All-in-one alumni management software

Alumni management software from ToucanTech is an all-in-one platform that combines a CRM database, website builder, alumni portal, email communications, event management, donation processing, and engagement tracking in one system. It's used by schools and universities worldwide — part of 400+ organizations across 30 countries — from UK independent schools like Winchester College to international schools such as Tanglin Trust School in Singapore and research institutes like the Institute of Development Studies. The platform removes the need for separate systems for database management, website hosting, email marketing, event registration, and fundraising, so advancement teams spend less time on admin and more time building relationships.

Alumni update their own details through a secure member portal, and changes sync straight to your CRM — so records stay current without manual data entry. The database holds email addresses, phone numbers, postal addresses, employment history, and engagement activity, and lets you spot incomplete records and reduce email bounces. ToucanTech also captures the informal engagement that usually goes unrecorded: at Christ Church, University of Oxford, the development team now tracks downloads, event tickets, and other touch points alongside traditional data, giving a fuller picture of who's engaged. Across the platform, ToucanTech hosts over 5 million community member records.

Yes — by making it easy to reach the right people with relevant content and track what works. Winchester College sends bi-weekly emails to over 10,000 recipients with open rates of up to 68%, and more than 4,600 community members have created profiles, including 76% of recent leavers. The Institute of Development Studies runs its "Yellow Monday" newsletter to 6,500+ alumni records, achieving a 42% average open rate and 6,000+ reads. Features include segmented email campaigns, event reminders, milestone-year outreach, and re-engagement sequences targeted by graduation year, region, or industry.

Yes. ToucanTech handles online registration, payment processing, RSVP tracking, attendee lists, and post-event follow-up in one place, from milestone reunions and homecomings to regional chapter meet-ups and networking receptions. Event data updates alumni records automatically for future segmentation, and you can send targeted invitations and monitor registrations as they come in. Schools also use events to drive giving: Lingfield College raised more than £2,000 through a single digital raffle run on the platform.

ToucanTech links engagement tracking directly to fundraising, so you can see which alumni open emails and attend events before they give. Tanglin Trust School has processed over $1 million in donations from 1,711 gifts and achieved a 63% year-on-year increase in alumni portal sign-ups. The CRM tracks participation across constituencies, manages giving societies and recurring donations, and automates gift receipts — and across all customers, ToucanTech securely manages £3.5 billion in donation data. The Hutchins School reports a tangible uptick in funds raised after bringing engagement and giving into one system.

ToucanTech includes tools built for younger alumni: career networking directories, mentorship programmes, job boards, industry groups, and regional chapters. Because alumni keep their own profiles up to date as they change jobs, your database stays current without manual outreach. Winchester College has signed up 76% of its recent leavers, showing how a strong portal and relevant content keep new graduates connected beyond the traditional reunion cycle. Segment communications by graduation year, industry, or location to deliver content that's genuinely relevant.

ToucanTech's migration process includes hands-on support from start to finish. Your data is exported from existing systems — spreadsheets, Raiser's Edge, Salesforce, Wild Apricot, or legacy databases — and ToucanTech's team maps your fields to the new structure, merges duplicate records, standardises formatting, and imports historical giving and event data. You review everything through test imports before going live, with staff training and a phased rollout to keep things running. Schools and universities have migrated databases ranging from a few hundred to tens of thousands of records, and customers like St John's Prep and Christ Church, University of Oxford have used the move to bring previously fragmented data into a single, reliable view.