Extend the employee journey: Discover the new SAP SuccessFactors alumni experience.

Traditionally, the end of an employment contract marks the end of the employee relationship for many organisations. But what if that connection didn’t have to end? With the latest SAP SuccessFactors Release businesses can stay in touch with former employees, offering them secure access to essential data, simplifying rehiring processes and improving the overall employee lifecycle.

At Clarity Solutions, we help our clients make the most of these innovations by enabling customers to access post-employment functions through SAP SuccessFactors. Read on to find out what's new and why it matters for your HR strategy.

A Secure Digital Workspace for Former Employees

The new Alumni Experience grants eligible former employees continued access to SAP SuccessFactors, even after they leave the company. After receiving a personalised activation email, alumni can log in using their personal email address and securely access a dedicated Alumni Work Zone.

From there, they can independently:

• Update personal and biographical data
• Review emergency contacts and dependants
• Manage addresses and contact details
• Download historical payroll documents, including pay statements and tax forms (e.g. W-2 or superannuation).

This self-service access reduces the need for follow-up HR requests and improves the offboarding experience overall, especially for Employee Central Payroll customers.

Smarter rehiring, less admin overhead

One of the key strengths of the new Alumni Experience is its seamless integration with the rehire process. HR managers can now search for and identify alumni candidates directly from the Candidate Search and Offboarding Dashboard. Depending on the business case, you can choose between the following options:

• Rehire on Old Employment: This merges historical data with new onboarding information.
• Rehire on New Employment: This option starts fresh while retaining user credentials.

Rehired alumni retain continuity through merged permissions and credentials, ensuring an efficient and compliant return. If onboarding is cancelled, the user simply reverts to alumni status until their access expires.

Administrator tools offer full control and compliance.

From an administrative perspective, the Alumni Experience introduces a range of new configuration and governance options.

• Customisable access rules: Define alumni eligibility and access duration with business rules.
• Role-based permissions: Create permission roles and groups tailored to alumni users.
• Data Privacy Management: Draft consent statements and track audit logs specific to alumni.
• IP Restriction Settings: Exclude alumni from location-based login restrictions.
• Custom Home Page Cards: Personalise alumni dashboards based on termination date and relevance.

Administrators can also manage alumni roles through Identity Authentication Services (IAS) and monitor access through the Global Header Search, ensuring secure and compliant system usage at all times.

Supporting alumni in SAP SuccessFactors Work Zone

In addition to standard access to SuccessFactors, alumni can interact with a personalised SAP SuccessFactors Work Zone workspace. This includes:

• Offboarding tasks: Reminders for pending activities
• Quick Actions: Personalised tiles for fast task execution
• Custom cards: Targeted content and updates visible for up to 180 days after termination

These features ensure that alumni are not only informed, but also empowered to complete tasks independently, maintaining your brand's professionalism and employee-first culture even after employment.

Why should you care?

Keeping former employees connected can provide a strategic advantage.

• Boost your employer brand by offering a professional, supportive exit experience.
• Streamline rehire processes and reduce time-to-productivity for returning talent.
• Maintain compliance with GDPR and labour regulations through transparent data handling.
• Reduce the HR workload by directing common post-exit requests to self-service portals.

With SAP SuccessFactors, alumni are not just 'former' employees, they’re future talent, brand ambassadors and a vital part of your extended workforce network.

Whether you want to streamline your rehire processes, improve post-exit support, or ensure compliance, the SAP SuccessFactors Alumni Experience is a strategic upgrade for your HR landscape. Contact us to learn how we can implement it for you or if you want some practical insights and best practices.