One alumni record for each graduate, with batches, dues, gifts and reunions attached.
Manage the graduate directory, membership classes, dues, gifts to named funds, chapters, reunions, mentoring and committee work in one system. Each graduate carries a batch, a programme and a chapter, so a committee member reads the full history before a call. Batch representatives and chapter secretaries see only their own members. The office keeps the central list.
- Batch sheets and the office list merged into one directory
- Membership classes, fee rules and named funds set to your constitution
- Chapter secretaries and batch representatives see only their own members
Alumni Association Management Software keeps directory, dues, gifts, chapters and reunions together, so a committee member sees a graduate’s whole history before dialling. Each graduate has one entry. Annual members renew on their own dates, life members pay once, gifts are receipted against named funds, and reunion registrations feed a single attendee list.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Directory
Graduates are loaded by batch and programme from registrar lists and representatives’ sheets. Duplicates are merged and each person is placed in a chapter.
- 2
Membership
A graduate joins as a life or annual member and pays. A receipt is recorded, and an annual member’s renewal date is set.
- 3
Outreach
Pick a batch, a chapter or a programme, and the dues notice, newsletter or reunion call reaches only those graduates, through whichever channel they actually answer.
- 4
Reunion and events
A registration page opens for each event. Graduates add guests and pay a contribution, and the committee reads the attendee list and costs.
- 5
Gifts and awards
Gifts are receipted against a named fund. Applicants go before the scholarship committee for a vote, and the amount paid is then booked to the fund it came from.
- 6
Reporting to the committee
Dues, chapter statements and event accounts are ready for the treasurer and secretary to read before each general meeting.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Contact & Account Management
The graduate sits as a person under a batch and programme, and employer or city changes are logged beside the older details.
- Subscription Billing
Annual members are billed on their renewal date and life members once, so the lapsed list is read straight from the dues.
- Receipts Management
Each gift is receipted to a scholarship, hall appeal or library fund, and the donor’s wish is printed on the receipt.
- Online Booking Portal
A graduate opens the reunion page, adds guests and pays a contribution, and the committee reads one attendee list the same day.
- Multi-Branch Consolidation
Each city chapter keeps its own members and local dues, while the head office reads every chapter’s statement together.
- Client Portal
A graduate logs in to see payments made, update an address and renew, within the fields the committee has opened for editing.
- Job Posting
Alumni post openings with the field and level, and the office lists who responded so mentors and students can be put in touch.
- Workflow and Approvals
An award moves from application to committee vote to payment, and the approval sits on file before any money leaves the fund.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Every part of the system, by area.
Take the modules you need. Each one works on its own or inside a larger system built for you.
- Applicant Tracking (5)
- CRM (8)
- Finance & Accounting (10)
- Helpdesk (4)
- Human Resources (13)
- Inventory Management (5)
- Project Management (7)
- Manufacturing (6)
- Procurement (4)
- Sales and Distribution (6)
- Field Service (5)
- Statutory and Compliance (4)
- Retail and POS (4)
- Bookings and Appointments (3)
- Subscriptions (2)
- Assets and Fleet (4)
- Platform (6)
- Analytics (2)
- Documents (1)
- All business solutions
One system, each person sees their part.
For secretaries and office staff
Keep the directory current, send notices, register members and answer graduates who ask for a statement of what they have paid.
For treasurers
Read dues, gifts by fund and chapter statements against the bank. Close each event with an account.
For chapter secretaries
See members in your city, record local dues and events, and send the head office a statement without a second spreadsheet.
For batch representatives
Read your batch list, call lapsed members and run the registration for your reunion.
For graduates
Update your own details, renew, give to a named fund and register for a reunion from a phone.
The numbers the owner asks for.
- Members by class, batch and chapter, with renewal dates
- Lapsed and unpaid dues by batch
- Gifts by named fund, with donor wishes
- Chapter statements against bank deposits
- Reunion registrations, guests and check-in
- Mentor matches open and closed
- Event budget against actual spend
Who this is built for.
- University and college alumni associations with several thousand graduates
- School old-student associations that hold yearly reunions
- Departmental alumni groups inside a larger institution
- City chapters of a national alumni body
- Alumni foundations that manage scholarship funds
- Professional school alumni networks with a mentoring scheme
When it is not the right choice.
- A class group of forty friends can manage with a shared sheet and a messaging group.
- Enrolled students need a different product. Fee ledgers and admission files for students still on the rolls belong with the school and college package, which carries them through each term.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- SMS
- WhatsApp or other messaging
- Payment gateway
- Accounting export
- Institution student records
Questions owners ask before a demo.
Can it hold both life and annual members?
Yes. Each class has its own fee, and only annual members carry a renewal date. The lapsed list shows who needs a reminder before the general meeting.
Can a donor say which fund the money is for?
Yes. The receipt is posted against a named fund, with the donor’s wish written on it. The scholarship committee reads that wish when it decides on an award.
How do chapters send their money statements?
A chapter secretary records each local receipt and closes a period with a statement. The treasurer sees it beside the matching bank deposit.
Can graduates register for a reunion without calling the office?
Yes. They open the event page, add guests and pay a contribution. The office reads a live list instead of retyping forms.
Can we move the batch sheets we already have?
Yes. Sheets from representatives and the office list are loaded together. Duplicate graduates are flagged, and your staff confirm each merge before it is saved.
Can we see how much each batch has given?
Yes. Gifts roll up by batch and by fund, so a representative can read what the batch has pledged against what has arrived.
Do graduates see each other’s phone numbers?
Only if the committee allows it. Visibility is set per field, and a graduate can hide a number from the open directory.
What shapes the quote for an association our size?
Cost follows the membership classes and dues rules, how many chapters report separately, and whether reunions, the portal and scholarship approvals sit in the opening build. Moving the batch sheets, and any link to institution student records, adds effort. Your directory is read and screens are shown on it before the quotation arrives, which itemises each module. Nothing is quoted unseen.
Whose records are they if we leave?
The directory, receipts and event lists stay with the association. The agreement names the file layout used for handing them back.
How long until the office is using it for dues and reunions?
Dues collection needs the graduate directory, batches, membership classes and receipts, so those go live first. Reunion registration, chapter statements, the portal and mentoring come next. Dues lead. The proposal states what the opening release holds, what follows and the dates.
What does the committee prepare in advance?
Keep the batch sheets, member lists and dues register at hand, along with sample receipts and a past reunion registration list. Fund names and donor wishes should be written down. Name the secretary and treasurer as contacts who can check screens, plus a chapter secretary. Bring the sheets as they are. Payment and messaging accounts must be reachable.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Built for.
The trades this product is set up for. Pick yours to see how the work runs there.
Related products.
See Alumni Association Management Software set up around your records.
Tell us how you run things today. An engineer reads it and writes back with what fits as it is, what would need changing, and what we would start with.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements