Alumni Management
Complete guide to alumni portals, event management, mentorship programs, job boards, and fundraising in Ardent SMS.
Alumni Management
Automatic graduation-to-alumni conversion, alumni directory, event management, mentorship matching, job board, and donation tracking — keeping your school community connected for life.
Overview
The Alumni module extends the student lifecycle beyond graduation. When a student completes their final year, their record is automatically converted to an alumni profile, maintaining a lifelong connection to the school.
Automatic Conversion
When student promotion processes identify a student in the final class (e.g., SHS 3) as "Graduated":
- The student record is archived with a
graduatedstatus - An alumni profile is created with their academic history, achievements, and contact details
- The alumnus receives an email invitation to activate their alumni portal account
- Historical data (grades, attendance, co-curricular achievements) is preserved and linked
Alumni Directory
A searchable, privacy-controlled directory:
| Field | Visible To | Editable By |
|---|---|---|
| Name | All alumni | Alumni (own) |
| Graduation Year | All alumni | System only |
| Current City | All alumni | Alumni (own) |
| Profession | All alumni | Alumni (own) |
| Admins only | Alumni (own) | |
| Phone | Admins only | Alumni (own) |
| Bio | All alumni | Alumni (own) |
Key Features
Event Management
Organize alumni reunions, fundraisers, and networking events:
- Event Creation with date, venue, capacity, and RSVP tracking
- Ticket Types: Free, paid (via Paystack), or invitation-only
- Communication: Bulk email and SMS invitations to targeted cohorts
- Check-In: QR code-based event check-in via mobile
Mentorship Programs
Connect current students with successful alumni:
- Mentor Profiles: Alumni opt into mentoring with their expertise areas
- Matching: System suggests mentors based on student interests and career goals
- Sessions: Schedule and track mentorship meetings
- Feedback: Both parties rate sessions for program improvement
Job Board
Alumni can post and discover career opportunities:
- Job Postings with title, company, location, and application link
- Categories: Internships, Entry-level, Mid-career, Executive
- Visibility: Available to both alumni and current final-year students
- Moderation: School admin approves postings before they go live
Donations & Fundraising
Track alumni contributions to the school:
| Feature | Description |
|---|---|
| Campaign Creation | Named fundraising campaigns with goals and deadlines |
| Online Donations | Integrated Paystack payments for seamless giving |
| Donor Recognition | Tiered recognition levels (Bronze, Silver, Gold, Platinum) |
| Impact Reports | Show donors how their contributions were used |
| Tax Receipts | Auto-generated donation receipts |
Chapter Management
Organize alumni by cohort or geography:
- Year Groups: Automatic grouping by graduation year (e.g., "Class of 2020")
- Regional Chapters: Location-based groups (e.g., "Accra Chapter", "UK Chapter")
- Chapter Leaders: Designated coordinators for each chapter
- Chapter Events: Sub-events organized by specific chapters
Permissions
Alumni Module Access
| Feature | Super Admin | Admin | Teacher | Accountant | Parent | Student |
|---|---|---|---|---|---|---|
| View alumni directory | ||||||
| Manage events | ||||||
| Manage mentorship | ||||||
| Post jobs | ||||||
| View donations |