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Alumni associations · CRM

Keep every alumnus in one record that says who they are and how to reach them.

A CRM for an alumni association is the single record of each former student: batch, programme, city, employer, contact, consent and history of reunions and gifts. GullySales sets up the fields, the clean-up and the habits that keep the list true after the first tidy.

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Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

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What CRM means

A CRM is the record where every enquiry, call and quote is kept against a customer, replacing separate notebooks, spreadsheets and memory. GullySales sets up or cleans an existing CRM and reports from it by enquiry outcome rather than by activity logged.

Also for alumni associations

Sales and marketing for alumni associations, the overview.

Last updated 18 Oct 2026.

For alumni associations

Where it usually goes wrong, and what we would do.

  • “The directory is out of date the day it is printed”

    A printed alumni book is correct for a short while and then goes stale as numbers and jobs change. A live record lets each batch captain update their own batch without waiting for the office.

  • “Four lists describe the same person differently”

    The finance sheet, the event list, the WhatsApp group and the office file each hold a version of one alumnus. Without matching, the treasurer thanks a donor under one spelling and the reunion team invites them under another.

  • “Consent gets lost when records are merged”

    A person may agree to reunion news and decline fundraising mails. If the record shows only an address, a message goes out that the alumnus never wanted, and trust falls.

What we do

What we deliver for alumni associations.

Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.

  1. Alumni record structure

    Fields for batch, programme, city, employer, contact, source, interest and consent, kept in a tool ordinary volunteers can use.

    Result: Any committee member can find a person and see how to reach them.

  2. Merge and clean-up of old lists

    Directories, event sheets, donor files and chat groups matched and de-duplicated into one list with a source column.

    Result: Each alumnus appears once, with the strongest contact on top.

  3. Consent and opt-out tracking

    A column and rule for what each alumnus agreed to, with a clear way to stop messages.

    Result: Nobody is sent a message type they declined.

  4. Batch captain access

    A view limited to one batch so a captain can update contacts and mark replies.

    Result: Captains maintain their own batch without seeing the whole roll.

  5. Gift and attendance history

    A record of events attended and gifts made, entered from the association's own accounts.

    Result: The thank-you and next request fit the person's history.

How the result is measured

  • Enquiries logged in the CRM
  • Data completeness
  • Reports generated from CRM data

Recorded as a baseline before work starts, so every later report has an honest comparison.

Read the full CRM implementation and customisation page

Who it is for

This is written for these alumni associations.

  • College and university alumni associations
  • School alumni associations, including old boys' and old girls' groups
  • Engineering, medical and management institute alumni
  • Alumni chapters in a city or country
  • Batch-level alumni groups with their own funds
  • Polytechnic and ITI alumni groups
  • Alumni of residential and military schools
  • Alumni networks run inside a trust or society

How it works

How the CRM work runs

The work itself, in order. How an engagement starts, from your brief to a written scope, is set out on our method page.

  1. 1

    Map the sales process

    We record how a deal actually moves from enquiry to close in your business today.

  2. 2

    Configure stages and fields

    The CRM's pipeline and fields are built to match that process exactly, not a generic template.

  3. 3

    Set up automations

    Reminders, assignment rules and follow-up triggers are configured so routine steps happen without manual effort.

  4. 4

    Test with real deals

    We run the configuration against actual current deals to catch gaps before the whole team relies on it.

Where this fits

Three pieces of sales work, in this order.

This work sits inside sales management. A target, a review routine and someone who owns the number.

  1. Step 1

    Sales audit

    Find where deals are being lost and what to fix first.

    Start here if you cannot say where orders are lost.

  2. Step 2

    Sales process design

    One written way to sell, from first enquiry to repeat order.

    Start here if every salesperson sells differently.

  3. Step 3 · you are here

    Sales management

    A target, a review routine and someone who owns the number.

    Start here if the team has targets and no routine.

Tell us what you need Your brief is read before we call. Scope, fee and term in writing.

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
Do we need paid CRM software?
Not at the start. A well-structured sheet or a simple free tool is enough while the list is cleaned; move to software when volunteers outgrow the sheet.
Who should have access?
Give each captain access to their own batch and the office bearers access to all. Limit access to what each role needs and record who changes what.
How do we keep it updated after the clean-up?
Make updating a part of every contact: a reunion form, a captain's reply, a returned message. Name one person who reviews the sheet whenever the committee meets.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What if we are not happy with the work?
Tell us and the plan changes. Everything is reported against the baseline, so a number that is not moving is visible to both sides. The term is in your written scope, and the refund and cancellation policy sets out the rest.

More for alumni associations

Everything else we would do for you.

Closest to this: leads and follow-up

Also for alumni associations

Or start from the overview: sales and marketing for alumni associations.

Your next practical step

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