On RE NXT or BBCRM? You can pull constituent data directly from your CRM instead of using Excel. See Setting up Integration with Raiser's Edge NXT or How Constituents Sync Between Almabase and Raiser's Edge.
Please follow the below steps to import your constituent data to the platform.
Step 1: Download the import template
On the admin navigation panel, click on Members ➡ Import Data.
In the following screen, you will see a button to download the template. This template is an Excel file with all the fields that you have on the Almabase profile as columns in it.
Step 2: Adding data to the template
Add the constituent information you have to this downloaded Excel file retaining the same format.
💡 Important points to keep in mind while adding information to the sheet :
If there are any formulas used, make sure to replace them with values only. (Copy ➡ Paste Special ➡ Values only).
Any dates added should be in the YYYY/MM/DD format converted to text format.
Make sure that all the fields including numbers in the sheet are converted to Text format.
Save the file in .xlsx or .xls file format before moving to step 3 for upload.
Step 3: Import the data
Select or drop the Excel file in the highlighted area.
Click on Start Importing which will open a new pop-up. Add a list name, review the fields for data upload, and proceed with the selection.
Enter a list name here. This list name can be accessed on Data Studio after the upload.
The fields are auto-selected by the system based on the information present in the Excel sheet. Review this once before proceeding.
Check the status of the upload here. It will show the successfully uploaded rows and errors, if any. If there are any errors, download the error file, make corrections as mentioned, and reupload the file.
💡 Try uploading a sample set of fewer records before uploading the entire data sheet to ensure that the data is correctly formatted.
Common error types
Most large imports surface some errors. This is normal — the system flags individual rows that failed and keeps going. Common causes include:
Error type | Common cause | Fix |
Missing required value | A required column (like email) is blank for some rows | Fill in the missing values and re-upload the affected rows |
Format mismatch | Dates not in YYYY/MM/DD format, or numbers not in text format | Reformat the column following Step 2 guidelines and re-upload |
Dropdown mismatch | A value in your file doesn't match an option configured in Almabase | Add the option in Almabase settings or update the value in your file |
Duplicate entry | An email or identifier already belongs to another record | Find the duplicate in Almabase, merge or correct it, then re-upload |
When the same error appears across many rows, it's usually a configuration issue — fix it once and re-upload. Our Support team can assist if you're unsure what an error means.
Step 4: Check the uploaded records
After the records are processed successfully, you can check the uploaded records from the link provided in the file upload summary, as shown below.
Alternatively, you can check the uploaded records on Data Studio using the list name of the data upload.
To do this go to Data Studio ➡ Click on Add Filter ➡ Search for List Names ➡ Select is any of ➡ select the List Name from the dropdown.
Verify your directory
Once the import completes and 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 the number of rows in your spreadsheet
Make sure relevant records are set to Listed so they appear in the directory
💡 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. Only admins and the profile owner can see PII.
❓ FAQs
Q. What file formats are supported for data import?
The system supports importing data from Excel files in .xls and .xlsx formats.
Q. Is there a limit on the file size I can upload?
The file size limit is 20 MB. For optimal performance, upload files with smaller sizes.
Q. Can I import multiple files simultaneously?
Currently, the system allows importing one file at a time. Upload them individually.
Q. Can the system automatically convert my data into the required format?
No, the system does not perform automatic data conversion. Ensure your data is in the system-provided format before uploading.
Q. Can I update existing records through Excel import?
Yes — if a record with the same email or identifier already exists, the import will update it with the new data (assuming you selected "Create and update").
Q. I'm seeing a lot of date format errors. How do I fix this?
Select the date column in Excel, right-click → Format Cells → Text. Then re-enter the dates in YYYY/MM/DD format. Excel often auto-converts dates to its own format, which Almabase doesn't recognise.
Q. How do I add more constituents after the initial import?
Prepare a new file with just the additional records and upload through the same Members → Import Data path. You don't need to re-upload your entire list.