Schools want to know where their graduates went, and which students are in which club. This guide covers both: the alumni register under Student Records and the clubs and sports list under Campus Services.
Click Students › Student Records › Alumni. The page Alumni Management says "Track graduates, their careers and achievements". Four cards count the register: Total Alumni, Working, Studying and Entrepreneurs. An empty register shows No data found and an Add Alumni button. Above the table use Search alumni, the year list (All Years, then 2026 back to 1996) and the status list (All Status, Working, Studying, Entrepreneur, Freelancer, Other).
Press Add Alumni. Only Full Name is required: type Hira Nadeem. Then choose Graduation Year 2021, Current Status Studying, Program / Degree Grade 11 (picked from the school's programs), and type the Employer / Institution (University of Engineering and Technology, Lahore), Contact Email and City / Location. Press save.
The dialog closes and the register lists Hira Nadeem with year, program, status, institution, location and contact. The cards move at once: Total Alumni 1, Studying 1. Each row ends with an edit pencil and a three-dot menu.
The pencil opens Edit Alumni with every field filled and the button Update. Hira has started work, so change Current Status to Working and the employer to Systems Limited, Lahore. The Working card reads 1 and Studying drops to 0. The three dots hold Delete. It asks first (Delete alumni record for Hira Nadeem); choose Confirm and the register is empty again.
Click Campus Services › Extracurricular. The page is Extracurricular & Sports with the cards Total Activities, Total Enrollments and Categories, and the tabs Activities and Enrollments. Press Add Activity and fill Activity Name (required, Football Club), Category (Sports, Academic, Arts or Other), Coach / Instructor (Coach Imran Butt), Schedule (Monday and Wednesday, 4 to 5 p.m.) and Max Capacity (25).
The pencil on a row opens Edit Activity with the five fields filled; the button is Save. Change the coach to Mr. Imran Butt, press Save, and the list shows the new name. Add the other activities the same way: Debating Society (Academic, Ms. Saira Khan, 20 places) and Calligraphy and Art Club (Arts, Mr. Zafar Iqbal, no capacity).
Open the Enrollments tab and press Enroll Student. Choose the Student (type to search, for example Danish Mehmood) and the Activity (Football Club); Enroll stays grey until both are chosen. Each enrollment row shows the student, the activity, Active and the Enrolled On date. Back on Activities, Capacity reads places taken over places in all: Football Club 2/25, Debating Society 1/20. Total Enrollments follows every enrolment and removal.
| Mistake | What you see | Fix |
|---|---|---|
| Enrolling without choosing both fields | Enroll stays grey | Choose the student and the activity |
| Looking for a success toast after saving an alumnus | None appears | Check the register row and the cards |
| Deleting an activity by accident | A confirmation asks first | Choose Cancel if unsure |
| Item | Meaning / rule |
|---|---|
| Current Status | Working, Studying, Entrepreneur, Freelancer or Other |
| Category | Sports, Academic, Arts or Other |
| Capacity | Taken over places in all; ∞ means no limit |
| Categories card | How many different categories are in use |
Is only the full name required when adding an alumnus? Yes. Full Name is the only required field, but filling in the email and city makes it easy to invite graduates back later.
What does 0/∞ mean on an activity? The activity has no Max Capacity. Leave the field blank and the list shows places taken over infinity.
Can I undo deleting an activity or an alumni record? No. Both ask for confirmation first and cannot be undone, so choose Cancel if you are unsure.
Why can I not press Enroll? The button stays grey until both a student and an activity are chosen.
GridX SCM runs this whole workflow. See what GridX SCM does and what it costs, or browse all step-by-step guides.