Manage the Alumni Directory: Add, Suggest from Graduates, Edit and Remove
On Alumni network use Add alumnus or Suggest from graduates; edit details, publish or unpublish to the public page, or remove entries.
For School administrators, Directors and proprietors. Updated 2026-10-09.
Overview
The Alumni network page opens on the Directory tab with filters Search (name, email, role), Class of, Programme, Country and Employer.
Add alumnus opens a form: First name and Last name (required), Email, Phone, Year they finished (1950 up to next year), Programme, Current role, Employer, City, Country, LinkedIn (must start with https:// and be a linkedin.com link), and Notes (staff only).
A person with an email already in the directory is rejected with "Someone with this email is already in the directory." Suggest from graduates lists former students who have an issued academic certificate, are withdrawn, or have a completed or graduated enrollment and are not yet listed; select people (or press Add on a row) to copy their name, email, phone, graduation year and programme into the directory.
Their contact consent starts off. Each row shows a Directory status: Staff only (private), On public page, or Awaiting approval. Publish or Unpublish is available only when the person agreed to be contacted. Remove deletes the entry after confirming "Remove from the directory?". Editing consent off for someone on the public page takes them off it again.
Viewing needs the “view alumni” permission (Admins and Directors); adding needs the “add alumni” permission and editing, publishing, approving and removing need the “edit alumni” permission (Admin).
Before you start
- The “add alumni” permission for adding, the “edit alumni” permission for editing or removing (Admin)
- For Suggest from graduates, students with issued certificates or completed or graduated enrollments
Steps
- Open Alumni from the sidebar
- Select Add alumnus, fill the form and choose Add to directory
- Or select Suggest from graduates, tick people and choose Add selected
- Use the filters to find a person, then Edit to update details
- Select Publish to show an eligible person on the public page, or Remove to delete them
Common problems
Error "Someone with this email is already in the directory."
Search for that email first. Edit the existing entry or leave the email blank for the new one.
The Publish button is missing for a person
Only people who agreed to be contacted (contact consent) can be published. Edit them and tick consent only if they have actually agreed.
Suggest from graduates says everyone is already in the directory
Only graduates not yet listed are suggested: those with an issued academic certificate, a withdrawn status, or a graduated/completed enrollment.
LinkedIn field shows "Use your LinkedIn profile link, starting with https://"
Paste the full profile link such as https://www.linkedin.com/in/name.