Review Alumni

Purpose#

Review active alumni records retained after grade advancement and inspect their profiles and attendance. Alumni who still have an active program assignment can also be edited, photographed, or hidden from active lists.

Permissions#

• Only organization admins can see Alumni or request the alumni list.
• Organization admins can view alumni. Editing, replacing photos, and deleting also require the alumnus to retain an assignment to an active program.
• An active 14-day trial or paid subscription is required.

Prerequisites#

• The student must have active status and be marked as an alumnus.
• Alumni are normally produced when Advance grades moves an active student's grade to the organization's configured alumni grade level or above.
• If you expect alumni but see none, confirm that grade advancement has been run and that students had a saved grade.

Steps#

1. Open Alumni from the main navigation.
2. Review the roster. Each row can show the photo, name, Alumni status, birthday, programs, school, and contact information.
3. If more alumni are available, select Load more students.
4. Select the alumnus's tile on a small screen, or select View / Edit in the table.
5. Review Profile, including Birthday, Grade, Programs, Groups, School, Contact, Gender, Notes, and Profile status.
6. Select Attendance report to review that alumnus's retained attendance records when needed.
7. If the alumnus still belongs to an active program, select Edit student, make the changes, and select Save student.
8. If the alumnus still belongs to an active program, use Take photo or Choose photo in the Student details header to replace the profile image.
9. Select Back to students to return to the alumni roster. Despite its wording, this button returns to the page from which the detail record was opened.

Delete an Alumni Record From Active Lists#

1. In Alumni, select Delete student beside an alumnus who still belongs to an active program.
2. Review Delete student? and the message that the student will be hidden from active check-in while attendance history is kept.
3. Select Delete student to confirm.

Expected Result#

The Alumni page lists active records whose status is alumni, ordered by last name and then first name. When the alumnus remains assigned to an active program, profile edits and photo replacements are saved to the retained student record, and deletion makes the record inactive without deleting attendance history.

Troubleshooting and Important Notes#

• Alumni is not shown to editors or volunteers. It is organization-admin-only.
• The alumni page does not provide Search students, a Program filter, bulk selection, or bulk actions. Use Load more students to review additional pages.
• No active alumni found. means there are no active alumni records currently available.
• Grade advancement can remove automatic program assignments. An alumnus with no remaining active program assignment can still appear in Alumni, but attempts to edit, upload a photo, or delete that record are not currently accepted. The profile and attendance remain available for review.
• Editing Grade or other profile fields does not return an alumnus to active-student status. The standard edit form has no alumni-status control.
• Importing a CSV row that exactly matches an alumnus by normalized first name, last name, and birthday reactivates that record and changes its status to active. The matched alumnus then leaves Alumni and returns to Students.
• Registering a returning exact match during check-in can also reactivate the existing alumnus rather than create a separate student.
• Undoing the latest grade advancement can restore the saved prior grades, statuses, and program assignments. That is a separate organization-admin task in settings, not an action on the Alumni page.
• Deleting an alumnus does not permanently erase the record or attendance history, but the inactive record no longer appears in the active alumni list.