Every institution on Almabase has a growing database of constituent records — alumni, students, faculty, donors, and more. Whether you need to find a specific person, update information in bulk, create an email list, or export data for a report, it all happens in one place: Data Studio.

Data Studio is the central hub for managing your constituent data on Almabase. Think of it as your command center — it gives you a searchable, filterable view of every record in your database, along with tools to take action on those records individually or in bulk.

This article covers the basics of navigating Data Studio, finding the records you need, and getting data out. For specific operations like adding records, approving users, or creating communication groups, you'll find links to detailed guides throughout.

To get to Data Studio, log in to your Almabase admin panel and go to Members → Data Studio.

You'll see a table view of all your constituent records.

Data Studio has three main areas:

Use the search bar in the left panel to find records by name or email address. As you type, the table filters down to matching records.

To work with multiple records at once, use the checkboxes on the left side of each row. You can:

By default, Data Studio shows a standard set of columns. You can customize what's visible by clicking Add/Remove Columns in the top-right corner of the table.

Filters let you narrow down the records displayed in the table. Click + Add Filter in the left panel to see the full list of available filters.

You can combine multiple filters to create a specific segment. For example, you might filter by Affiliation = "Alumni" and Class Year = "2013" to find all alumni of those Class Year.

Saving filters: Once you've set up a useful combination of filters, click Save Filters to save it for later. Give it a descriptive name like "Bay Area Alumni" or "Class of 2015"

Managing saved filters: Access your saved filters by clicking All Saved Filters in the left panel. From there, you can:

To download your data, select the records you want to export and click Download records in the toolbar. You'll see three options:

Note: For large exports, select fewer than 15,000 records at a time to avoid issues. If you need to export your entire database, do it in batches.

For more details on exporting — including how to sort exports by class year or include specific contact details — see Exporting/Downloading Alumni Data.

Once you're comfortable navigating Data Studio, searching for records, and filtering your data, here's everything else you can do — each linked to its detailed guide.

Most bulk actions cannot be reversed on your own. Deleting a record is permanent and cannot be undone. Archiving is not permanent, but restoring an archived record requires reaching out to Support — you cannot do it yourself from Data Studio. For communication actions like unsubscribing or resetting email status, there is no direct "undo" — you would need to take a separate action (like re-subscribing a record or manually setting an email status) to get back to the previous state, and the original state may not be fully recoverable. When in doubt, double-check your selection before confirming a bulk action.

"Download All Data" exports every available data field for the selected records, regardless of which columns you have visible. "Download Table Data Only" exports only the columns currently showing in your table. If you've customized your columns to show exactly what you need, "Download Table Data Only" gives you a cleaner, more focused export.

Occasionally, there's a short delay before updates appear in Data Studio. This is usually due to backend processing. If your changes haven't appeared after a few minutes, try refreshing the page.

Create a new saved filter with no filter conditions applied (so it shows all records), name it something like "All Records," and set it as default. This way, Data Studio opens with the full unfiltered view. See the tip in the Filtering Records section above.

Data Studio is designed for working with records in bulk. To edit a single record's full profile (like name, email, address, or education details), click on the record's name in the table to open their profile page, and make changes there.

Archiving removes the record from your active database but keeps it stored — you can restore it later if needed. Deleting permanently removes the record and all associated data. When in doubt, archive first. See Removing, Deleting, or Archiving a Record for the full breakdown.