The Search Alumni feature helps you find, manage, and organise alumni records using various filters. From this page you can also merge duplicates, export data, and save alumni lists for easy access.

Step 1:   Accessing the Search Alumni Page

1. Log in as an Admin on your Alumnly site.
2. Navigate to Directory > Search Alumni.

This page allows you to search alumni based on different filters and manage alumni records efficiently.

Step 2:   Searching for Alumni

On the Search Alumni page, you can:

• Find a specific alumnus/alumna – View their profile, edit their details, activate/inactivate them, add notes, or delete them.
• Re-send Registration Emails – Inactive alumni will have a mail icon under the Action column. Clicking this icon resends the registration email, useful when alumni reach out about accessing their accounts. 
• Search by Groups – Filter alumni by graduation year, location, expertise, willingness to help, activation status, and more.
• Use Additional Profile Fields – Any custom alumni fields you’ve added will appear here as filters for precise searches.

Popular Search Use Cases

💡 Graduation Year – Useful for organising reunions.
💡Location – Helps in planning events and reunions in specific regions.
💡Inactive Alumni – Create a list of inactive alumni to send a bulk email newsletter encouraging them to register.

Step 3:   Managing Alumni Records

Step 3.1   Merging Duplicate Alumni Records

Although Alumnly prevents duplicate records, sometimes multiple profiles may be created due to email variations or direct registrations.

To merge duplicates:

1. Go to Directory > Search Alumni.
2. Option 1:   Manually Select and Merge
   1. Search for an alumnus and select the profiles to merge using the checkboxes.
   2. When 2 or more profiles are selected, the Merge button appears.
   3. Click Merge, select the correct details from each profile, then click Merge again to combine them into one.
3. Option 2:   Use the "Look for Duplicates" Feature
   1. Click “Look for Duplicates” in the Results section.
   2. Enter the alumni name in the search field.
   3. Select duplicate records and click Merge to consolidate, select the correct details from each profile, then click Merge again to combine them into one.

That’s it! You’ve successfully merged duplicate records.

Step 3.2   Exporting Alumni Data

Exporting alumni data allows you to download alumni lists for:

• Event & Reunion Planning
• Fundraising Campaigns
• Marketing & Outreach
• Institutional Reports

To export alumni data:

1. Go to Directory > Search Alumni.
2. Apply search filters, then click Search. (Leaving filters empty exports all alumni)
3. Select the "Select All" checkbox to include all alumni in the list.
4. Click the "Export" button.
5. The file will be stored in Directory > Reports for download.

💡 Note: The file is not automatically downloaded for security reasons but is saved on your Alumnly site for later access.

Step3.3   Saving Alumni Lists for Future Use

Saving alumni lists allows you to organise and reuse filtered lists for email newsletters and event planning.

To save an alumni list:

1. Go to Directory > Search Alumni.
2. Apply the necessary filters and click Search.
3. Click the "Select All" checkbox.
4. Click "Save as List" – A pop-up will appear.
5. Enter a list name, such as "Class of 2020" or "Alumni in New York."
6. Click Save.

Your saved lists can be accessed anytime under Directory > Saved List.