Access well-trained staff on-demand for your alumni programs

The best team and the best coach can’t win a game of football if they only put 5 players on the field. Think of us as substitutes, ready to come in whenever you need us, able to help with whatever you need to succeed.

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Why do you need additional staff on-demand?


“At this rate, the alumni relations profession is under threat.”

If you don’t act now, all the great work done to engage your alumni over the years will be undone very soon. It would take years to get back on that track. Currently, budgets don’t allow you to hire additional full time staff members, and that’s where on-demand staff can help you. They come in at a fraction of the cost, and are already trained, so you don’t have to spend as much time and money on recruitment & training.

How does it work?

Define what you need help with
Our partnership team can work with you to understand your needs and suggest the best solution we can provide.
Step 01
Review our work proposal
We will provide you a detailed proposal with the exact deliverables, timelines and outcomes we will work towards.
Step 02
Hire at a fraction of your usual cost
Our partnership team can work with you to understand your needs and suggest the best solution we can provide.
Step 03
Dedicated account manager to oversee the work
You will have a single point of contact who will be responsible for getting your work delivered and keep you updated on the progress. You don't have to jump through hoops.
Step 04
Full refund, no questions asked, if you are not happy
Although this is unlikely, if you are unhappy with our work for any reason, we will provide a full refund - no questions asked.
Step 05

What services are provided?

Here are some examples of the types of services we have worked on. But we are flexible to work on anything that is helpful for alumni shops.

Recurring Services


Monthly email newsletters

We’ll design the newsletters based on your branding, iterate with your team and send it out on time every month. This includes creation of the template, designing graphics, and the underlying software to send out the newsletters. We will hunt valuable articles from the internet based on your theme if you would want those included but we will not write specific articles for you.


Alumni spotlight program

Reach out to alumni, research the internet, to find stories from alumni that are worth highlighting to the community and get them published wherever alumni can see them. We’ll setup the interviews with alumni and share a template but the interviews will be conducted by you. The underlying software is included.


Mentorship program

End-to-end management of the program once the goals are agreed upon. The underlying software, marketing of the program, signing up mentors and mentees, matching the right pairs, ensuring conversations happen, measuring outcomes, etc.


Class notes program

Can be combined with the alumni spotlight program or managed independently. From designing the forms, to the marketing collateral, to organizing the responses and distributing them to alumni, we will run the program end-to-end. The underlying software comes included.

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One-time Services


Data enrichment

You provide list of alumni records with current info from your database, and the list of details you are interested in adding to those records. Our staff will do the research to find you updated data of those alumni.


Converting yearbooks to spreadsheets

You provide us images/PDFs of your yearbooks and we’ll convert the data from there into spreadsheets so that you can import it back into your database.


Alumni surveys

End-to-end management of the program. We’ll start with consulting on the outcomes, figure out how to structure the survey based on best practices. Then we’ll reach out all your alumni with well-designed communications for maximum participation. We’ll also create beautiful dashboards to present the data easily to your boards and presidents.


Marketing collateral

We’ll have a designer work with you to create graphics, spruce up your webpages, events pages, fundraising campaigns, etc based on your branding.


Virtual event management

Once an event is decided by your team, we will create the event page, run the marketing with specific attendance goal across email & social media, approve/disapprove registrations, provide regular reports of attendance, and finally importing the data into the database. The underlying events software is also included.


Alumni awards program

Once we agree upon award categories and nomination criteria, we will create the marketing collateral, run the process of collecting nominations, conduct surveys, and provide all the information necessary for the committee to pick the winners. We will not conduct the actual awards program itself.


Data Analysis

You will provide us raw data for our data analysts to analyse and provide reports back to you so you can draw insights out of it. This can be used for donation data, engagement data, etc.

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How do you avail this service?

We are starting off with an early access program with just 10 institutions so that we can work closely with them and deliver success before allowing more institutions to join. Institutions that are part of the early access program can avail these services at half the regular price. By submitting your information below, you are indicating interest and this does not require you to purchase the service.

Interested in applying to the early access program?

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Frequently Asked Questions

How can you coordinate with these external staff?
Our staff will send you email updates regularly so you are always aware of how we are progressing. You are also allowed to schedule phone calls with the staff you hire.
How does the refund policy work?
We charge upfront for the service based on the agreed proposal. At the end of the work, if you feel like the work did not meet your expectations, we will refund the full amount you paid for that specific service. Almabase is the world’s most loved alumni management software, because we understand how to treat our customers with respect. We are confident in our ability to deliver high quality service to exceed your expectations.
Can you end the service anytime?
Yes. Although there is a minimum commitment period for recurring jobs to ensure the expectations are fair on both sides, we are able to cancel anytime and refund pro-rated for any extra amount you have paid upfront.
How do we ensure that there is no misuse of alumni data?
We’ve worked with hundreds of institutions over years and understand the need for a high level of privacy with your alumni data. Our staff are trained to get your approval before sending out any communication to your alumni. Nothing goes out without your approval. We also ensure that data is not misused by these staff using industry standard privacy policies.
What kind of work is not done?
Firstly, we only work with alumni relations and development offices at educational institutions. Our staff are trained for that.

We also cannot provide staff who are available in-person. All our staff are available only remotely. So we cannot work on anything that requires a person to be available at a specific location.
You are an existing Almabase customer and already have an account manager assigned. Will that change?
An account manager’s job is to understand your challenges and provide the best possible solution. If you already have an account manager within Almabase who is helping you with the Almabase software, then that person will continue to work with you on this service too.
You need help but you don't see the service listed here.
When you submit your information above, let us know what help you need. One of our experts will get on a call with you to understand your needs and suggest the way forward. Our services are not just confined to what we have listed above.Even if we cannot help immediately, we’ll certainly keep that in mind for future or point you in a direction where you can get the help you need.