Before You Start
Which CRM are you on?
Your database | Your import method |
Raiser's Edge NXT (RE NXT) | Data pull using a list or query |
Blackbaud CRM (BBCRM) | Data pull using a query only (lists are not supported) |
If you're not on RE NXT or BBCRM, see Importing Constituent Data from an Excel File.
Plan for timing
A data pull is not instant. Every record and every entity you select takes approximately 5 seconds to process. Most constituent lists run into the thousands — start this pull the day before your intended launch, not the morning of.
List size | Approx. time | What this means |
Up to 100 | Under 10 min | Safe to run anytime |
~500 records | ~40 minutes | Start at least an hour before you need it |
~1,000 records | ~1.5 hours | Pull in the morning if you need it in the afternoon |
~5,000 records | ~7 hours | Start the day before |
10,000+ records | Half a day or more | Start at least 24 hours ahead |
The pull runs in the background — close the browser and come back. Progress is tracked in the Data pull history on the Sync Data tab.
Three Decisions Before You Pull
1. Which list or query?
Select the list or query that contains your full constituent base. RE NXT: you can pull from a list or a query. BBCRM: queries only — lists are not supported.
If your list or query doesn't appear in the dropdown, check that it's shared with the integration user connected to Almabase. Only lists and queries that user has access to will appear.
2. Create and update, or create only?
Choose Create and update — this brings in new records and refreshes any that already exist with the latest CRM data.
3. Which entities to include?
Entities are the types of information you pull for each constituent. Select all that are relevant:
Entity | Why include it |
Basic Information | Always included. Name, lookup ID, primary identifiers. |
Emails | Required. Used for sign-up matching, verification, and all outreach. |
Educations | Class year, degree, school — core of member identity and directory filtering. |
Affiliations | Drives who sees what in the directory and how members are segmented. |
Solicit Codes | Include if your institution uses these to capture communication preferences. |
Addresses | Enables location-based filtering — members can find others in their city or region. |
Employments | Members can find someone at a specific company or in a specific field. |
Phone Numbers | Include if you plan to send text messages. Also helps match records accurately. |
💡 Pulling data doesn't mean exposing it. Bringing a field into Almabase doesn't make it visible to everyone. Visibility for each field is controlled in your profile settings — you decide what members see. Personally identifiable information like email and phone is always private.
Running the Pull
Go to Sync Settings → Sync Data → One-time data pull
Select your list or query from the dropdown
Choose Create and update
Select the entities you want to include
Click Start pull
The pull begins immediately and runs in the background. You can close the browser and return later — progress is tracked on the Sync Data tab.
After the Pull — Handling Errors
Almost every large pull surfaces some errors. This is normal. The system flags individual constituents that failed and keeps going. When complete, check the Errors section on the Sync Data tab. Each error shows the constituent's name, the error type, and a direct link to their record in your CRM.
Error type | What it means | Fix |
Validation error | A required value is missing or invalid — e.g. an email field with no valid email | Open the constituent in your CRM via the error link. Correct the value. Re-run the pull. |
Dropdown mismatch | A Solicit Code, Affiliation, or dropdown value in your CRM doesn't exist as an option in Almabase | Add the missing option in Almabase, or update the CRM value to match. Re-run. |
Duplicate entry | An email or external ID already belongs to a different record in Almabase | Find the duplicate in Almabase, merge or correct it, then re-run the pull for that constituent. |
When the same error appears across many records at once, it's almost always a configuration issue — a missing dropdown option or a mapping that needs adjusting — not bad data on each individual record. Fix it once and re-run.
[Screenshot: The Errors section on the Sync Data tab showing error type, constituent name, and CRM link]
Work through your errors before you launch. An unresolved error means that constituent isn't fully in your directory. Our Support team can assist if you're unsure what an error means or how to resolve it.
Verifying After the Pull
Once errors are cleared, spot-check as an admin:
Check a handful of records across different class years and affiliations — confirm education, location, and employment came through correctly
Check that affiliations are correct — a member marked as "Faculty" instead of "Alumni" will affect what they see in the directory
Confirm the record count is in line with your source list
Make sure relevant records are set to Listed so they appear in the directory
When everything looks correct, your directory is populated and ready.
❓ FAQs
My list or query doesn't appear in the dropdown. What should I do?
Check that it's shared with the integration user connected to Almabase. Only lists and queries that user has access to will appear. If it still doesn't show, contact your Implementation Specialist or Support team.
Can I pull from multiple lists or queries?
Yes. Run separate pulls for each. Records that already exist will be updated (if you selected "Create and update").
How do I know when the pull is finished?
Check the Data pull history on the Sync Data tab. It shows the status (in progress, completed, or completed with errors) and the number of records processed.
The pull completed but my record count is lower than expected. What happened?
Check the Errors section — records that failed are counted separately. Resolve the errors and re-run for the affected records.
Can I re-run a pull for just the records that failed?
Yes. Fix the underlying issues, then re-run the pull using the same list or query. Records that were already successfully imported will be updated; previously failed records will be created.
What if I need to pull additional constituents later?
Run another one-time pull with the new list or query, or set up a recurring pull to automatically add new records on a schedule. Recurring pulls only create new records — they do not update existing ones.