Welcome to the 360Alumni Knowledge Base - everything you need to know to set up and grow your 360Alumni community. Use the outline below to find quick “how to” articles, product documentation, and videos. If you need further assistance, please contact us.
The member directory is a full list of all alumni or users within the 360Alumni community. Users may toggle between the directory and map views, by clicking the icons on the right hand side of the page.
The interactive map is the default view in the member directory. Each red pin on the map denotes a users profile, by marking their location. The map will generate a user's location based on the ‘home address’ field on the user profile page. If no home address is provided, it will use a work address. If a user chooses to keep their home and/or work address as private, then a red pin will not generate and they are not viewable within the map. Note that if a user has their location set to private, they will still appear in the directory view.
The directory is a full listing of all alumni within the 360Alumni community. The directory displays the following user information: Name, year, city, state, degree, and current job and title. A user may select the number of alumni that will display within a single page view. If you wish to view a user's profile, simply click on their photo to be brought to their profile page. Lastly, within the directory, a user may apply filters and create lists based on common characteristics or static data.
Within the alumni directory, click on the ‘search filters’ to reveal a dropdown of all filterable criteria that users can search by: Keyword, career, location (with radius search), tags, degree, and graduation year. The search filters will return your results in both the map and directory views. Some examples of common searches are keyword searches by industry (marketing, finance, art, etc.); keyword search for an individual alum’s name; and a radius search for all users within 50 miles of your location, and lastly, a user may perform a year range search for all alumni that went to school when they were there. Once a filter has been applied click on enter or ‘search’ to see your results. Keep in mind that the number of search results may differ between the map and directory views based on users setting their location to private and not having a pin on the map. Don’t forget to click on clear and search to clear out all your filters and see all results again.
Within the directory view, users and administrators can create lists based on certain filters or criteria. Some examples of popular lists are as follows:
Once you apply your filter, simply click ‘select all users’ and then click ‘new list’ or ‘add to list’. Once you have created a list, it can be viewed within the ‘My Lists’ area under the alumni directory menu header. Once on the ‘My Lists’ page, users can click on each list to display a full listing of every alumni below. You can use these lists for networking or for future ease of reference. Users can also add all alumni within a list to a group, or invite a list to attend an event, or even send a group message to all list members. Note that lists are private and specific to each user that creates a list, and no one else can see your lists. Only administrators can export list data to excel.
360Alumni uses Google validation for home and work address locations, in order to populate your user pin on the interactive alumni map. In the home or work address fields on your profile, make sure you are selecting a drop down google validated location. If you choose to keep this information as ‘private’, your location will not be shown as a pin on the map; and your home or work address is not displayed. Note that keeping your location information public still results in your full address being truncated to only display city/state (we never display your full address).
Groups in 360Alumni make it easy for users to network and collaborate based on a common interest, location, profession, etc. Group pages have a photo and description of the group, a listing of all members, bio of the group organizer, a discussion board, and the ability to promote events and campaigns. Groups can be private (by invite only) or public, where anyone can join.
Creating a group within a 360Alumni community is super simple, and we allow any alumni/user the ability to do so. Simply click ‘create a group’ to get started. Here you will need to decide if you group should be public or private. Then enter the following: Group name, type, description, keywords and location. Keywords can be added to describe what type of group you are creating, so it will display when users search for those keywords. Once you are done with that, on the next page you can add media that will display within the media carousel on your group page. This media content can be an image, embedded video, or rich links.
Group organizers and administrators can invite or add any user to a group. If you would like to add a list of users to a group, simply type your ‘list name’ within the add or invite field and select the list to be invited or added. Group organizers and administrators can also remove alumni from groups at anytime.
360Alumni Communities have an events section, where both alumni and administrators can create and host local or global events. Any administrator or user can create an event. Clients can turn on an approval process, which adds a layer of approval for user created events. Administrators can mark an event as ‘official’, which essentially adds a flag/marquee to the event image, dubbing it an ‘OFFICIAL EVENT’. There are 4 steps to creating an event:
This main page will capture all of the event details: title, description, hosted by, location name and address, event schedule (dates/times), RSVP by, guest counts, and ticket options. If you mark the event as a ‘free event’, a free ticket will be created and users can still RSVP to the event. If the event is intended to be for information only, then you can mark the event as ‘Event listing only’. This will strip out the RSVP process.
On any event page, event creators can display content within the media carousel. This can be image files, embeddable video, or rich links.
Event creators can add as many ticket types to an event as they please. Tickets will have the following fields: Ticket name, description, quantity, price, and sales start/end dates. A user can also add custom fields to event tickets in order to capture guest information, such as dietary restrictions, handicap accessibility, etc.
Add coupon codes by inputting the following fields: code, description, expiration, discount, type, and status. Coupons can either be dollar or percentage discounts to apply to ticket purchases, if the coupon code is entered. Lastly, you can choose to add current fundraising campaigns to display on the event page.
The funds from the ticket sales are generally transferred from 360Alumni to the client organization at the beginning of each month. If there are special circumstances, or funds are required sooner, please email firstname.lastname@example.org.
360Alumni has a job board which is available to all user’s within your community. Job’s can be posted by anyone, and best of all viewed by anyone with the URL. (All job postings are shareable as public URL’s.) When clicked into a job posting, hit the ‘share’ button to push this job posting to your preferred social network or email client. User’s can apply filters and conduct a search of job opportunities by clicking ‘filter posted jobs’. Here you can filter job opportunities by date posted, keyword, location, poster, or job type.
Your profile page displays all of your information and is viewable by other alumni and your institution’s administrators. Be sure to visit the edit profile page in order to update all of your current information. Within the profile page there are privacy settings, so each user can mark certain information as private or public. Note that if you mark something as private, only administrators can see this information.
Building your profile is an important part of your participation in your online community. This ensures that not only your institution, but others within the community can understand who you are, and what your role is. Users can set their preferred method of contact for phone and/or email. And if you wish to keep your profile data private, there are privacy toggles next to each key piece of information captured on your profile page.
Where your institution has data, it may be pre-loaded to your profile. If any data is inaccurate or missing; please update it.
If you used social sign-on to activate your account, chances are your profile picture was pulled in to your 360Alumni profile. If not, click on the profile photo avatar to upload a picture of yourself. This picture will be your avatar in the 360Alumni community and will be displayed wherever your name/profile display.
On the edit profile page there is a ‘LinkedIn Synch’ button, that allows users to easily synchronize 360Alumni profiles with data pulled directly from your LinkedIn profile. Once clicked, a popup modal will allow you to pick and choose which information to sync [Name, Linkedin URL, profile picture, about me, current positions, and past work experience].
360Alumni respects privacy of all user data. For non-activated user accounts we only display a limited amount of information: [name, degree/year, and city/state data where this information is already known.] Once you activate your account, you can choose which information you would like to display on your profile by adjusting the private/public settings for each data point.
Notifications are a very important tool. The notifications settings page will help you determine how you would like to be communicated with or notified based on activity within your community. You can set certain notifications to deliver instantaneously or in digest format daily or weekly.
Administrators can choose to put an approval process for the creation of new accounts and user created events. If these settings are enabled, new user and/or event approval requests will display here. All administrators have the ability to approve or reject these requests. If you have your community set to ‘closed’, any new accounts being created will have "limited access" to the community until an administrator approves them. Limited access means that users can only view events, view fundraising campaigns, and edit their profile information. For new accounts, once an administrator approves or rejects the request to join the community, the user will receive an email notification. For events created by a community user, the event will remain in a draft staus until approved. Once approved or rejected, the user will receive an email informing them.
Every 360Alumni client also receives access to the EMMA email marketing platform. Even better, your data flows in real time from the 360Alumni database, directly to the EMMA platform.
Real time data Syncing
If you would like for a fellow co-worker / administrator of 360Alumni to be added as a team member in EMMA, please email email@example.com with that individual’s name and email address.
EMMA’s resource center: https://support.e2ma.net/Resource_Center
Only administrators can create fundraising campaigns with 360Alumni communities. Within the fundraising page, administrators can edit, add, pause, or delete these campaigns. Here administrators can also view all fundraising campaigns, and the details of all individuals who have given to these campaigns. Click on each campaign to view the metrics and underlying donation information. Click on the ‘log donations’ button to manually add donations received elsewhere, to each specific campaign.
A mentorship page is a fantastic way to provide value to your constituents, and 360Alumni makes setting up this feature very simple. Within the admin menu, click on mentorship. Here you can setup your page by providing a ‘Program Name’, and ‘Description’. The program name will be the title of this page, and the description will be the first thing a user will see when clicking into the mentorship feature. Make sure to provide a nice descriptive message about the feature and how alumni can benefit from taking part of the program. Next, administrators must setup 3 Form Questions, which act as the basis for each mentorship posting/opportunity. Important to note, the mentorship opportunity postings will be created based off these questions, so put some thought into how to structure these questions and the associated ‘helper text’. If you would like this feature to be used for mentee and mentor postings; then perhaps your first question would read ‘Are you looking to mentor someone, or are you looking to be a mentee?’ Other good example questions could be: Which academic or professional area do you want to delve into with your advisor/mentor? How would you like to connect with a mentor/mentee? What types of skills do you have that may be worthwhile to mention? Etc. Once you have established all the content and form questions, simply click the ‘enable feature’ button in the top right corner, and click save. Now, your mentorship program will be live, and accessible under the ‘give back’ area of the menu bar.
The user insights page is a fantastic tool that allows administrators a sneak peak into user activity within the community. You can view alumni activity based on active, inactive, current stats, and recent activity segmentations. All report data is clickable, and will reveal an exportable list of the alumni included within that statistic or segment.
Active Profiles: Use this page to see how effectively your active users have filled out their profiles, pull a list of all active alumni, and identify 'power users'.
Inactive Profiles: Use this page to pull a list of all inactive alumni, segment users based on email statstics, followup with users who don't have an email address, etc.
Current Stats: Visually see perecentage of active vs. inactive users, see which admins and/or users are currently logged in to the community, and identify current groups/jobs/and upcoming events.
Recent Activity: Segment user activity base on toggling your time frame [last month, last week, yesterday, today] to pull reports of users based on newly activated or created accounts, unique visits, total vists, and average user session time.
Receipt reporting is the area where all transactions that occur within the 360Alumni community are reported and displayed. The receipt reporting monthly breakdown will provide summary statistics so that client administrators can ensure funds for event tickets and fundraising campaigns are allocated to the appropriate place.
Homepage headlines are where administrators control the headlines (news/stories/articles) that display on the alumni community home page. Note that if your organization has an RSS feed connected, homepage headlines will be disabled and you can not create headlines. Hit ‘create new headline’ and provide a headline title, image, and link. Within the main homepage headline page the # of impressions, clicks, and click through rate statistics are displayed. Administrators can also control which headlines are displaying and adjust the priority.
The sponsors page is a great way for our client administrators to setup a page to display sponsors, run promotions, or showcase any/all companies or websites that may be affiliated with your organization. Within the admin menu, select ‘manage sponsors’. The first text area will be used for providing a descriptive message about the Sponsors page. Example:
Support Those Who Support Us
Check out our alumni business directory for great deals, discounts and promotions. Each of the following is an alumni-owned company or service provider that is sponsoring our online community.
Next, simply click ‘add new item’; and you will be prompted to create a listing by including a name, description, link, and image. Some good examples would be book store discounts, links to promotional swag, companies that hire from your constituent or alumni pool, alumni entrepreneurs, etc. Once you save a sponsor item added, this feature will show up underneath the ‘Alumni’ tab within the menu bar. Lastly, if you’d like to change the title of this page, you can do this within the client settings page.
Within 360Alumni communities, there can be a primary administrator and then an unlimited amount of additional administrators. Any administrator can add or revoke administrator access at anytime, by navigating to the ‘administrators’ tab under the admin dashboard. All administrators currently have the same level of permissions; however coming soon we will have the ability to establish tiered rights.
The settings page is where 360Alumni administrators can adjust the viewable features and information that show directly within community.
Welcome to the Community!
We're glad you're here. Please complete your profile so fellow alumni can find you. If you have any questions, our contact info is below.
User Profile Fields Tab
360Alumni allows client administrators to set up custom fields to display on user profiles. Custom profile fields can be set up as pre-defined drop down selection items, or free form text. To setup or add custom profile fields; go to the ‘User Profile Fields’ tab within the client settings page. Here you can setup / add custom fields to display on user’s profile pages; by clicking ‘+add custom field’, and then select checkbox options, or text field. If you choose checkbox options, you will need to add the pre-defined list of user drop-down’s. Note that user’s CAN select more than one option. Text field, simply allows the user to type in what displays in this field. Once you setup a custom field you can not make changes to it. Lastly, all custom fields are ‘drag and droppable’ to allow you the ability to sort the display order on the profile page.
Tags are a more visually appealing and interactive way for your user’s to display certain static data about themselves. Click ‘Manage Tags’ and assign a tag label and description to setup this feature. Your user’s can select from a pre-defined tag bank, which your administrators control. Some examples of Tag usage among 360Alumni clients are ‘Languages’, ‘Skills’, ‘Programs’.
Duplicate accounts are bound to occur during the account signon/activation process. Administrators should plan to ‘merge’ these accounts by taking the following steps: Locate the account that the user has successfully signed into. Take any account data from the non activated account, and copy/paste it to the new record (as needed) using the ‘edit profile’ function. *It is helpful to have two different browsers open, logged into the 360Alumni community, so that you can easily toggle between the duplicate profiles when comparing information on profile pages. Make sure to include any ‘institutional id’ (record ID) and/or admin notes that you may have imported on this user. Once updated save the profile and de-activate or delete the stale/duplicate account.
Within the 360Alumni community you can only delete a user account/profile; if that user has not activated their account and/or there is no activity within the community by that record. If an administrator ‘deletes’ a profile, this removes the record completely from your database. If an account has been activated and/or their is activity associated with the profile; administrators can simply de-activate the record. This does not remove the record from your database, however it does remove the record from displaying within the community.
Administrators within 360Alumni communities can edit any user profile information. Navigate to the user’s profile page and select ‘edit profile’. You can update, change, or remove any information and click ‘save changes’ to apply.
Processing a refund or cancelling someone's RSVP should be handled as follows: Go to 'Manage Attendees' tab within the Manage Event dashboard on the specific event page. From here, you should select the event attendee/ticket in question, and select 'remove attendee'. IMPORTANT: If there is a ticket price associated with this RSVP, you will need to submit the relevant information to 360Alumni so that we can process the refund. We can process refunds immediately at which point an automated email goes out to the purchaser informing them of the credit transaction. Note that refunds can only be issued within 120 days of event ticket purchase. Lastly, 360Alumni will only issue direct refunds to the ticket purchaser if funds have not yet been distributed to our client. If underlying funds have already been distributed to the client, then it is up to the client to issue a refund. Available in the near future, you will be able to process refunds yourself under the 'Manage Canceled Tickets' section.
360Alumni can add as many links as you’d like to appear on the menu bar under the ‘home’ button. Email firstname.lastname@example.org with the URL and link title.
There are two functions that 360Alumni administrators can currently create an approval process around; the creation of new accounts, and events created by users.
360Alumni communities allow non alumni the ability to RSVP to events, and donate money to fundraising campaigns. These non alumni will have limited access accounts that can only view event and fundraising pages; and do not appear as alumni records within the directory/map. These limited access accounts will show up in the user access management feature; and administrators can choose to ‘upgrade’ any account to have full user level access. Upgrading an account to full access will result in this user’s profile being included in the alumni directory, and that user will have full access to the community.
Within 360Alumni communities, there can be a primary administrator and then an unlimited amount of additional administrators. Any administrator can add or revoke administrator access at anytime, by navigating to the ‘administrators’ tab under the admin dashboard. All administrators currently have the same level of permissions (shown below); however coming soon we will have the ability to establish tiered rights.
For advancement professionals and other administrators running fundraising campaigns; you can manually log donations to associated fundraising campaigns in 360Alumni. This is useful for those who would like for their fund-raising campaign to reflect an up to date or accurate count of donations to specific fundraising campaigns. Within the admin dashboard, select ‘fundraising’, and then click on the ‘log donations’ button. Here you can record donations that you have received through other channels (hard copy checks, wire transfers, or collected through other online resources) and record the donations. Logging donations into the 360Alumni community, will ensure that the fundraising campaign has up to date details, and that the user/alumni’s record is also updated with their donation details. To associate donations to existing users/alumni ensure the ‘search enabled’ radio button is active. This will allow you to search your current user records, and associate the correct individual/account. You can choose to log donations amounts and/or donor names as anonymous. Note that any donations logged within this feature represent donations that were not collected through 360Alumni, and bypass our merchant services portal. As such, these transactions will not appear within your receipt reporting module.
If you would like to import new records to the 360Alumni community database, you will need to instruct these records via the user record import template. This template often changes, so be sure to check with 360Alumni support, before sending this over. Note that importing of new records does not result in the user being notified that their record was added to the community. Based on the complexity of data provided and current queues, please expect a 2-4 business day turn around on importing of new records. Coming soon, the Import Wizard will allow for real time imports of new records to your 360Alumni community.
After the first of every month, 360Alumni performs a reconciliation of all client community transactions and issues funds to be wired directly to client bank accounts (minus 360Alumni % fee).