Create Alumni Group

Create Alumni Group

Time Required: 10 minutes Module: openeducat_alumni_enterprise User Role: Alumni Manager

Overview

Alumni groups organize graduates into cohorts for networking, events, and communication. Each group can have its own discussion forum, events, blog posts, and membership fees.

Prerequisites

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

Step-by-Step Instructions

Step 1: Access Alumni Groups

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

Step 2: Enter Basic Information

Complete the required fields:

Basic Information Fields

Field Name	Technical Name	Type	Required	Description
Name	name	Char(256)	Yes	Group identifier (e.g., “AD-2024”)
Description	description	HTML	No	Rich text description of the group
Image	image	Image	No	Group cover photo for website display

Naming Convention Examples:

Format	Example	Use Case
AD-YYYY	AD-2024	General graduation year
FACULTY-YYYY	Engineering-2024	Faculty-specific groups
PROGRAM-YYYY	MBA-2024	Program-specific groups

Step 3: Configure Membership Fees (Optional)

If alumni membership requires payment:

Field Name	Technical Name	Type	Required	Description
Fees	fees_id	Many2one	No	Product for invoicing (product.product)
Fees Amount	alumni_fees_amount	Float	No	Membership fee amount

Example Fee Setup:

Fees: Alumni Membership Fee (product)
Fees Amount: 500.00

Step 4: Set Company (Multi-Company)

Field Name	Technical Name	Type	Required	Default
Company	company_id	Many2one	Yes	Current company

Step 5: Save the Group

Click Save to create the alumni group.

Step 6: Create Discussion Forum (Optional)

1. After saving, click Create Forum button
2. System automatically creates a forum linked to this alumni group
3. Forum becomes accessible to group members

Buttons Reference

Button	Visibility	Action
Create Forum	Always	Creates linked discussion forum
Events	After save	View/create alumni events (shows count)

Field Reference - Complete

Field	Technical Name	Type	Required	Notes
Name	name	Char(256)	Yes	Unique group identifier
Description	description	HTML	No	Rich text with formatting
Image	image	Binary	No	Cover photo for website
Forum	forum_id	Many2one → forum.forum	Auto	Auto-created via button
Fees	fees_id	Many2one → product.product	No	Fee product
Fees Amount	alumni_fees_amount	Float	No	Membership cost
Company	company_id	Many2one → res.company	Yes	Multi-company support
Active	active	Boolean	Yes	Default: True
Students	alumni_student_line	One2many	Auto	Linked alumni members
Events	event_ids	One2many	Auto	Linked events
Event Count	event_count	Integer	Auto	Computed field
Blog Posts	blog_post_ids	One2many	Auto	Linked blog entries

Publishing to Website

To make the alumni group visible on the website portal:

1. Open the alumni group record
2. Click the Published toggle (website.published.multi.mixin)
3. Configure SEO metadata if needed:
   • Website meta title
   • Website meta description
   • Website meta keywords

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 to Alumni

Problem: Invoice creation doesn’t include fee amount.

Solution:

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

Group Not Visible on Website

Problem: Alumni group doesn’t appear on public portal.

Solution:

1. Click Published toggle to enable
2. Verify at least one alumni member exists
3. Check website routes are enabled

Example: Create Engineering Alumni 2024

1. Navigate to Alumni > Alumni Group
2. Click Create
3. Fill in:
   • Name: “Engineering-2024”
   • Description: “Alumni network for 2024 Engineering graduates”
   • Image: Upload group photo
   • Fees: “Alumni Membership Fee”
   • Fees Amount: 250.00
4. Click Save
5. Click Create Forum to enable discussions
6. Enable Published for website visibility

Result: Engineering-2024 group ready for alumni enrollment with $250 membership fee and dedicated discussion forum.

Managing Alumni Members

After creating the group, alumni members are added by:

1. Converting students to alumni (see Convert to Alumni)
2. Selecting this group in their alumni details
3. Creating membership invoice

The Students tab on the group form shows all enrolled alumni with their status.

Related Topics

• Convert Student to Alumni - Adding members
• Manage Alumni Events - Creating events
• Alumni Portal - Website setup