Alumni Center

  • Release version: Australia
  • Updated March 12, 2026
  • 3 minutes to read
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    Summary of Alumni Center

    The Alumni Center is a dedicated portal designed to help organizations and their former employees maintain a productive relationship after employment ends. It provides alumni with secure, self-service access to payroll and tax information, employment verification, personalized job recommendations, and company news. For organizations, it supports talent retention, reduces recruitment costs, and enhances employer branding by facilitating ongoing engagement with alumni.

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    Key Features

    • Self-Service Access for Alumni: Alumni can retrieve sensitive payroll and tax documents securely and without delays, check job application statuses, and update personal details including contact information and profile visibility.
    • Personalized Job Recommendations: The portal offers tailored job opportunities matching alumni profiles and preferences, with notifications for new openings.
    • Organizational Benefits: Enables easier rehiring of skilled talent, shortens onboarding time for returning employees, and strengthens the organization’s brand through structured alumni engagement.
    • Content Analytics: Provides a separate tracking profile to analyze alumni portal content engagement.
    • Role-Based Access: Access to the Alumni Center requires specific roles ([snasc.admin] or [snasc.manager]), ensuring proper user permissions.
    • Employee to Alumni Transition: Transition requires a personal email and can be done individually or in bulk, moving users from the active User table to the Alumni table to manage access and licensing counts effectively.
    • Licensing Management: To avoid inflated Unrestricted User (UU) licensing counts, alumni users are inactivated in the User table and managed separately in the Alumni Users table, with guidance provided for both HRSD Enterprise and Professional customers.

    Practical Application for ServiceNow Customers

    ServiceNow customers can leverage the Alumni Center to streamline alumni engagement and reduce manual administrative tasks. The portal ensures secure handling of sensitive information and helps maintain valuable talent pools while controlling licensing costs. Proper configuration and role assignment are essential to enable access and manage transitions from employee to alumni status effectively.

    Customers using HRSD Enterprise should integrate the Alumni Center offboarding workflow to inactivate users and create alumni records automatically. Those on HRSD Professional offering alumni services outside the Alumni Center may need a custom alumni table to manage licensing appropriately.

    Next Steps

    • Configure the Alumni Center application according to organizational needs.
    • Assign appropriate roles to users for managing and accessing the portal.
    • Implement transitions from employee to alumni status carefully to ensure accurate licensing and access.
    • Utilize available resources such as ServiceNow University, Customer Success Center, and Now Community for further learning and best practices.

    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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    Additional resources

    • Learn more about what's new and changed, see the .
    • Log in to your ServiceNow® account and find additional information about implementing and deploying features at Employee Service Management.
    • Access real-time courses, self-paced training, and career resources at ServiceNow University
    • Find useful resources related to your role and explore best practices at the Customer Success Center.
    • Connect with other Customer Service Management users at Now Community.