AlumDeck
Live demo

For alumni associations

Built to be handed over.

An association runs on volunteers who change at every AGM. AlumDeck gives the committee one site for the register, the reunions, the appeals and the AGM papers, with a separate login for each post. $49 a year, unlimited members, and nothing tied to one person's card.

Open the live demoPricing - $49 a year

Things you can check for yourself

  • An association, live

    The demo is a working association: 130 members, a committee and an AGM on the calendar.

    Open the demo

  • $49, published

    The same price for every association, with every feature and no seat count.

    Pricing

  • A login per post

    Unlimited admin accounts, each limited to the areas that post needs.

    Admin panel

  • The honest list

    What AlumDeck does not do, written down before you find out.

    Limitations

  • Dated releases

    A changelog with dates, and a roadmap that says what is planned.

    Changelog

The problems

What usually breaks in a volunteer association.

Four things committees tell us, and what AlumDeck does about each one.

What it does

What the committee actually uses.

Members-only directory

A register members keep current themselves

Members edit their own city, profession, employer, social links and photo. Each of ten fields is either visible to signed-in members or hidden, and email and phone start hidden.

  • Search by name, city, profession or employer, with a class-year filter
  • Nobody outside the association can browse it
  • Export the register as CSV whenever the committee needs it
The alumni directory

Email and phone start hidden

Class of 2009 filter

Registration

Nobody appears unchecked

The join form asks for the class year and a memory that proves the person was there. Each application arrives with the checks already done, and a committee member decides.

  • Email confirmed by a link that lasts seven days
  • Vouches from members within three class years
  • Up to eight likely matches from your old register
  • Approval issues a member number, such as ALUM-2026-0142, and emails a set-password link
How members join

Association business

AGM papers for members, never the public

Notices, minutes and annual accounts, each as a page with an optional PDF or image. New documents are emailed to members who opted in to announcements.

  • Files stored outside the public web folder
  • Served only to a signed-in member
  • A committee roster with photos, roles and class years on the About page
Association documents

Events and email

The AGM and the reunions on one calendar

Publish the AGM, the annual dinner and the class reunions as events. Members answer Yes, Maybe or No, and the notice goes to the members you choose.

  • Capacity and seats left on ticketed events
  • A reminder email to everyone who said Yes, two days before
  • Email a class-year range, a city or an engagement band
Events and RSVP

Sample data in the live demo

Riverside College Alumni Association gets ready for its AGM

The association in the live demo has 130 members, a committee on its About page, the AGM and alumni breakfast on 31 October, and three appeals on the giving page. Sign in as the admin to see what the secretary would see.

Try it in the demo

Your first month

From install to the AGM notice, in four weeks.

A realistic plan for a committee with one person who is at home in cPanel and a few hours a week between everyone else.

  1. Week 1: install it in the association's name

    Buy the hosting and the domain in the association's name. Upload the zip, create a database and run the six-screen installer. Add the cron line, enter your mail server and send the test email. One evening, for whoever is comfortable in cPanel.

  2. Week 2, first half: make it yours

    Logo, four colours, the site name and the committee roster. Write the About page, put the association's founding on the timeline, and switch off the modules nobody will look after. An empty module looks worse than a missing one.

  3. Week 2, second half: bring in the list you already have

    Import last year's spreadsheet with the CSV wizard: map the columns, read the dry run, then commit. Imported members start outside the directory and are not emailed, so plan how you will tell them.

  4. Week 3: open the doors

    Post the join link in the group chat and the newsletter. Approve applications in batches, using the vouches and register matches. Each approval emails a set-password link.

  5. Week 4: the AGM, and a login for every post

    Publish the AGM as an event and the notice in the Association section, then email it to members. Give the secretary, the treasurer and the events lead their own accounts, each with only the areas that post needs.

Continuity

The handover file, written before you need it.

Self-hosting works for a volunteer body when everything it depends on is in the association's name and written on one page that passes to the next secretary.

A handover file that fits on one page
WhatWho holds itWhere to find it
Domain and hosting accountThe association, not a memberThe handover file, with the billing contact
AlumDeck licence keyThe associationThe handover file; it renews once a year
Admin accountsOne per committee postAdmin panel, Users: the areas each account holds
Nightly backupsThe hosting account, outside the web folderThe Backups page shows the last run
Modules switched offThe committeeSettings, Modules

The honest part

What it does not do for an association, yet.

  • Collecting membership dues online. There is no card form; AlumDeck records gifts after they reach your bank account. Planned: release 1.3
  • Chapters and interest groups. Members are grouped by class year, in automatic batch rooms. Planned: release 1.5
  • An unsubscribe link inside campaign emails. Members opt out in their own profile, and that choice is checked at every send. Planned: release 1.1
  • Emailing imported members an invitation. Until then they get in with "forgotten password". Planned: release 1.1
  • Online elections for committee posts. Planned: release 1.6

Everything else AlumDeck does not do is on the full list, and the planned releases are on the public roadmap.

Questions

What committees ask

We already have a group chat. Why pay for anything?

A group chat is free and everyone is already in it, which is a real advantage. What it cannot give you is a member list the association owns and can export, a check that someone really is an old member, or a site the next committee inherits with the logins intact. If none of that matters to your committee, stay where you are.

Can members pay their subscription through the site?

No. AlumDeck does not take money: there is no card form and no merchant account. It records gifts that reached the association by transfer, card, cash or cheque, and emails a numbered receipt. Taking money online is planned for release 1.2 and membership fees for release 1.3, both on the roadmap.

How many committee logins can we have?

As many as you like; there is no seat charge. Each account gets only the areas it needs out of 13 (events, giving, members, news and so on), and a full administrator can switch an account off the day someone steps down. Sign-ins and changes go into an audit log kept for 365 days.

What happens if nobody renews one year?

The public site keeps running: news, events, history and the giving page stay online. After 21 days of grace, member and admin sign-in pause until the licence is renewed, and nothing in your database is touched. Renew, press "check again now" on the notice, and sign-in is back.

Does the association need a technical person?

For one evening, yes: someone comfortable uploading a zip in cPanel, creating a database and pasting one cron line. After that the committee runs it from the admin panel. Updates are applied by hand when a release ships (a folder swap and a database update), so keep that person in the handover file.

Our members live all over the world. Does that matter?

Not to AlumDeck. Members sign in from anywhere, and the timezone, date layout and currency are settings. The interface is in English only, which is worth knowing if many of your members would rather read another language.

Also for

Not an association? Read the page that fits.

  • Colleges and universities

    An alumni office of two or three people and forty batches. No per-record or per-seat fee.

    For colleges

  • Schools

    One member of staff, a spreadsheet of leavers and a cupboard of photographs. A renewal nobody has to defend.

    For schools

  • Developers and agencies

    Installing it for a client on shared hosting. Requirements, the installer and one licence per site.

    For developers

See an association running on it.

Sign in to the demo as the admin: members, approvals, the AGM and three appeals are all there. It puts itself back every night.

Open the live demoPricing - $49 a year

Sign-in details on the demo pageResets every night