How AlumniLedger works: A guide for leaders
By AlumniLedger Team • 5 min read
This guide explains how the AlumniLedger system works from start to finish. We designed this to make managing an alumni association simple and transparent.
Step 1: Joining the group
New members go to the home page and click Join Now. They fill in a simple form with their name, graduation year, and phone number. This sends their information into a waiting list.
Step 2: Checking and verifying
If someone is already a member, they can click Update your info. To see their details, they must prove who they are. They enter the last 4 digits of their phone number, and then they must provide their full number and birthday to gain access. This keeps the data safe.
Step 3: Executive Review
Every time a member joins or asks to change their information, it does not happen immediately. Instead, it goes to a special Moderation Dashboard that only leaders can see.
A leader logs in, looks at the request, and decides to either approve it or reject it. This ensures that only real alumni are in your database and all information is correct.
Step 4: Recording Contributions
When a member pays their dues or gives a donation, a leader records it in the Member Ledger. The system immediately updates the totals for the whole group.
Members can check their own "My Contributions" page to see their history. They can also see their "Loyalty Score," which shows how active they have been.
Step 5: Managing the Dashboard
Executives have their own private login. Once logged in, you can see everyone's contact details, look at financial reports, and manage the waiting list. This replaces all the paper notebooks and slow text messages with one fast system.
Summary
The system is a loop: Members provide information, Leaders check and approve it, and then everyone can see the clear financial records. This creates a more organized and trust-filled alumni community.