Alumni Center

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

    The Alumni Center is a dedicated portal designed to keep former employees connected with your organization after their tenure ends. It enables alumni to securely access important employment-related information, stay informed about company news, and receive personalized job recommendations. For organizations, it supports maintaining relationships with ex-employees, facilitating rehiring, and enhancing employer branding.

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    Key Features

    • Alumni Self-Service: Alumni can independently retrieve payroll and tax documents, request employment verification letters, update personal information, and manage profile visibility.
    • Job Opportunities: Personalized job recommendations, application tracking, and notification setup help alumni explore new roles within the organization.
    • Organizational Benefits: Simplifies rehiring processes by keeping former employees engaged, reduces recruitment costs, shortens onboarding time, and expands access to a pre-qualified talent pool.
    • Content Analytics: Provides a distinct analytics tracking profile to measure engagement and usage of alumni content.
    • Employee to Alumni Transition: Requires a personal email for transitioning users from employee to alumnus status. The transition can be done individually or in bulk, with role-based access controls for administrators and managers.
    • Licensing Management: Ensures alumni users do not inflate Unrestricted User (UU) license counts by deactivating their employee profiles ([sysuser]) and creating alumni records in the [snascuser] table. For organizations using HRSD Professional outside the Alumni Center, a custom alumni table extending [sysuser] is recommended.

    Practical Considerations for ServiceNow Customers

    • Assign appropriate roles ([snasc.admin], [snasc.manager]) to users managing the Alumni Center.
    • Ensure alumni users are correctly transitioned and licensed to avoid unnecessary license consumption.
    • Use the offboarding workflow to automate creating alumni records and deactivating employee profiles.
    • Leverage portal features to maintain strong connections with former employees and streamline talent re-engagement.

    Next Steps

    • Configure the Alumni Center application to meet your organization's specific needs.
    • Explore training and implementation resources via ServiceNow University and Customer Success Center.
    • Engage with the ServiceNow community to share best practices and gather insights on Alumni Center usage.

    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).

    Ensure 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. Ensure 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 need to 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 prevent former employees from being included in the UU count, you need to 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.