Table of Content
Table of Content
1. What Is Event Sync?
Event Sync lets you push event data from Almabase into Blackbaud CRM (BBCRM) so your CRM stays up to date with the latest registrations, guest attendance, and revenue - without re-entering data manually.
Key things to know:
This is a one-way sync. Data flows from Almabase to BBCRM. Changes you make directly in BBCRM are not pulled back into Almabase.
Events are created and managed in Almabase. The sync pushes that data to your CRM. Almabase does not import or pull events from BBCRM.
It is a 2-stage process
Stage 1: Syncing Guests - This includes RSVP and ticket info for all guests
Stage 2: Syncing Payments(revenue) - This includes syncing ticket payments and gifts. You’ll run it after your guest data has been pushed.
2. Before You Begin
Make sure the following are in place before you set up your first sync:
An active Blackbaud CRM user with permissions in BBCRM to create and manage events, registrants, and revenue batches.
This user is added as a connection for Almabase<>BBCRM Integration.
3. Connecting to Blackbaud CRM (Skip this step if you have already connected a user)
Step 1: Set Up the Connection
Go to Events > Sync Configuration and Connectors.
Click on "Add Connection" to add the relevant BBCRM account
Make sure the account connecting has sufficient permissions in BBCRM (event management, batch entry, and constituent access).
Step 2: Select a Connected User
Choose a Connected User. This is the person whose Blackbaud credentials will be used for all sync operations.
Step 3: Test the Connection
Click Test Connection.
If the test passes, you’re ready to proceed.
If it fails:
Have the connected user log in to Blackbaud directly to make sure their account is active.
Re-authorize the connection if it has expired.
Confirm the connected user has BBCRM event management permissions.
4. Understanding How Guest Mapping Works
Before a guest can be synced to BBCRM, the system needs to know which BBCRM constituent record the guest corresponds to. This process of connecting a registration/guest to a record is called guest mapping.
Mapping is handled automatically wherever the system can identify which record the guest corresponds to. If not, it can be easily done manually.
How Automatic Mapping Works
When someone registers for your event, Almabase automatically tries to map them through "Email match". If the registration email matches exactly one Almabase profile, the guest is automatically linked to that profile.
How Manual Mapping Works
If no exact email match is found, the system queues a background check that looks for possible matches based on name and other details. These appear as suggestions/ recommendations you can review.
You can choose among the suggestions, and based on confidence level (High, Medium..) or select a record manually to map the registration to.
When manually mapping, you can —
Method | When to Use |
Map to an Almabase profile | The person exists in your Almabase database, and that profile has a BBCRM System Record ID. |
Map directly to a BBCRM constituent | The person exists in BBCRM but does not have an Almabase profile. |
Either method gives the system what it needs - a valid BBCRM constituent ID so the guest can sync.
Note: Automatic mapping always auto-maps to a record on Almabase and not BBCRM. So mapping to BBCRM can only happen if you are manually mapping.
5. Setting Up an Event for Sync
Step 1: Create the Event in Almabase
Fill in the required fields:
Event Name
Start Date and Time
End Date and Time
Both dates are required. The sync will not proceed if either is missing.
Step 2: Create Tickets (Registration Options)
Add one or more tickets to your event.
Each ticket must be linked to a Fund that has a valid BBCRM designation ID.
Step 3: Configure Sync Settings
Choose your Payment Configuration (see Section 6).
Optionally enable Sync Pending Payment Guests if you want guests with incomplete payments to be included.
Note: You do not need to create anything in BBCRM before syncing. The system will create the event in BBCRM automatically during the first sync.
If your event is a multi-level event — A multi-level event has a main event with one or more sub-events - for example, a reunion weekend with a dinner, a campus tour — then there are 3 additional steps involved in syncing.
Ensure the sub-event has a name, start date/time, and end date/time on AB. All of this information is required. The sync will not proceed if either is missing.
Step 4: Run the First Sync
Once you have the first registration, go to the Guest Dashboard and run the sync for the event.
The system will automatically create the main event in BBCRM.
A sub-event sync error will appear. This is expected - BBCRM doesn’t allow Almabase to create sub-events automatically.
Step 5: Set Up Sub-Events in BBCRM
Open BBCRM and find the event that was just created.
Convert it to a multi-level event.
Create a sub-event placeholder inside the BBCRM event for each sub-event you have in Almabase.
Step 6: Map Sub-Events Back in Almabase
Return to Almabase and go to the sync error.
For each sub-event, select the matching BBCRM placeholder you just created.
Once all sub-events are mapped, the errors will clear.
Step 7: Run the Sync Again
Now that the structure is in place, run the sync again to push tickets, guests, and registrations.
6. Choosing a Payment Configuration
The payment configuration determines how ticket purchases become revenue records in BBCRM. You set this per event.
Setting | What Happens |
Only RSVP Status (default) | Only guest and attendance data are synced. No revenue records are created in BBCRM. Best for free events or when you only need attendance tracking. |
Non-Gift Tickets as One Gift; Gift Tickets as Gifts | Regular tickets are grouped into one revenue record. Tickets marked as “gift tickets” each create their own |
Only Gift Tickets | separate revenue record. Only tickets marked as “gift tickets” generate revenue records. Regular tickets are not included. |
7. Running Your First Sync
Starting a Sync
Go to the Guest Dashboard for your event.
Select the guests you want to sync
Click Sync.
Only one sync can run at a time. If a sync is already in progress, you’ll see a message asking you to retry later.
What Happens During a Sync
The system processes data in this order:
Validation - The system checks for missing dates, unmapped guests, missing fund links, and sub-event mapping issues. Any problems are displayed as sync errors before the sync continues.
Event - The event record is created or updated in BBCRM.
Sub-Events - For multi-level events, each mapped sub-event is updated in BBCRM.
Tickets - Registration options are created or updated.
Registrations - For each registration:
Guest and RSVP data are synced.
Ticket purchase details are recorded.
Payment records are staged (based on your payment configuration).
8. Syncing Payments and Gifts
Payment sync is a separate step that you run after guest sync.
Step 1: Enter a Batch Number
Go to the Gift Dashboard
Select the payments you want to sync. Filter by event if you want.
Click Add gifts to batch
Enter a Batch Number. This is mandatory.
The system cannot generate batch numbers for BBCRM automatically. Also, if you add a batch number that is already present, it will give an error. So enter a brand new Batch Number
Step 2: Run the Gift Sync
Click Sync.
Each payment record is added to the specified batch in BBCRM.
After the sync completes, open the batch in BBCRM to review and commit the revenue records.
Payment Status Progression
As payments are processed, their status updates:
Status | Meaning |
Pending | The payment record is staged and ready to be synced. |
Approved | Payment has been added to the BBCRM batch. |
Once a payment is posted in BBCRM, it cannot be modified or removed through Almabase. You would need to un-post it directly in BBCRM first.
9. How Check-In Attendance Is Synced
When you check a guest in (or un-check them) at your event using Almabase, the system updates their sync status to "Needs Sync".
Sync the guests following the steps here to resync them once they have checked in.
Note: Checking a guest into a sub-event will also mark them as checked in to the main event, if they weren’t already.
What gets sent to BBCRM:
Guest Status | What BBCRM Receives |
RSVP: Yes | Marked as attending |
RSVP: No | Marked as not attending |
Registration cancelled | Marked as cancelled |
Checked in | Marked as attended |
Known limitation: BBCRM’s interface may continue to display “Registered” even after the RSVP is updated to “Not Attending.” This is a limitation of the BBCRM platform API, not Almabase.
10. Common Workflows
Workflow A: A Guest Is Brand New - Not in Almabase or BBCRM
Someone registers for your event, but they don’t have a profile in Almabase, and they don’t have a constituent record in BBCRM.
What you’ll see: An error "Registrant/ host is unmapped" on the Guest dashboard.
What to do:
First, create the constituent in BBCRM. Go to BBCRM and add a new constituent record for this person.
Return to Almabase. Go to the Guest Dashboard and find the guest with the sync error.
Click on the error to open the mapping tool.
Search for the BBCRM constituent you just created by name and select it
This links the guest directly to the BBCRM System Record ID.
Save. The error will clear automatically.
Run the sync again to push this guest’s data to BBCRM.
Tip: If you’d also like this person to have an Almabase profile (for future communications, giving history, etc.), create the profile in Almabase first, make sure it has the BBCRM System Record ID, and then map the guest to that profile instead.
Workflow B: Guest Exists in BBCRM but Not in Almabase
The person has a constituent record in BBCRM, but no Almabase profile. They registered for your event with an email you don’t have on file.
What you’ll see: An error "Registrant/ host is unmapped" on the Guest dashboard.
What to do:
Go to the Guest Dashboard and find the guest with the error.
Click on the error to open the mapping tool.
Switch to the BBCRM search (the tool lets you search both Almabase profiles and BBCRM constituents).
Search for the person by name in BBCRM.
Select the correct constituent.
Save. The error will clear.
Run the sync again.
This approach links the guest to BBCRM without requiring an Almabase profile. The guest’s registration data will sync to that BBCRM constituent.
Workflow C: Guest Exists in Almabase but Not in BBCRM
The person has an Almabase profile, but that profile doesn’t have a BBCRM System Record ID. They may be a new constituent who hasn’t been added to your CRM yet.
What you’ll see: A “Missing System Record ID” error.
What to do:
Option 1 - Add the System Record ID to the profile:
Create the constituent in BBCRM (if they don’t already exist).
Copy their BBCRM System Record ID.
In Almabase, go to the person’s profile and add the System Record ID.
Return to the Guest Dashboard, refresh the sync error, and run the sync.
Option 2 - Map directly to the BBCRM constituent:
In the Guest Dashboard, click on the error.
Use the mapping tool to search BBCRM for the constituent.
Select the match. This bypasses the profile’s missing ID.
Save and run the sync.
Workflow D: Syncing a Guest Without an Almabase Profile
Question: Can I still sync a guest to BBCRM even if they don’t have an Almabase profile at all?
Answer: Yes.
You have two options:
For the primary guest (host): You must map them to a BBCRM constituent directly using the mapping tool. The mapping tool lets you search BBCRM by name and link the guest to a constituent without requiring an Almabase profile.
For accompanying guests: You can sync with having a BBCRM constituent.
Go to Sync Configuration for the event.
Enable “Sync Non-Constituent Accompanying Guests.”
Run the sync.
When this setting is on:
Accompanying guests without a profile or constituent mapping synced to BBCRM as "Guest of"
BBCRM will automatically create a temporary constituent record for each unmapped accompanying guest.
Almabase will update that temporary record on BBCRM with the guest’s first and last name.
Important: This only works for accompanying guests. The primary guest (host) always needs a valid constituent on BBCRM.
Workflow E: The Registrant Is an Organization
Scenario: An organization (not an individual person) registered for your event, and you need to sync that registration to BBCRM.
How it works: Almabase does not distinguish between individual and organizational registrants for sync purposes. The sync sends a constituent ID to BBCRM - and in BBCRM, a constituent can be either a person or an organization.
What to do:
Make sure the organization has a constituent record in BBCRM (with constituent type set to “Organization” in BBCRM).
In Almabase, use the mapping tool on the Guest Dashboard to map the guest to that BBCRM organization constituent by searching for its name and selecting the match.
Save and run the sync.
The registration will appear in BBCRM under the organization’s constituent record, just as it would for an individual.
Tip: If the organization also has an Almabase profile with a BBCRM System Record ID, you can map to that profile instead.
Workflow F: Excluding Guests You Don’t Want to Sync
Some guests registered for your event, but you don’t want their data pushed to BBCRM - perhaps they’re test registrations, internal staff, or duplicates.
How to exclude a single guest:
Go to the Guest Dashboard for the event.
Find the guest you want to exclude.
Open their record and choose Ignore from the mapping options.
The guest will be marked as ignored. Their sync errors (if any) will be removed, and they will be skipped in all future syncs.
What “ignored” means:
The guest will not be synced to BBCRM.
No sync errors will appear for this guest.
The guest’s registration data remains in Almabase - nothing is deleted.
To reverse it: If you change your mind, go to the guest’s record and remove the Ignore status. They’ll become eligible for sync again and will be re-validated on the next sync.
Important: You can only ignore a guest who is not already mapped to a profile. If a guest is mapped, you need to unmap them first before you can set them to Ignored.
Workflow G: Linking an Event That Already Exists in BBCRM
Question: Can I sync an Almabase event to a BBCRM event that already exists, instead of creating a new one?
Answer: Not in all cases.
For single-level events, this is handled automatically. If you run the sync and the system detects a conflict (for example, a constituent is already registered on a BBCRM event), it will find and link the existing record instead of creating a duplicate.
For multi-level events, you’ll link sub-events manually during the sub-event mapping step. When you resolve the sub-event sync error and select BBCRM placeholders, the system also automatically links the parent event.
Almabase does not import events from BBCRM. Events must be created in Almabase. The sync pushes them to BBCRM. If you have an existing BBCRM event you want to link to, the recommended approach is:
Create the event in Almabase with matching details.
Run the first sync - a new event is created in BBCRM.
If you’d prefer to use the existing BBCRM event instead, work with your Almabase support team to update the link.
11. Understanding Sync Errors and How to Fix Them
Sync errors appear on the Sync tab of the Guest Dashboard. Here are the most common ones:
Error | What It Means | How to Fix It |
Unmapped Host | The primary guest has no link to any constituent record. The entire registration is skipped. | Map the guest to an Almabase profile or directly to a BBCRM constituent using the mapping tool. |
Unmapped Guest | An accompanying guest has no constituent link. The primary guest can still sync, but this guest is skipped. | Map the guest, or enable “Sync Non-Constituent Accompanying Guests” on the event. |
Missing System Record ID | The guest’s Almabase profile doesn’t have a BBCRM ID. | Add the System Record ID to the profile, or map directly to the BBCRM constituent. |
Missing start/end date | The event doesn’t have both a start and end date. | Add the missing date on the event. |
Sub-events not mapped | One or more sub-events don’t have a BBCRM Sub-Event ID. | Create sub-event placeholders in BBCRM and select them in Almabase. |
Missing Fund | A ticket has no fund linked. | Link a fund with a valid BBCRM designation ID to the ticket. |
Host and guest same System Record ID | The primary guest and an accompanying guest are mapped to the same BBCRM constituent. | Map them to different constituent records. |
Error | What It Means | How to Fix It |
Last name required | A guest is missing a last name. | Add the guest’s last name. |
Cannot delete posted gift | A revenue record has already been committed in BBCRM. | Un-post the batch in BBCRM before retrying. |
Invalid batch number | The batch number you entered doesn’t match anything in BBCRM. | Check the batch number in BBCRM and re-enter it. |
After fixing any errors:
The error will refresh automatically when you save your correction.
Run the sync again to push the corrected data.
12. Monitoring Sync Progress
While a sync is running, you can track its progress from the Guest Dashboard:
Total guests and processed guests show how many have been handled.
Sync status shows whether the session is still running or has completed.
Payment sync status on each guest shows whether their revenue record is pending, added to a batch, or fully synced.
You can also view:
Sync Stats: A summary of how many guests are eligible, synced, pending, or have errors.
Last Synced At: The timestamp of the most recent successful sync for the event.
13. Re-Syncing After Changes
When you update guest details, change an RSVP, edit tickets, or fix a sync error:
Affected guests are automatically marked as “Needs Sync.”
Go to the Sync tab and run the sync again.
The system will update existing BBCRM records for guests who were previously synced, and create new records for guests being synced for the first time. There’s no risk of duplicates - the system tracks which guests and events have already been synced and updates them in place.
14. Tips and Important Limits
One-way sync only. Changes made directly in BBCRM are not reflected back in Almabase.
One sync at a time. You cannot start a new sync while one is already running.
Event descriptions are limited to 254 characters in BBCRM. Longer descriptions will be trimmed.
Sub-events must be created manually in BBCRM. Almabase can update existing sub-events but cannot create new ones in BBCRM.
Posted revenue cannot be deleted through Almabase. Un-post the batch in BBCRM first.
Payment sync is separate. A successful guest sync does not mean revenue has been sent. Run gift sync as an additional step.
Batch numbers are required. For BBCRM, you must provide a batch number when running payment sync. The system cannot auto-generate one.
You can override the event name sent to BBCRM by setting an Internal Name in the event’s sync settings. This is useful when the BBCRM event name should differ from the public name on your website.
If your event includes campaign, package, or appeal tracking, configure these in the event’s sync settings. They will be applied to all revenue records.
15. Frequently Asked Questions
Q: Does Almabase support syncing events that were created in BBCRM?
No. Events must be created in Almabase. The sync pushes data from Almabase to BBCRM. You cannot import or pull event details from BBCRM into Almabase.
Q: Can I sync the same event to both BBCRM and Raiser’s Edge NXT?
No. Your site is connected to one CRM provider. All events on the site sync to that provider.
Q: Can I sync a guest who doesn’t have an Almabase profile?
Yes. You can map the guest directly to a BBCRM constituent using the mapping tool. An Almabase profile is not required - only a valid BBCRM constituent link.
Q: Does payment sync happen automatically when I sync guests?
No. Payment sync is a separate step. After syncing guests, go to Gift Sync, enter a batch number, and run the sync.
Q: How do I re-sync after fixing an error?
Fix the underlying issue (add a missing mapping, correct a date, etc.), then return to the Sync tab and run the sync again. The system re-validates automatically.
Q: What if a guest was already registered in BBCRM before I synced from Almabase?
The system will detect the existing registration and link it automatically. No duplicate will be created.
Q: Can I exclude specific guests from being synced?
Yes. Use the Ignore option on the guest’s record in the Guest Dashboard. Ignored guests are skipped in all syncs and don’t generate errors.
Q: What happens to the guest’s data in Almabase if I ignore them?
Nothing. The registration data stays in Almabase. Ignoring only prevents the data from being pushed to BBCRM.
Q: Can I sync an organization as a registrant?
Yes. Map the guest to the organization’s BBCRM constituent record. BBCRM handles the constituent type (person vs. organization) on its side.
Q: Why does my sync seem stuck or take a long time?
Large events with many guests are processed one registration at a time. Invitees are handled in batches of 25. If a sync appears stuck for more than a few hours, please contact support.
16. Pre-Sync Checklist
Use this before running your first sync for an event:
□ Blackbaud connection is active and tested
□ Event has a start date and end date
□ All tickets are linked to funds with valid BBCRM designation IDs
□ Ticket BBCRM Registration Option IDs are set (if syncing payments)
□ Primary guest (host) for each registration has a valid constituent link
□ For multi-level events:
□ BBCRM event is converted to a multi-level
□For multi-level events: Every sub-event is mapped to a BBCRM placeholder
□ Payment configuration is set as needed
□ “Sync Non-Constituent Accompanying Guests” is enabled (if applicable)
□ For payment sync: A valid batch number is ready
APPENDIX: Exact Fields Synced to Blackbaud CRM
This section lists every data field that Almabase sends to Blackbaud CRM for each entity type during sync. Use this as a reference to understand exactly what information flows from Almabase to your CRM.
A. Event Fields
When an event is synced from Almabase to BBCRM, the following fields are pushed:
Event Name - Uses the “Internal Name” from sync settings if configured; otherwise uses the Almabase event name.
Description - The event description (truncated to 254 characters).
Start Date - The event start date, adjusted to the event’s timezone if set.
End Date - The event end date, adjusted to the event’s timezone if set.
Start Time - Hour and minute of the event start.
End Time - Hour and minute of the event end.
Maximum Capacity - The maximum number of guests allowed for the event.
Note: Empty fields (e.g., no end time set) are automatically excluded from the sync payload.
B. Sub-Event Fields
Sub-events sync the same fields as events (Name, Description, Start/End Date, Start/End Time, Capacity), plus:
Parent Event ID - For hierarchical (multi-level) events, the sub-event is linked to the parent event’s BBCRM record. This is what creates the parent-child relationship in BBCRM.
Note: If the event is configured to sync sub-events separately (not hierarchically), the Parent Event ID is not included, and each sub-event is created as a standalone event in BBCRM.
C. Ticket / Registration Option Fields
Each Almabase ticket is synced as a Registration Option in BBCRM with the following fields:
Event ID - The BBCRM Event or Sub-Event ID this ticket belongs to.
Registration Type - Defaults to “General” unless overridden in the ticket’s sync settings or site-wide BBCRM configuration.
Ticket Price - The price of the ticket.
Receipt Amount - The tax-receiptable portion of the ticket price.
Ticket Name - The name of the ticket as it appears in Almabase.
Registration Count - Number of guests allowed per ticket (defaults to 1 if not specified).
D. Guest / Registrant Fields
When a guest is synced as a registrant in BBCRM, the system sends the following information. The primary registrant record is created first, and then accompanying guests are linked to it.
Primary Registrant (Host) record:
Constituent ID - The BBCRM Constituent ID of the primary registrant (from Almabase profile match or manual CRM mapping).
Event ID - The BBCRM Event ID (or Sub-Event ID for multi-level events) this registrant belongs to.
Registration Date - The date the guest originally registered in Almabase.
RSVP Status (“Will Not Attend”) — Set to true if the guest RSVPed “No.”
Cancellation Status - Set to true if the registration has been cancelled.
Attended (Check-in) - Whether the guest has been checked in at the event.
Primary Registrant Flag - Indicates this is the primary (host) registrant for the group.
Ticket / Registration Option details (per ticket purchased):
BBCRM Registration Option ID - Links the purchased ticket to its BBCRM registration option.
Ticket Price - The price of the registration option.
Receipt Amount - Tax-receiptable amount for the ticket.
Quantity Purchased - How many of this ticket type were bought.
Total Amount - Quantity multiplied by ticket price.
Accompanying Guests:
Constituent IDs - A list of BBCRM Constituent IDs for each accompanying guest in the registration group. Each accompanying guest must be mapped to a constituent (or the “Sync non-constituent guests” toggle must be enabled).
Note: If the primary registrant has already been synced to BBCRM, subsequent syncs only send the Constituent ID (used to update the existing record rather than creating a new one).
E. Payment / Gift Fields
Payment data is synced in two stages. First, Almabase prepares the payment record internally (staging). Then, when you run a gift batch sync, the finalized record is pushed to a BBCRM Revenue Batch.
Stage 1 - Payment Record (prepared per registration):
Total Gift Amount - The combined amount across all ticket purchases and optional donation gifts, after refunds.
Constituent ID - The BBCRM Constituent ID of the primary registrant (the person the gift is attributed to).
Gift Type - Usually “Payment” or “Donation,” depending on the payment configuration chosen for the event.
Gift Subtype - An optional subtype (e.g., “Pledge”), only sent if configured in the ticket’s sync settings.
Payment Method - Determined automatically from the transaction: Credit Card, Check, etc. If there were no online transactions, it defaults to “Cash.”
Transaction Date - The date of the first successful payment, converted to your site’s timezone.
Receipt Amount - The total tax-receiptable amount across all tickets and gift splits.
Receipt Status - Set to “Needs Receipt” for records that require a tax receipt.
Gift Splits (Fund Designations) - Each ticket or donation fund is broken into a separate split containing: Amount, Fund/Designation ID, Package ID, Campaign ID, and Appeal ID (all from your event’s sync settings).
Stage 2 - Revenue Batch Record (pushed to BBCRM):
Gift Amount - The total amount for this gift.
Gift Date - The date the payment was completed, in your site’s timezone.
Receipt Amount - Sum of all receipt amounts from the staged record.
Constituent ID - The BBCRM Constituent ID for the gift.
Designation Splits - Each split contains: Amount and Designation ID (mapped from the fund configured on each ticket).
Gift Type - “Payment.”
Payment Method - Defaults to “Cash” at the batch level.
Batch ID - The BBCRM Batch that the gift is added to.
Batch Form ID - The BBCRM Batch Data Form used for the revenue entry.
F. Check-In Sync Fields
When a guest is checked in (or un-checked-in) at the event, the system sends a lightweight update to BBCRM with only the attendance-related fields:
Attended - Updated to reflect whether the guest has been checked in (true) or un-checked-in (false).
RSVP Status (“Will Not Attend”) — Updated based on the guest’s current RSVP response.
Cancellation Status - Updated if the registration has been cancelled.
Note: Check-in sync only updates guests that have already been synced to BBCRM. If a guest has not yet been pushed to BBCRM, check-in changes will not trigger a sync. For multi-level events, the check-in status is updated on both the main event registrant and the specific sub-event registrant.
G. How Payment Configuration Affects Which Fields Are Sent
The payment configuration you choose on the event determines how ticket and donation data is grouped when syncing to BBCRM:
Non-Gift Tickets as One Gift; Gift Tickets as Separate Gifts - Regular ticket purchases are grouped into one gift record. Donation/gift ticket purchases are sent as a separate gift record.
Only Gift Tickets - Only the donation/gift portion is synced. Regular ticket purchases are not included as gifts in BBCRM.
In all configurations, the Package ID, Campaign ID, and Appeal ID from your event’s sync settings are attached to every fund split.