Alumni Center

  • Release version: Zurich
  • Updated July 31, 2025
  • 3 minutes to read
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    Summary of Alumni Center

    The Alumni Center is a dedicated portal that enables former employees to stay connected with the organization after their tenure. It facilitates seamless access to essential documents, job opportunities, and company updates while helping organizations maintain relationships with alumni for potential rehire and networking.

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    Key Features

    • Alumni Self-Service: Alumni can independently retrieve payroll information, tax documents, and employment verification letters, reducing manual requests and delays.
    • Job Recommendations and Tracking: Personalized job suggestions based on alumni profiles and preferences, with application status tracking and notification setup.
    • Profile Management: Alumni can update contact details, manage preferences, and control the visibility of their profiles to ensure accuracy and security.
    • Access to Company News: Continuous updates on organizational announcements and industry insights keep alumni informed.
    • Organizational Benefits: Supports rehiring skilled talent, reduces recruitment costs and onboarding time, and enhances brand reputation through a structured alumni experience.
    • Content Analytics: The Alumni Center includes a separate content analytics tracking profile for monitoring engagement.
    • Employee to Alumni Transition: Requires a personal email for transition, with roles [snasc.admin] and [snasc.manager] controlling access. Alumni must be in the Alumni [snascuser] table, not the User [sysuser] table, for full portal access.
    • User Licensing Management: To avoid inflating Unrestricted User (UU) licensing counts, inactive status must be set in the [sysuser] table during offboarding. The Alumni Center offboarding workflow automates alumni record creation in the Alumni Users table.
    • Custom Alumni Table Option: For HRSD Professional users providing alumni services outside Alumni Center, a custom alumni table extending [sysuser] can be created to manage alumni records appropriately. This is a custom implementation.

    Practical Considerations for ServiceNow Customers

    • Ensure appropriate roles ([snasc.admin] or [snasc.manager]) are assigned to users managing alumni access.
    • Follow best practices for offboarding to correctly transition employees into alumni and manage licensing counts.
    • Leverage the Alumni Center’s self-service and job recommendation features to provide a positive ongoing experience for former employees.
    • Use the analytics feature to gain insights on alumni engagement and content performance.
    • Consider custom implementations only if alumni services are provided outside the Alumni Center framework, keeping in mind the impact on licensing and data management.

    Next Steps

    • Configure the Alumni Center application to suit your organizational needs.
    • Explore detailed usage guidelines to maximize benefits for both alumni and the organization.
    • Access training and additional resources through ServiceNow University and Customer Success Center to support implementation and adoption.

    The Alumni Center is your dedicated hub to stay connected with the organization after your tenure.

    Benefits of an Alumni Center

    The Alumni Center portal provides the following benefits to the alumni and organization:
    Alumni
    • Alumni can conveniently retrieve payroll information, tax documents, and employment verification letters without manual requests or delays. This self-service capability saves time and ensures secure access to sensitive data.
    • The portal provides tailored job recommendations based on alumni profiles, previous roles, and preferences. Alumni can also track application status and set up notifications for new opportunities.
    • Alumni can update personal contact details, manage preferences, and control visibility settings (public/private) for their profile, ensuring accurate and secure records.
    • The portal offers access to company news, announcements, and knowledge resources, helping alumni remain updated on organizational developments and industry insights.
    Organization
    • Maintain relationships with former employees, making it easier to rehire skilled talent when needed.
    • Reduce recruitment costs and shortens onboarding time, as returning employees are already familiar with company processes.
    • Enhance organization's brand and networking by offering a structured alumni experience, and creating a positive impression even after employees leave.
    • Access to a broader and pre-qualified talent pool through job listings and personalized recommendations offered in the alumni portal.

    Content analytics

    The Alumni Center provides a separate content analytics tracking profile. For more information, see Create a Content Analytics tracking profile.

    Employee to alumni transition

    A personal email is required to transition from an employee to an alumnus.

    You can perform this transition for individuals or in bulk. To access the Alumni Center, users must have one of the following roles:
    • [sn_asc.admin]
    • [sn_asc.manager]
    Note:
    • You can add the alumni roles (sn_asc.admin) and (sn_asc.manager) to any user. For more information, see Assign a role to a user.
    • To be able to login and access all the alumni features, you must be a user in the Alumni table (sn_asc_user) and not in the User table (sys_user).

    Verify that alumni aren't included in your UU licensing counts

    When an employee transitions to an alumnus, and you're using Unrestricted User (UU) licensing, you’ll want to avoid inflating user counts when providing services to your alumni. Verify that the following parameters are updated in the [sys_user] table.
    • If you have HRSD Enterprise, with HR or unrestricted users, and you use Alumni Center, you must make users inactive in the [sys_user] table as part of the offboarding process. Once the record is inactivated, it won't be counted in the UU count.
      Note:
      The Alumni Center offboarding workflow creates a new alumni record in the Alumni Users [sn_asc_user] table that provides alumni access to the Alumni Center services and resources when the User [sys_user] profile is inactive.
    • If you have HRSD Professional, with HR or unrestricted users, and are providing alumni services outside of Alumni Center, to help avoid former employees from being included in the UU count, you must create a custom alumni table. The custom alumni table extends the [sys_user] table. When an employee leaves the organization, you can change the user class of the employee in the [sys_user] table from User to the sys class name that corresponds to the custom alumni table.
      Note:
      Creating a custom alumni table to service alumni outside of Alumni Center is considered a custom implementation. Refer to Create a table for more information.

    For additional information, see the DEF1000205 | HR User [KB1125071] article in the Now Support Knowledge Base.

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