Why are some guests not synced to Raiser's Edge?
Guests may not sync to Raiser's Edge for several reasons:
Main Registrants/Hosts:
Must already exist as constituents in Raiser's Edge.
Require a valid System Record ID.
If either condition isn't met, the registrant won't sync.
Accompanying Guests:
Can sync without being constituents if the option "Sync guests even if there is no constituent record" is enabled.
If the above setting isn't enabled, accompanying guests without constituent records will not sync.
Ensure that guests aren’t marked as ignored, as ignored guests won't sync.
How do I reset sync and start over?
Navigate to Sync and Exports tab of the event > Remove All Data. This will clear guest data but retain event and ticket data.
How do I only sync gift amounts?
Choose "Only gifts (via gift tickets) are pushed" under Ticket configuration.
This will push only donations and other event details to Raiser's Edge:
Event Data:
Event Name and Date
Ticket Name and Amount
Participant Data:
RSVP and Registration date
Number of tickets purchased (including accompanying guest)
Check-in status
Can unmapped guests be synced?
Yes, select "Sync guests even if there is no constituent record" from the dropdown and save changes.
When does the check-in status sync?
It will be synced once the event is over. Also once all guests have checked-in, you can sync again to mark all guests as 'Attended'.
What if I chose the wrong sync configuration?
Use the "Remove All Data" option in the Sync and Exports tab. This clears guest data, allowing you to change the configuration. Note that event and ticket data will remain synced but the guests associated data will be removed.
How do I correct a guest with an incorrect System Record ID?
Update the System Record ID on the User's profile.
Resync the guest from Guest Dashboard.
Is sub-event sync exclusive to the events advanced plan?
Yes, this feature is only available with the events advanced plan.
Does "Sync main event and sub-events as a single event on RENXT" include sub-event info?
No, all guests will sync under the Main Event name on RENXT.
How does payment info flow with sub-event sync?
Payments linked to a sub-event appear in that sub-event on RENXT. Others appear in the main event.
How does "Remove All Data" work with sub-events?
It will remove data from both main and sub-events.
How does marking a guest as ignored work?
Ignored guests won't appear on Raiser's Edge; their activities are only recorded on Almabase.
Can we change sync settings after an event is synced on RENXT?
No, post-sync, the configuration is locked and can't be changed.
How does sync work for multi-sub-event tickets?
The system assumes a ticket is associated with only one sub-event at any given time.
Where can I set up Appeal, Campaign, and Package for payment?
Navigate to Sync and Exports in the event setup page and click on Payment Configuration to edit these settings.
How does "Ignore this activity" work for accompanying guests during sync?
Guests marked as "ignored" will not sync to Raiser's Edge; their activity is only recorded in Almabase.
To sync an accompanying guest:
Leave them unmapped or mapped, and ensure they are not ignored.
If an accompanying guest should sync to a specific constituent:
Map them explicitly to the corresponding constituent record.
If an accompanying guest should not sync at all:
Mark them as "ignored". Their activities (registration, etc.) remain only on Almabase.
💡 Please note: Marking a guest as ignored is only for ignoring the activity (the registration) while moving data, but it does not affect event-related data. Eg: tickets, sub-event.
Further, since payments are always associated with the main guest, the gift or payment will show up correctly. Unless, of course, the main guest is ignored.
Why do new records on Almabase have a System Record ID but not a Constituent ID?
System Record ID is mandatory for syncing and is the Constituent ID on Raiser's Edge.
This gets pulled into Almabase during sync.
Constituent ID on Almabase corresponds to Lookup ID on RENXT, which remains empty if the profile doesn't exist on RENXT.
I do not see all payments in the batch, why is it so?
Assuming that the sync configuration is such that gifts should be pushed to Raiser's edge, here are some things that might prevent gifts from getting created in the payment batch:
Event failed to sync
Guest failed to sync because of some errors
What can I expect to see on Raiser’s Edge when guest sync is done and payment batch sync is pending?
You should be able to see the following information after guest sync is done (and batch sync is pending):
Event
Event Fee (ticket definition)
Participants (guests)
Event Participant Fee (bought tickets)
What can I expect to see on Raiser’s Edge when the entire sync flow is complete? (payment batch sync is done)
You should see the following information after the entire sync flow is complete::
Event
Event Fee (ticket definition)
Participants (guests)
Event Participant Fee (bought tickets)
Gifts (encapsulated payment information)
Participant Fee Payments (payment made towards ticket purchase)
Participant Donations (gift payments)
When is a guest considered ‘syncable’?
A guest is considered ‘syncable’ when they meet all of the following conditions:
Registration Status is "Registration Successful" (unless "Sync RSVP status for guests with pending payment" is selected, then any registration status is allowed).
The guest's profile mapping is not ignored.
For main registrants/hosts, they must have an existing constituent record and a valid System Record ID.
For accompanying guests, if "Sync guests even if there is no constituent record" is selected, they do not need a System Record ID or a constituent record.
What happens when the a gift is posted in RE and then the event registration is modified on Almabase?
When a gift is recorded in RE and the corresponding event registration is modified on Almabase, the following process takes place:
The guest status is updated as Needs_resync.
As an admin, you are expected to go to the guest dashboard, filter guests with the "Needs_resync" status, and click on "Sync Guests."
The "Needs_resync" status is cleared and the guest's status updates to "synced."
Now when you go to the payment batch, you will notice that there’s a gift that needs adjustment. Make the necessary gift adjustment on RE.
To reconcile any discrepancies in payment information, Go to the gift on Almabase and click on "Get adjusted gift from Raiser’s Edge."
Do we sync payment information for all guests?
The main guest or the host should satisfy these conditions to be eligible for payment sync:
Registration status should be Registration Successful.
Registrant's RSVP status should be Yes
How are guests who have RSVPed “No” synced to RE?
Guests who have clicked on "Will not be attending" and the guests who have canceled their registration are both considered RSVP "No" on Almabase.
On RE, the RSVP status will be saved as "Declined"
💡Please note: If RSVPed "No" by clicking on "Will not be attending", their RSVP status will be synced to RE. Canceled registrations will be flagged in the guest dashboard for resync and it can be synced along with all details such as payment, etc
What Happens When I Don't Have Any Payments to Sync? Will it Still Create a Batch?
No. A payment batch is not created when there are no tickets and gifts associated with the registrations. As soon as you click on "Sync Guest" it will start syncing the RSVP status of the guests. This applies to all ticket configurations.
In addition, If you choose the ticket configuration as "Only RSVP Status for Guests", the system will not create a payment batch. This is true even if there are payments associated with those registrations. In other words, despite having payments, the system won’t prompt for a batch creation due to this specific configuration.
The process is designed to be efficient and avoid unnecessary batch creation for events with no financial transactions.
💡 Note: If the event has associated tickets with zero values, the system will prompt you to create a gift batch but will not add zero transaction payments.
What Does the Payment Sync Status Show for Zero Transaction Values When We Create a Batch?
Since transactions with no amount are NOT added to any batch, the Payment Sync Status shows as Not required in the table view of guests. Conversely, a transaction with an associated amount will show Gifts Created.
Can main registrants or hosts who aren't constituents sync if "Sync guests even if there is no constituent record" is enabled?
No. This setting only applies to accompanying guests. Main registrants or hosts must be existing constituents in Raiser's Edge to sync successfully.
Who exactly can sync with the "Sync guests even if there is no constituent record" setting?
This setting applies exclusively to accompanying guests. It allows them to sync as participants in Raiser's Edge without being constituents.
Please write to us using the Intercom Chat Bubble💬 if you have any queries or concerns😄.