Two Ways to Add Records
How you add records depends on which database you use.
CRM data pull (RE NXT or BBCRM)
Pull records directly from your CRM using a list or query. RE NXT supports lists and queries; BBCRM supports queries only.
To start a pull: Sync Settings → Sync Data → One-time data pull.
👉 For a detailed walkthrough, see Pulling Constituent Data from RE NXT or BBCRM.
Excel upload (any other database)
Export your constituent data, format it using the Almabase template, and upload it through the platform.
To upload: Members → Import Data.
👉 For a detailed walkthrough, see Importing Constituent Data from an Excel File.
Your Implementation Specialist or Support team can assist with the data pull if you need help.
What to Expect
Large imports take time. The system processes each record in the background, so you can close the browser and come back. For CRM pulls, progress is tracked on the Sync Data tab. For Excel uploads, the upload summary appears once processing completes.
Most large imports surface some errors. This is normal — the system flags individual records that failed and keeps going. Common causes include missing required values, dropdown mismatches, or duplicate entries. When the same error appears across many records, it's usually a configuration issue that can be fixed once and re-run.
Our Support team can assist if you're unsure what an error means or how to resolve it. Work through errors before launch — an unresolved error means that record isn't fully in your directory.
Pulling Data Doesn't Mean Exposing It
Bringing a field into Almabase doesn't make it visible to everyone. Visibility for each field is controlled in your profile settings — you decide what members see. Personally identifiable information like email and phone is always private. Only admins and the profile owner can see PII.
Verifying Your Directory
Once the data pull completes and errors are cleared, spot-check as an admin:
Check a handful of records across different class years and affiliations — confirm education, location, and employment came through correctly
Check that affiliations are correct — a member marked as "Faculty" instead of "Alumni" will affect what they see in the directory
Confirm the record count is in line with your source list
Make sure relevant records are set to Listed so they appear in the directory
When everything looks correct, your directory is populated and ready.
Keeping Your Directory Up to Date
💡 This article covers a one-time data pull. If you want to continue bringing in new constituents from your CRM over time, set up a recurring pull — so that every time you add a new constituent in your CRM, they get added to the directory as well. A recurring pull only adds new records; it does not update existing ones.
❓ FAQs
My list or query doesn't appear in the dropdown. What should I do?
Check that the list or query is shared with the integration user connected to Almabase. If it still doesn't appear, contact your Implementation Specialist or Support team.
How long does a data pull take?
It depends on the number of records and entities included. Small pulls (under 1,000 records) complete in minutes. Larger pulls run in the background and can take longer — you can close the browser and come back to check progress.
What should I do about errors?
Review the error details — the system tells you which records failed and why. Common fixes include correcting missing required values, aligning dropdown options, or removing duplicates in your source data. When the same error appears across many records, fix the root cause and re-run. Contact Support if you're unsure.
Will a data pull update records that already exist in Almabase?
If you select "Create and update," yes — existing records are refreshed with the latest data from your CRM or Excel file. If you select "Create only," only new records are added.
How do I add new constituents after the initial pull?
Two options: run another one-time pull with a new list or query, or set up a recurring pull that automatically adds new records on a schedule (daily, weekly, or monthly). Recurring pulls only create new records — they do not update existing ones.
Can I undo a data pull?
No. Once records are created or updated, the changes are live. If you pulled incorrect data, work with your Implementation Specialist or Support team to correct the affected records.