Setting up your Alumni Service Center

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

    The Alumni Service Center enables communication and engagement with your former employees or non-employees through a dedicated service portal. Proper setup involves activating required plugins and configuring roles, content, and user data to tailor the experience for alumni users.

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    Prerequisites and Plugin Activation

    • Activate these plugins before enabling the Alumni Service Center (snasc) plugin:
      • Human Resources Scoped App: Core (com.snhrcore)
      • Employee Center (snexsp)
      • Explicit Roles (com.glide.explicitroles) – required to segregate external (alumni) users from internal users and must be activated before Alumni Service Center.
    • Request plugin activations via ServiceNow’s plugin request process if necessary.

    Roles Installed

    Activating the Alumni Service Center plugin automatically installs several roles crucial for configuration, management, and user access:

    • Alumni Service Center admin [snasc.admin]: Full configuration capabilities, includes roles like Role Delegator and Service Portal Administrator.
    • Alumni Service Center manager [snasc.manager]: Manages alumni records and some import processes.
    • Alumni Service Center Alumni [snasc.alumni]: Grants alumni access to the portal.
    • External Alumni Service Center user [sncexternal]: For external users.

    Service Portal Configuration Update

    After upgrading the platform or Alumni Service Center Store App, manually update the following fields in the Alumni Service Center – Service Portal record to preserve customizations (these do not update automatically):

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

    Supported Task Types

    The Alumni Service Center supports various HR-related task types, including:

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

    Content Management

    The Alumni Service Center uses the same widgets as the HR Service Delivery Employee Center. You can:

    • Add and display content using Content Publishing features.
    • Incorporate content as part of campaigns via Content Automation.

    Loading and Managing Alumni Data

    To add alumni users in bulk:

    • Use System Import Sets and ensure your import file includes headers and personal email addresses for each alumnus.
    • Import data into the Imported Alumni [snascuserimp] table specifically designed for alumni imports.

    After import:

    • Transform the import set to move data to staging.
    • Review and edit loaded users in the Staged Alumni list to ensure unique user IDs and data validity.
    • Approve users and run the scheduled job Import Approved Staged to Alumni to finalize importing approved users.

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

    The following plugins must be activated prior to activating the Alumni Service 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 Service Center, you must request activation for the following: Explicit Roles (com.glide.explicit_roles). The Alumni Service 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 Service Center (sn_asc). For information on installing a ServiceNow Store application, see Install a ServiceNow Store application.
    Roles installed
    By activating the Alumni Service Center [sn_asc] plugin, the following roles install and are required to configure your Alumni Service Center:
    Table 1. Roles installed with Alumni Service Center
    Alumni Service Center role Description Contains roles
    Alumni Service Center admin [sn_asc.admin] Lets you configure all aspects of Alumni Service Center.
    • Role delegator [role_delegator]
    • Skill user [skill_user]
    • Alumni Service 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 Service Center Alumni [sn_asc.alumni] Lets you access Alumni Service Center as an alumnus. External Alumni Service Center user [snc_external]
    Alumni Manager [sn_asc.manager] Lets you manage Alumni Service Center, which includes alumni records and some of the import process. Content Delivery manager [sn_cd.content_manager]
    Alumni Service Center – Service Portal configuration update
    After upgrading the latest platform version or the Alumni Service Center Store App version, manually update the following three fields in the Alumni Service 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 Service 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 Service 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 Service 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.