Convert Student to Alumni

Convert Student to Alumni

Time Required: 5 minutes Module: openeducat_alumni_enterprise User Role: Alumni Manager

Overview

When a student graduates, you can convert their record to alumni status. This preserves their academic history while adding alumni-specific information like current employment and enabling access to alumni features.

Prerequisites

• Student has completed their course/program
• Alumni group exists for their graduation year
• Alumni membership fee product configured (optional)

Step-by-Step Instructions

Step 1: Open Student Record

1. Navigate to Students > Students
2. Search for the graduating student
3. Click to open their record

Step 2: Enable Alumni Status

1. Scroll to the Alumni Details section (or tab)
2. Check the Is an Alumni? checkbox
3. The Alumni Details fields become visible

Step 3: Fill Alumni Information

Complete the following fields:

Alumni Details Fields

Field Name	Technical Name	Type	Required	Description
Is an Alumni?	alumni_boolean	Boolean	Yes	Enables alumni features
Passing Year	passing_year_id	Many2one	Yes	Graduation batch (op.batch)
Alumni Group	alumni_id	Many2one	Yes	Alumni cohort assignment
Current Position	current_position	Char	No	Job title (e.g., “Senior Engineer”)
Current Job	current_job	Char	No	Company name (e.g., “Tech Corp”)

Example Entry:

Is an Alumni?: ✓ (checked)
Passing Year: Batch 2023
Alumni Group: AD-2023
Current Position: Software Developer
Current Job: Google Inc.

Step 4: Create Membership Invoice (Optional)

If alumni membership requires a fee:

1. Verify Status shows “Draft”
2. Click Create Invoice button
3. System generates invoice with alumni group fee amount
4. Status changes to “Invoice Created”

Step 5: Save Record

Click Save to preserve all changes.

Buttons Reference

Button	Visibility	Action
Create Invoice	Status = Draft	Generates alumni fee invoice
View Invoice	Status = Invoice Created	Opens payment invoice

Field Reference - Complete

Field	Technical Name	Type	Required	Notes
Is an Alumni?	alumni_boolean	Boolean	Yes	Master toggle
Passing Year	passing_year_id	Many2one → op.batch	Yes	Graduation batch
Alumni Group	alumni_id	Many2one → op.alumni.group	Yes	Cohort assignment
Current Position	current_position	Char(256)	No	Job title
Current Job	current_job	Char(256)	No	Employer name
Status	state	Selection	Auto	draft/invoice/cancel
Invoice	invoice_id	Many2one → account.move	Auto	Generated invoice
Invoice Number	number	Char (related)	Auto	From invoice
Join Date	join_date	Date (related)	Auto	Invoice date

After Conversion

Once converted, the alumni member can:

• Access alumni portal on the website
• Participate in alumni group forum
• Register for alumni events
• View and contribute to alumni blog
• Browse alumni job postings

Troubleshooting

Alumni Details Section Not Visible

Problem: Cannot find Alumni Details fields on student form.

Solution:

1. Ensure openeducat_alumni_enterprise module is installed
2. Check user has Alumni Manager permissions
3. The section appears only after checking “Is an Alumni?”

Invoice Button Not Working

Problem: Create Invoice button doesn’t generate invoice.

Solution:

1. Verify alumni group has alumni_fees_amount configured
2. Verify alumni group has fees_id (product) assigned
3. Check accounting module is properly configured

Student Not Appearing in Alumni Portal

Problem: Converted alumni not visible on website.

Solution:

1. Verify alumni group is published on website
2. Check student has profile photo uploaded
3. Ensure alumni portal routes are enabled

Example: Complete Alumni Conversion

Scenario: Convert graduating student “John Doe” to alumni.

1. Open student record for “John Doe”
2. Check Is an Alumni? = Yes
3. Set Passing Year = “Batch 2024”
4. Set Alumni Group = “AD-2024”
5. Enter Current Position = “Graduate Trainee”
6. Enter Current Job = “Infosys Ltd.”
7. Click Create Invoice (fee: $100)
8. Click Save

Result: John Doe now appears in AD-2024 alumni directory with invoice #INV/2024/0042.

Related Topics

• Create Alumni Group - Setting up alumni cohorts
• Alumni Portal - Website configuration
• Student Management - Managing students