Importing alumni data

As an admin, you can import data to build or maintain your alumni database in 360Alumni. Set up your profile fields and custom objects first, then prepare a CSV file for each type of data you want to import.

Before you begin: review the format used for importing records by creating a copy of the 360Alumni User Data Template

Prepare your community before you import

Before creating an import job, make sure your profile configuration matches the data you plan to bring in.

1. Go to Customize > Profiles and create or update the profile fields you need.
2. Create any custom objects you plan to import, such as program participation, employment or education history, or other repeatable records.
3. For each single-select or multi-select field, add all allowed values before importing. Values in your CSV must match the configured options.
4. Review your source data for duplicates, missing required information, and inconsistent formatting.

Understand objects and relationships

360Alumni stores certain data as an object. Import each object separately rather than placing all data in one file.

For example, you will need separate CSV files for:

• Profiles
• Phone numbers
• Addresses
• Secondary email addresses
• Custom object rows

This is important because one profile can have many related records. A single person may have multiple phone numbers, addresses, secondary email addresses, or rows in a custom object. Each related row must be connected to the appropriate profile.

If you have worked with Salesforce-style data loaders, this process will feel familiar: profile records are one object, while related records are imported as separate objects with their own row-level identifiers.

Choose an import type

There are two types of import jobs:

• Insert: Creates new records.
• Update: Changes existing records.

Use an insert job when the data does not yet exist in 360Alumni. Use an update job when you need to change data already stored in your alumni CRM.

Import your data

Once your files are ready:

1. Start with profile records, especially when you are adding new people to 360Alumni.
2. Run separate import jobs for each related object or custom object.
3. Use Insert for new rows and Update for existing rows.
4. Review the results of each import before moving to the next file.
5. Correct any rejected rows in your CSV and run a new import for those records.

For large imports, test with a small sample first. Confirm that profile fields, select values, and related records appear as expected before importing the full file.

Preparing a profile update file

An update job needs a unique identifier so 360Alumni can match each CSV row to the correct existing record.

When updating profiles, use one of these identifiers:

• 360Alumni ID
• Primary email address
• External ID

Choose the identifier that is complete and reliable in your source file. For example, if many of your existing records are missing a primary email or External ID, use the 360Alumni ID.  

Prepare updates for related objects

Related objects, including phone numbers, addresses, secondary email addresses, and custom object rows, use unique Record IDs, also known as UUIDs.

Before updating these records:

1. Export the data for the object you want to update and include the Record ID. Include any fields from User Data to help you identify or check records, such as Primary email, first name and last name.
2. Add the UUID to your update CSV along with the updated values. VLOOKUP is a helpful formula to use here.
3. Import the file as an update for that specific object.

For example, if an alumnus has two phone numbers, each phone number is a separate row with its own UUID. Use that UUID to update the correct phone number rather than inserting and creating a duplicate row.

Keep your data workbooks for future updates

Save the source files you use for imports, including 360Alumni IDs, external IDs, and UUIDs from object exports. While data will change as users update their profiles, these workbooks are useful templates and sources of lookup formulas that can be reused for future data management tasks.

Creating Individual Users

If you're looking to add just one or a few users to your 360Alumni community you can either:

1. Send them the link to your community and ask them to create an account (then approve them, if required)
2. Create the account for them using an email address you have access to, click the confirmation link, approve the user account if necessary, then update the email address and send them their login and password.

Tip: Gmail / Google Workspace lets you add "+anything" to the first part of your email address and it will be delivered. For example, when setting up an account for Jane Doe, a new user in your community, and your email address is d.smith@college.edu, you can try d.smith+janedoe@college.edu and you will receive the confirmation email.

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Related articles

• Customizing user profiles
• Importing profile data into your 360Alumni community
• 360Alumni user record import template
• Exporting profile data from 360Alumni
• Creating dynamic member lists in 360Alumni