For alumni associations, old scholars and past-players groups
Keep the list current, and the reunions full.
Alumni associations, old scholars groups and past-players clubs keep their contact records, memberships, reunions, chapters and giving on ClubHelix — so the list survives the volunteer who has been maintaining it for fifteen years.
Annual subscription cycle, with reunion peaks · Updated 10 Aug 2026
Why committees of alumni associations come to us
The same problems show up in every committee meeting. ClubHelix is built to retire each one for good.
- A contact list that goes out of date the moment people move house or change jobs.
- Reunion RSVPs coming back by reply-all to a 400-person email.
- Life memberships recorded in a ledger nobody else can read.
- Year-group chapters each doing their own thing with no shared calendar.
- Donations arriving by bank transfer with no reference and no receipt.
What ClubHelix does for alumni associations
The platform mapped onto the moments your year actually runs on.
Keeping records current
Members update their own details through their account, so the list maintains itself instead of being re-keyed. Custom fields hold graduating year, house, course or team, and the register filters on them when a milestone reunion comes around.
Reunions and milestone years
Ticketed events with table seating, dietary fields and a door list, plus a personalised calendar feed so a decade reunion appears in members’ own calendars. RSVPs and attendance are recorded against the member, not a reply-all thread.
Membership grades
Annual, multi-year and life membership as separate membership types with their own prices and paid-until dates, and life members marked permanently so nobody sends them a renewal notice by accident.
Chapters and year groups
Chapters run as teams or clubs within the association with their own pages, events and contact lists, while the association keeps one register underneath. A regional chapter can be a child tenant with its own site if it has grown that far.
Giving and bequests
One-off and recurring donations with an optional fee-cover, receipts sent automatically, and a donation ledger separate from membership income so the annual appeal can be reported on its own.
The newsletter and the archive
Broadcast newsletters from your own association address with a preference centre, plus news, galleries and history pages published through the same editor — the association archive stays online instead of in a filing cabinet.
The annual report to the board
Paid, life and lapsed member counts, reunion attendance by year group, and the giving total split from subscription income. Renewal and retention reporting shows how much of the list is still live, which is the number that decides whether next year’s appeal is worth posting.
What is alumni association management software?
Alumni association management software keeps the two things every association depends on — a current contact list and full reunions — from resting on one heroic volunteer. On ClubHelix, alumni hold their own accounts and update their own details, so the register maintains itself instead of being re-keyed; reunions sell tickets through the association's own events pages; donations are received and receipted automatically; and the newsletter goes out as a broadcast whose bounce reporting tells you exactly which records have gone stale. The public site — history, news, galleries — runs on the same platform, built with the page editor.
Reunions, chapters and milestone years
Custom fields hold graduating year, house, course or team, so when a milestone year comes around the register filters straight to the people it belongs to. Reunions run as ticketed events with table seating, dietary fields and a door list, RSVPs recorded against the member rather than accumulating in a reply-all thread — and a personalised calendar feed puts the decade reunion into members' own calendars months out. Chapters and year groups run as groups within the association, each with its own page, events and contact list over one shared register; a regional chapter that has grown far enough can run as its own site under the association, with its own admins.
Life members, annual givers and the yearly appeal
Annual, multi-year and life membership run as separate membership types with their own prices and paid-until dates. Life members are marked permanently, so nobody accidentally sends a renewal notice to someone honoured thirty years ago, and the date the honour was granted sits on their record. Giving runs alongside membership rather than tangled into it: one-off and recurring donations with an optional fee-cover, receipts emailed automatically, and a donation ledger kept separate from membership income so the annual appeal reports on its own. The newsletter broadcasts from the association's own address via a custom sender, with a preference centre for readers.
An alumni association website with the archive attached
An association's history deserves better than a filing cabinet. News, photo galleries and history pages publish through the page editor, so the archive stays online and grows each year — and because members sign in to the same site to manage their details and book the reunion, the website is the register's front door, not a separate thing to maintain. Start from the template gallery, or look through the live demo to see what alumni would find.
Free alumni association software to start
Every association starts on the free plan — no time limit, public site and core admin included. Paid plans carry a 14-day free trial, bill on a 28-day cycle and can be cancelled any time; the current tiers are on the pricing page. Membership fees, reunion tickets and gifts settle directly to the association's own Stripe account — ClubHelix never holds your funds, and the platform fee is never surcharged to your members or donors.
Bringing decades of records across
Alumni and old scholars associations run on ClubHelix in Australia, New Zealand, the UK, the US, Canada, Ireland and South Africa — useful when the graduating class itself is scattered across most of them.
The usual starting point is a spreadsheet maintained for fifteen years by one person. Import it while that person can still explain the columns, invite alumni to claim their records, and let the next reunion fill from a register that keeps itself current. Talk to us about the import, or read the full guide to running an alumni association.
Features in your plan
Every plan starts free and includes the whole platform below — browse all features or compare plans.
Canvas page editor
A no-code, drag-and-drop club website editor. Your page, exactly as it publishes — click a section to edit it, drag to reorder, add new ones right where you want them.
Self-registration
Club membership software that handles the joining for you: online registration and season sign-ups on your own branded site, with email verification and optional admin approval.
Events
A club events calendar with one-off and recurring events — and ticket sales built in, so you never send members off to an external ticketing site.
Forms & surveys
Build custom forms with conditional fields, and manage every response from one shared inbox.
Broadcasts
Send a message to everyone, a role, or a custom segment of members.
Donations
One-off and recurring donations with a fee-cover option, donor messages, and a ledger of their own.
Club shop
Run a club shop or team store: take uniform, kit and spirit wear orders online with variants, carts and order management — with GST handled properly on every sale.
Mobile app
A club app of your own — install-to-home-screen with your branding, push notifications and digital membership cards, no app store required.
Frequently asked questions
The questions alumni association committees ask before signing up.
- Yes — that is the point. Every member has an account, and changes they make flow straight into the register. Bounced-email reporting on broadcasts also tells you which records have gone stale so you can chase the handful that matter.
- A life membership is a membership type with no expiry, so life members never appear in a renewal chase or an unpaid list. Historic life members can be recorded with the date they were granted it, and the criteria live on your own site.
- Yes. Chapters can be groups within one association site, each with a page, a calendar and their own contact list, and a large chapter can run as its own tenant underneath the association if it needs separate admins.
- Yes, and they stay in separate ledgers. Donations can be one-off or recurring, with the option for the donor to cover the processing fee, and receipts are emailed automatically. Tax deductibility depends on your entity’s status — general information only.
Can members update their own contact details?
How do we record life members?
Can each year group or chapter have its own page and events?
Can we take donations as well as membership fees?
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Bring your alumni association online in under 30 minutes.
Start on the free plan, then take a 14-day free trial of paid features when you're ready — nothing to pay today, cancel any time before the trial ends.