Alumni Admin Guide
Purpose
Handle registrations and contact updates for ARG (the alumni association). Submissions are stored in Google Sheets and notification emails are sent to the designated recipients.
Daily Workflow
- Share the public signup form at
/alumni/signup/ with prospective alumni.
- Monitor your inbox for two types of messages:
- New member confirmations (
ARG - Ny medlem …), sent to the distribution list configured in settings.
- Update requests containing a token link that members use to edit their details.
- Signups are also logged in the Google Sheet defined by
ALUMNI_SETTINGS (usually the members worksheet). Use the sheet to process membership fees and status.
Managing Update Tokens
- Alumni who want to update their data visit
/alumni/update/ and enter their email plus captcha.
- The system emails them a time-limited link containing a token.
- After the alumni submits the update form, the token is invalidated automatically. No manual action is required unless the email bounces.
Troubleshooting
- Duplicate email – if someone gets “Email already registered”, ask them to use the update flow instead of the signup form.
- Token expired – tokens last 24 hours. Direct the alumni back to
/alumni/update/ to request a fresh email.
- Captcha failing – ensure Cloudflare Turnstile keys are valid in the environment; otherwise the form will keep reloading.
Data Exports
- All data lives in Google Sheets. Filter by the
audit_log worksheet to review historical actions (CREATE/UPDATE) if you need to audit changes.