Aditya Educational Institutions has recorded 22,625 alumni registrations across 38 institutions on its alumni portal. With a clear aim to activate its alumni network at scale, the team executed a structured, institute-wide registration campaign. A signup tutorial video and an easy signup link were shared across student and alumni WhatsApp groups and through text messages, ensuring a quick and friction-free onboarding experience.
To enable accurate tracking and targeted follow-ups, Vaave imported the institution’s existing alumni data onto the portal, establishing a verified base and real-time visibility into the progress.
Aspirations & Challenges
Aditya Educational Institutions established its alumni association to strengthen connections between alumni and the institution, and to enable students to benefit from alumni expertise through mentoring, career support, and placement guidance. A key priority was ensuring that every alumnus and student was present on the portal, allowing both groups to connect and collaborate easily.
However, a large portion of alumni and student information had not yet been added to the platform, leaving the team without complete access to profiles and limiting their ability to reach out effectively. Consolidating the data and making alumni register on the portal became the first critical step in making their engagement goals a reality.
Strategy That Brought in Results
Once the existing alumni data was imported and profiles were created on the portal, the team moved swiftly to drive registrations at scale. Under the guidance of Principal Mr. Pradeep Kumar, Praveen Kumar (Training & Placement Officer, Aditya Degree College, Vizag) led a structured alumni and student registration campaign across all 38 institutions.
To make onboarding simple and self-serve, a tutorial video was created demonstrating the signup process. This video, along with a direct signup link generated by Vaave, was shared with the principals of all institutions, who then circulated it across alumni and student WhatsApp groups and via SMS. The video played a key role in eliminating dependency and ensuring alumni and students could register quickly without requiring one-on-one support.
This is how the easy signup form looks:
Consistent follow-ups maintained momentum. Institution-wise lists of unregistered profiles were generated from the portal and shared in a common WhatsApp group of principals, who then followed up within their respective campuses.
To ensure accuracy and timely profile updates, librarians across all 38 institutions were given portal access to address data-correction requests and update verified information as needed.
Conclusion
The journey of Aditya Educational Institutions show that building a verified alumni database succeeds when there is clear ownership, a simple onboarding path, and consistent follow-up. Rather than relying on passive communication, the team created a step-by-step process, from importing existing records and sharing a guided signup video to tracking unregistered profiles daily and driving campus-level accountability. With a clean and verified database in sight, the institution has a strong foundation to deepen alumni connections and expand engagement initiatives.
