---

name: alumni-re-hire-tracker description: 'Alumni and re-hire register: former role, last working day, re-hire eligibility, current employer and re-engagement date, as CSV, SQL, JSON Schema or Notion on request. Use for alumni outreach.' category: business risk: safe source: self source_type: self date_added: '2026-09-26' author: WHOISABHISHEKADHIKARI tags:

• sme
• business
• operations
• database
• csv
• notion
• sql
• exit tools: [] source_repo: WHOISABHISHEKADHIKARI/sme-ops-system-builder

---

Alumni & Re-hire Tracker

What it is: Former employees.

Overview

Works out the smallest useful Alumni & Re-hire Tracker setup for the business in front of it, then builds it only when asked. The default output is a short recommendation, not a spreadsheet. Artifacts - CSV, SQL DDL, JSON Schema, Notion mapping - are produced on request, from one field list so they cannot drift apart.

Layer: Layer 10: Exit. Fits: Scale stage. Table code: n/a.

When to Use This Skill

• alumni tracker
• rehire tracker
• former employee register
• past employee list

Also use it when the user says "former employees", or describes the same process happening in a spreadsheet, a document or someone inboxes.

Do not use it for: payroll calculation, tax filing, or legal advice. This skill produces empty templates only - it never holds or processes real employee or customer data.

How It Works

Follow the shared execution contract. The module-specific rules below define only domain fields, decisions, calculations, and safety constraints.

Step 1 - Identify intent

Read the request and pick the intent before asking anything.

• "set up" or "build" or "create" -> the user wants artifacts; go to Step 2.
• "our process is ..." or "it is in a sheet" -> the user wants to move an existing process; capture it, then Step 2.
• "is this right" or "review" or "audit" -> the user wants a check, not a build; answer from what they share.
• "how do I ..." -> advice question; answer directly and offer the build only if it helps.

Ask only if this is the highest-value missing fact; otherwise proceed without an opener:

Q: How many people have left the company?

Step 2 - Ask only what is missing

Skip anything the user already answered, in any earlier message. Ask the rest one at a time, and stop as soon as the remaining answers would not change the output.

• Alumni - How many ex-employees? / How long ago? / Any warm contacts?
• Fit - Why would you re-hire? / Roles they held? / Skills worth recording?
• Reach - How do you stay in touch? / Any consent on file? / How often to check in?
• Current process - Is anything recorded? / LinkedIn or a sheet? / What gets missed?
• Outcome - What do you need? / An alumni register, a re-hire view or both?

Never invent an answer. If the user does not know, record it as unknown and carry on.

Step 3 - Hold the internal context

Hold the answers in this shape. It stays internal - it is not shown to the user unless they ask, and it never carries a value the user did not give.

module: alumni-re-hire-tracker
intent: null            # setup | advice | review | fix | build | convert | export
scale: null             # Starter | Growth | Scale, only if the answer changes it
areas:
  "Alumni": null
  "Fit": null
  "Reach": null
  "Current process": null
  "Outcome": null
requested_outputs: []   # csv | sql | json | notion | xlsx - requested formats only
confirmed_facts: []     # only what the user actually said
open_questions: []      # the unanswered ones, in the order worth asking

Step 4 - Recommend the smallest workflow

If an artifact was requested, build it after resolving essential missing facts. Otherwise give a short recommendation and offer the relevant artifact.

Recommended approach: Keep a small alumni record with the exit date, the role held and one line on why they left, and revisit it only when a role opens.

Why this one: Alumni records are only worth maintaining if something triggers a revisit. Tie it to open roles instead of a standing newsletter.

Workflow: Departure recorded → Details kept → Re-hire considered when a role opens → Rejoined or contacted

Step 5 - Build only on request

Once the user asks for it, derive the fields from the confirmed context and emit the requested artifacts. For machine-readable text, keep prose outside the data; for files, provide a usable link. Report material validation failures or limitations separately.

A selected Notion output is rendered by notion-manual-import, so route the Notion step there. When the user selects Notion, hand that step to @notion-manual-import: it holds the CSV, the property mapping, the import steps and the verification checklist, and it renders the Field Reference below instead of defining a table of its own. Do not restate the mapping here and do not improvise the import steps. Manual CSV and mapping outputs need no connection. For requested workspace changes, follow the shared contract: verify actual tool access and the target before writing. A user saying "connected" is not tool evidence. Never ask for a Notion password or token.

For an Excel-compatible CSV, use UTF-8 with a byte order mark so Excel opens the text correctly. A CSV is not an .xlsx workbook; create .xlsx only when the user requests a workbook. A CSV carries no types, so after it, name the columns that need a number, date or currency format applied.

Alumni Name,Former Department,Former Job Title,Last Working Day,Rehire Eligible,Personal Email,LinkedIn,Current Company,Last Contact,Re-engage Date,Notes,Alumni ID
Example Person,Delivery,Delivery Manager,2026-03-31,TRUE,person@example.com,https://example.com/in/example-person,Example Company,2026-01-20,2026-07-01,"Reached out in February; interested in returning once the current notice period ends.",

CREATE TABLE alumni_re_hire_tracker (
  alumni_name VARCHAR(255),
  former_department VARCHAR(255),
  former_job_title VARCHAR(255),
  last_working_day DATE NOT NULL,
  rehire_eligible BOOLEAN NOT NULL,
  personal_email VARCHAR(255),
  linkedin TEXT,
  current_company VARCHAR(255),
  last_contact DATE NOT NULL,
  re_engage_date DATE NOT NULL,
  notes TEXT,
  alumni_id SERIAL PRIMARY KEY,
  created_at TIMESTAMP DEFAULT NOW(),
  updated_at TIMESTAMP DEFAULT NOW()
);

{
  "$schema": "https://json-schema.org/draft/2020-12/schema",
  "title": "Alumni & Re-hire Tracker",
  "type": "object",
  "additionalProperties": false,
  "properties": {
      "Alumni Name": { "type": "string" },
      "Former Department": { "type": "string" },
      "Former Job Title": { "type": "string" },
      "Last Working Day": { "type": "string", "format": "date" },
      "Rehire Eligible": { "type": "boolean" },
      "Personal Email": { "type": "string", "format": "email" },
      "LinkedIn": { "type": "string", "format": "uri" },
      "Current Company": { "type": "string" },
      "Last Contact": { "type": "string", "format": "date" },
      "Re-engage Date": { "type": "string", "format": "date" },
      "Notes": { "type": "string" },
      "Alumni ID": { "type": "integer" }
  },
  "required": [
      "Last Working Day",
      "Last Contact",
      "Re-engage Date"
  ]
}

| CSV column | Notion property | Set after import |
|---|---|---|
| Alumni Name | Title | Use as the database title |
| Former Department | Text | Leave as Text |
| Former Job Title | Text | Leave as Text |
| Last Working Day | Date | Convert to Date |
| Rehire Eligible | Checkbox | Convert to Checkbox |
| Personal Email | Email | Convert to Email |
| LinkedIn | URL | Convert to URL |
| Current Company | Text | Leave as Text |
| Last Contact | Date | Convert to Date |
| Re-engage Date | Date | Convert to Date |
| Notes | Text | Leave as Text |
| Alumni ID | Text (preserve source ID) | Keep imported IDs as Text; optionally add a separate Unique ID property |

The rows above are documentation examples only. Emit empty templates unless the user explicitly requests examples. Money stays currency, dates stay date, and anything pointing at another table stays relation.

Field Reference

| # | Field | Type | SQL | JSON Schema | Notion | CSV example | |---:|---|---|---|---|---|---| | 1 | Alumni Name | text | VARCHAR(255) | string | Text | Example Person | | 2 | Former Department | text | VARCHAR(255) | string | Text | Delivery | | 3 | Former Job Title | text | VARCHAR(255) | string | Text | Delivery Manager | | 4 | Last Working Day | date | DATE | string, format: date | Date | 2026-03-31 | | 5 | Rehire Eligible | checkbox | BOOLEAN | boolean | Checkbox | TRUE | | 6 | Personal Email | email | VARCHAR(255) | string, format: email | Email | person@example.com | | 7 | LinkedIn | url | TEXT | string, format: uri | URL | https://example.com/in/example-person | | 8 | Current Company | text | VARCHAR(255) | string | Text | Example Company | | 9 | Last Contact | date | DATE | string, format: date | Date | 2026-01-20 | | 10 | Re-engage Date | date | DATE | string, format: date | Date | 2026-07-01 | | 11 | Notes | long_text | TEXT | string | Text | Reached out in February; interested in returning once the current notice period ends. | | 12 | Alumni ID | id | SERIAL PRIMARY KEY | integer | Text (preserve source ID) | (blank) |

Select Options

No Select fields.

Relations

Link fields: none

Examples

Prompt

Four good people left last year and we only noticed when a role came up.

Context first - one question per message, nothing already answered:

Q: How many ex-employees? A: About twenty in three years.

Q: Recorded anywhere? A: A spreadsheet, mostly empty.

Q: Why re-hire? A: We know who was good.

Recommended next step - offered, not built:

Keep a small alumni record with the exit date, the role held and one line on why they left, and revisit it only when a role opens.

Workflow: Departure recorded → Details kept → Re-hire considered when a role opens → Rejoined or contacted

Want the CSV, SQL, JSON Schema and Notion mapping for this?

Best Practices

• Build when requested; recommend and offer a build for advice-only requests.
• One question per message. A batched intake reads as a form and gets guessed at.
• Keep display names identical across CSV and JSON; document normalized SQL identifiers.
• Use relation for anything that points at another table, text only for free text.
• Money fields are currency, never text. Dates are date, never free text.
• If the user requests an example row, keep it obviously fake so nobody imports it as real data.

Limitations

• Empty template only. It does not compute payroll, tax, leave balances or KPIs.
• Notion relations need both databases imported before the link column resolves.
• Select options are a starting set. Rename them to match how the business talks.
• No automation, reminders or sync. Those need the integration layer.
• Does not contact anyone, verify consent or make hiring decisions.
• Legal, tax and HR review is still required before this drives real decisions.

Security & Safety Notes

• Never fill in real names, salaries, medical or banking data. Placeholders only.
• Label example rows as synthetic, and keep bank details masked.
• Local reads, generation commands, and validation are part of a requested artifact build. External writes, messages, provisioning, and publication require authorization for that action and target; existing explicit authorization does not need to be repeated.
• If sensitive data is supplied, avoid repeating unnecessary identifiers. Use only what the requested review needs; keep generated templates empty. Do not claim deletion from the conversation or service storage.
• Privacy, legal and disciplinary cases need a qualified human reviewer befo