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Understanding Listed & Unlisted Records

Learn more about how we standardized the functionality around treatment of records on our online directory and in the communication center.

Sarita Markande avatar
Written by Sarita Markande
Updated over a week ago

What does this mean for my database?

  • Each record has a designated status, determining whether it will appear on the engagement platform or remain hidden.

  • Listed Records will be visible on the directory, making them accessible to all platform users.

  • Unlisted Records, on the other hand, will only be viewable by administrators.

  • You can now upload more than just alumni data on Almabase. (parents, recruiters, sponsors, local organizations, etc.) and have them unlisted on the directory, but still have Almabase do all the heavy lifting during email campaigns and engagement reports for those records.Β 

But why add unlisted records?

  • Privacy Protection: Unlisting records is a way to safeguard the privacy of individuals like celebrities or major gift donors who should not be publicly listed.

  • Leveraging Almabase's Tools: All our engagement tools, including the Engagement Rating and Communication Center, can be applied to unlisted records.

  • Segmentation and Targeting: You can use Data Studio and the Communication Center to segment and send emails to specific groups, such as parents or other roles within Almabase.

  • Raiser's Edge NXT Integration: Raiser's Edge NXT sync continues to work seamlessly with unlisted records. Any data added or updated in Almabase can still be pushed to your RE.

What about emails?

Both listed and unlisted records can receive emails. Only archived records (merged records, blocked accounts) are excluded from email campaigns.

How does this differ from Active/Inactive states?

The two significant changes are as follows:

  1. Records that were merged or accounts that were rejected or blocked are no longer visible on Data Studio. They are archived and inaccessible.

  2. Email list uploads are now unlisted records on Data Studio, which may result in a significant increase in the record count.

Unlisted records are indicated by this icon:

Here are some of the other changes that you will notice:

Why are some of the registered profiles unlisted?

Registered profiles fall into the Unlisted category under three scenarios:

  1. Pending Email ID Verification: Users who registered but have not yet verified their Email Address.

  2. Pending Approval: Users who registered, verified their email, but are awaiting admin approval.

  3. Explicit Request: Users who have explicitly requested to be unlisted, or profiles manually marked as unlisted by admins.

Note: Registration status for a record can be checked on Data Studio.

How can I make a profile Listed or Unlisted from the Directory?

Here's a simple guide: Go to Data Studio. Select the profile(s) you want to modify. Click on Admin Actions > Record Status > Select List/Unlist from Directory.

That's it! Depending on your choice, the record will be either listed or unlisted on the directory.

For any further questions or assistance, please contact us at or through the Intercom Chat πŸ’¬. We are here to assist you! πŸ˜„

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