Setting up your Alumni Center

  • Release version: Zurich
  • Updated July 31, 2025
  • 2 minutes to read
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    Summary of Setting up your Alumni Center

    The Alumni Center enables communication and engagement with former employees or non-employees through a dedicated ServiceNow portal. It requires specific prerequisite plugins and roles to be activated and configured. This setup guide outlines the necessary steps to activate, configure, and maintain your Alumni Center effectively.

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    Prerequisites and Plugin Activation

    • Before activating the Alumni Center (snasc) plugin, ensure the following plugins are activated:
      • Human Resources Scoped App: Core (com.snhrcore)
      • Employee Center (snexsp)
      • Explicit Roles (com.glide.explicitroles) - must be activated prior to Alumni Center for segregating external users from internal users.
    • Request plugin activation through the standard ServiceNow process if needed.

    Roles Installed and Their Purposes

    Activating the Alumni Center plugin installs several roles essential for managing and using the Alumni Center:

    • Alumni Center admin (snasc.admin): Full configuration access; includes delegated roles like Role Delegator, Skill User, and administrators for live feed, chat, service portal, and catalog.
    • Alumni Center manager (snasc.manager): Manages alumni records and import processes; includes roles such as Content Delivery manager.
    • Alumni Center Alumni (snasc.alumni): Grants alumni users access to the Alumni Center portal.
    • External Alumni Center user (sncexternal): For external user access.

    Service Portal Configuration

    After upgrading the platform or the Alumni Center Store App, manually update these fields in the Alumni Center – Service Portal record to retain customizations:

    • Home page: aschome
    • Main menu: Alumni Center Header
    • Theme: Alumni Center Coral Theme

    Supported Task Types

    The Alumni Center supports several base task types for engagement:

    • Collect Employee Input
    • Checklist
    • E-signature (requires HR Core)
    • Mark when complete
    • Take survey
    • Upload documents
    • URL and View video tasks

    Adding and Managing Content

    The Alumni Center uses the same widgets as the HR Service Delivery Employee Center, allowing you to leverage familiar content components. Content can be added and displayed using the Content Publishing feature, and campaigns can be managed using Content Automation.

    Bulk Data Loading and User Import

    To onboard alumni users in bulk, use System Import Sets. Your import file must include a header and the personal email address for each alumnus. Import data into the Imported Alumni (snascuserimp) table.

    • After uploading, transform the import set to move data into staging.
    • Review and edit staged alumni records to ensure data accuracy and uniqueness.
    • Approve valid records and run the Import Approved Staged to Alumni scheduled job to complete the import process.

    This structured setup process ensures your Alumni Center is correctly configured for effective communication and management of your alumni community.

    Set up your Alumni Center so you can communicate with your former employees or non-employees.

    The following plugins must be activated prior to activating the Alumni Center (sn_asc) plugin:
    • Human Resources Scoped App: Core (com.sn_hr_core)
    • Employee Center (sn_ex_sp)

    For more information on requesting activation of a plugin, see Request a plugin.

    To set up Alumni Center, you must request activation for the following: Explicit Roles (com.glide.explicit_roles). The Alumni Center uses this plugin to help segregate external users from internal users.

    Note:
    The Explicit Roles (com.glide.explicit_roles) plugin must be activated before activating the Alumni Center (sn_asc). For information on installing a ServiceNow Store application, see Install a ServiceNow Store application.
    Roles installed
    By activating the Alumni Center [sn_asc] plugin, the following roles install and are required to configure your Alumni Center:
    Table 1. Roles installed with Alumni Center
    Alumni Center role Description Contains roles
    Alumni Center admin [sn_asc.admin] Lets you configure all aspects of Alumni Center.
    • Role delegator [role_delegator]
    • Skill user [skill_user]
    • Alumni Center manager [sn_asc.manager]
    • Live feed administrator [live_feed_admin]
    • Chat administrator [chat_admin}
    • Service Portal administrator [sp_admin]
    • Service Catalog administrator [catalog_admin]
    Alumni Center Alumni [sn_asc.alumni] Lets you access Alumni Center as an alumnus. External Alumni Center user [snc_external]
    Alumni Manager [sn_asc.manager] Lets you manage Alumni Center, which includes alumni records and some of the import process. Content Delivery manager [sn_cd.content_manager]
    Alumni Center – Service Portal configuration update
    After upgrading the latest platform version or the Alumni Center Store App version, manually update the following three fields in the Alumni Center – Service Portal record to preserve your customizations. These values do not update automatically.
    • Home page: asc_home
    • Main menu: Alumni Center Header
    • Theme: Alumni Center Coral Theme
    Service Portal configuration for Alumni Center
    Supported task types
    The base system supports the following task types:
    • Collect Employee Input
    • Checklist
    • E-signature (HR core only)
    • Mark when complete
    • Take survey
    • Upload documents
    • URL
    • View video
    Adding content
    The Alumni Center uses the same widgets as the HR Service Delivery Employee Center. For more information, see Employee Center widget instance options.
    Use Content Publishing to add and display content to your Alumni Center. For more information, see Content Publishing.
    To add content as part of a campaign, use Content Automation. For more information, see Working on Campaigns.
    Load data
    To add alumni users in bulk, use System Import Sets. For more information, see Import sets key concepts.
    At a minimum, the file you upload must have a header and the personal email for each alumnus.
    Note:
    Use the Imported Alumni [sn_asc_user_imp] table when importing users.
    Transform and edit
    After loading your file:
    • Transform your import set so that it moves to staging.
    • Go to Staged Alumni to view what was loaded from your file.
    • You can edit the loaded users, ensure unique user IDs, or approve if they look valid.
    • From the list view of Staged Alumni, click Import All Approved to start the Import Approved Staged to Alumni scheduled job.