When guests register for an event or donors complete a gift on Almabase, they often share updated contact information — a new phone number, a current mailing address, an additional email. That information lives on the registration or giving form until you decide what to do with it.

This article covers how to push that data from the form into the right Almabase profile.

This article is specifically about the contact fields that appear on Almabase's built-in forms for Events and Giving:

These forms capture the standard contact details: name, email, phone, address, and affiliation.

The flow from form to Almabase profile is controlled by your connector rules. These rules tell Almabase what to do when a guest's or donor's submission contains contact information that differs from — or adds to — what's already on their profile.

Connector rules are set once for all events and once for all giving pages.

For each type of contact data (phone, email, address, etc.), you can set one of three modes:

Each connector has field mappings that tell Almabase which answer on the form should update which field on the profile. For example, the email field on the registration form maps to the profile's email address — with a type (like "Personal"), a Primary flag, and whether it can be used for login.

Almabase sets up default mappings for you, so you don't have to start from scratch. But you can customise them if you need to.

Connector rules are set once, for all events and once for all giving pages. They apply to every event and giving page, including ones you created before this change. You can’t set connector rules on an individual event or giving page.

If you update the rules later, they apply to every event and giving page from then on. To apply a change to submissions that were already received, use Process form data for all guests/gifts (see the FAQ below).

Once your guests or donors are mapped to their constituent records, you can review the contact details they shared and decide what gets applied to their Almabase profiles.

Go to your event's Guest Dashboard (or your giving campaign's dashboard). You'll see a Constituent Data card showing how many data points are pending review — broken down by new emails, phone numbers, addresses, and other data points.

Click Review and Approve to open the Constituent Changes screen.

The Constituent Changes screen shows you each guest's or donor's data side by side with what's currently on their Almabase profile. For each piece of information, you can:

Navigate between constituents using the arrows at the top of the screen. If you're managing multiple events or campaigns at once, use the event/campaign filter to narrow down to just one.

Once you approve the data (or it flows automatically), the contact details are on the Almabase profile. What happens next depends on your setup:

If you use RE NXT or BBCRM: The updated profile data can flow onward to your CRM, controlled by a separate set of rules (your constituent sync rules and the Data Inbox). See Pushing contact details to RE NXT / BBCRM from Events and Giving for the next step.

If you don't use a CRM: You're done. The Almabase profile is up to date with the latest information from the event or campaign.

No — that's expected. When the connector is set to "Auto," data flows directly to the Almabase profile without stopping for review. There's nothing to see on the Constituent Changes screen for those fields. Check the Almabase profile directly to confirm the data arrived.

Yes. Update the rules in the global settings (Tools > Events > Sync configuration and connectors > Setup event connectors, or Tools > Giving > Gift connectors). Any guest or donor who gets newly mapped after the change will follow the new rules. However, guests and donors who were already mapped followed the rules in place at the time, and changes already applied to a profile won’t be reversed.

If a field was previously set to “Don’t update” and you switch it to “Review” or “Auto”, the submissions that came in earlier weren’t processed at all. To pick those up, open the event’s Connections tab or the giving page’s Gift Connections tab and click Process form data for all guests (or for all gifts). This re-runs all submissions for that event or giving page through your current rules.

Rejecting a data point means it won't be applied to the profile from this review. If the guest registers again or you need to add the information later, you can update the profile manually or re-process the form data after adjusting your connector rules.

No — email addresses are appended, not replaced. The new email is added alongside existing ones. Phone numbers, addresses, and names, on the other hand, replace existing data when approved.

Yes. Form data can only flow to a profile once the guest or donor is mapped to one. Once you map them, their submission is processed through your current connector rules automatically.

All updates are displayed in the review screen, allowing you to choose which data to approve and which to ignore for each event or campaign.

Ideally, mappings should not be changed once set — take care to map to the correct person the first time. If you do need to change a mapping, Almabase will follow the new one going forward, and any items still sitting in review will be refreshed to reflect the new link. However, anything already approved and applied to the previous person won't roll back automatically — those will need a small manual cleanup on the old and new records.