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.
Prerequisite: Guests and donors must be mapped to a constituent before their form data can flow to a profile. If you haven't mapped your guests yet, start with Mapping event guests to the right constituents.
What this covers
This article is specifically about the contact fields that appear on Almabase's built-in forms for Events and Giving:
Events — the Registration form and Guest form that come with every event
Giving — the Pre-payment form and Post-payment form that come with every campaign
These forms capture the standard contact details: name, email, phone, address, and affiliation.
A quick note on custom forms: The extra forms you build and attach to an event or campaign are a different workflow and are not covered here. This article is about the built-in contact capture on Events and Giving forms
Connector Rules: How Data Flows from Event/Giving Connectors to the Almabase Profile
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.
Where to configure connector rules
You can set these rules at two levels:
Events: Go to Tools > Events > Sync Configuration and Connectors. Scroll down to Set up Event Connectors.
Giving: Go to Tools > Giving > Gift Connectors.
Per event or campaign: You can also configure these on an individual event's or campaign's Connections tab when you need different behavior for just that one.
The three connector modes
For each type of contact data (phone, email, address, etc.), you can set one of three modes:
Auto — the data flows directly to the Almabase profile as soon as the guest or donor is mapped. No review needed.
Review — the data is flagged for you to approve before it updates the profile. This is the recommended starting point.
Don't update — the data stays on the form and is not applied to the profile.
Connector field mapping
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.
Global vs per-event/campaign
Your global settings apply to every new event or campaign you create. If you update the global defaults later, existing events and campaigns keep their original settings unless you update them individually.
Recommendation: Start with "Review" for all fields until you're comfortable with how the data flows. Once you trust a particular field (say, phone numbers tend to be straightforward), switch that field to "Auto" so it flows without review.
Step by Step
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.
Step 1: Open the Constituent Data review
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.
Step 2: Review each data point
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:
Approve (green checkmark) — the data is applied to the Almabase profile
Reject (red X) — the data is not applied
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.
What Happens to the Data After This
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.
FAQs
I set my connector rules to "Auto" but I don't see anything in the review screen. Is that a problem?
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.
Can I change the connector rules while an event or campaign is live?
Yes. Any guest who gets newly mapped after the change will follow the new rules. However, guests who were already mapped followed the rules that were in place at the time — changes that were already applied to a profile won't be reversed.
If your connector 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, go to the event's or campaign's connector tab and click Process form data for all guests (or for all donors). This re-runs all submissions through your current rules.
What if I reject a data point by mistake?
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.
Does approving an email replace the existing email on the profile?
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.
What if a guest or donor isn't mapped yet? Will their data wait?
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.
What if multiple events or campaigns update the same person's data?
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.
If I change the mapping to a different person, will future updates go to the new person?
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.