum

Problem: “Create Forum” button gives error.

Solution:

1. Verify website_forum module is installed
2. Check user has forum creation permissions
3. Ensure group is saved before creating forum

Fees not applied

Problem: Invoice creation fails.

Solution:

1. Verify fees_id product is set
2. Verify alumni_fees_amount > 0
3. Check product is active and saleable

Group not visible on website

Problem: Alumni group not on public portal.

Solution:

1. Enable Published toggle
2. Verify at least one alumni member
3. Check website routes are enabled

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Related: Create Alumni Records | Alumni Portal | Alumni Network