Setting up your Alumni Center

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

    The Alumni Center enables communication with former employees or non-employees by providing a dedicated platform within ServiceNow. Setting up the Alumni Center requires activating specific prerequisite plugins and roles to ensure proper segregation of external users and configuration capabilities.

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    Prerequisites and Plugin Activation

    • Activate the following plugins before enabling the Alumni Center (snasc) plugin:
      • Human Resources Scoped App: Core (com.snhrcore)
      • Employee Center (snexsp)
      • Explicit Roles (com.glide.explicitroles) - must be activated before Alumni Center and is used to segregate external and internal users.
    • Request plugin activation through ServiceNow’s standard process.

    Roles Installed and Their Functions

    Activating the Alumni Center plugin installs the following key roles needed for configuration and management:

    • Alumni Center admin [snasc.admin]: Full configuration control, includes roles like Role delegator, Skill user.
    • Alumni Center manager [snasc.manager]: Manages alumni records and import processes, includes roles such as Live feed admin, Chat admin, Service Portal admin, and Catalog admin.
    • Alumni Center Alumni [snasc.alumni]: Grants access to alumni users.
    • External Alumni Center user [sncexternal]: Enables external user access.

    Service Portal Configuration Updates

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

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

    Supported Task Types

    The Alumni Center supports various task types through the base system, including:

    • Collect Employee Input
    • Checklist
    • E-signature (HR core only)
    • Mark when complete
    • Take survey
    • Upload documents
    • URL
    • View video

    Content Management and Publishing

    The Alumni Center uses the same widgets as the HR Service Delivery Employee Center. To add and display content:

    • Use Content Publishing for general content management.
    • Use Content Automation to add content as part of campaigns.

    Data Loading and User Import

    To bulk add alumni users, use System Import Sets with a file containing headers and personal emails for each alumnus. Key points include:

    • Import users into the Imported Alumni [snascuserimp] table.
    • Transform imported data to staging and review via the Staged Alumni list.
    • Edit entries, ensure unique user IDs, and approve valid records.
    • Use the Import All Approved action to trigger the scheduled job that finalizes imports.

    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.