Importing your existing giver data into the Giving module

In this article

Make sure your data is the right format
Importing your Giver CSV file
Import specification for Givers

Just as you can import people into the Address Book and Children modules, you can also import giver data into the Giving module - if you have an existing system that you're transitioning from, we've made it really simple to get that existing data into your ChurchSuite account. In this article we explain how to import givers into the Givers section of the module.

Make sure your data is the right format

Before upload, make sure your data is in the correct format - a CSV (Comma Separated Value) file. The first row in the file must contain the correct header information, which ChurchSuite will use to match the fields in your data to the correct field in the Giving module giver records. There is a full list of supported fields on the Import givers page in the Givers section of the module. You don't have to supply data for every field in your CSV file but ChurchSuite will import every column in your CSV file that has a field header that it recognises.

Importing your Giver CSV file

When importing data to a multi-site account, giver data will be imported to the site you're currently viewing. If viewing as All sites, the data will be created in your first site. If your data includes givers from different sites, we recommend that you include a Site column in your CSV file and import your giver data viewing as All sites - make sure that the site name specified in your data correctly matches the site names you have in ChurchSuite. Be sure to select the correct Site before proceeding. If, during import, a giver is matched to an existing Address Book contact, the contact's Site will be assigned to the giver too, regardless of any site specified in the CSV file.

Working within the Givers section of the module, click Import givers.

The Import givers page opens. Notice the option to Download example file, which may be helpful as you're preparing your existing giver data. When you are ready to proceed, click Choose file to navigate to and select the CSV to be uploaded.

Next click Upload CSV File.

ChurchSuite displays a sample preview of the first 5 records in your uploaded CSV file so that you can check that the CSV Header fields are being mapped to the correct field in the Giving module - the Import As column shows which field in ChurchSuite the data from your CSV file will be assigned to. Any CSV Header fields not matched to a ChurchSuite field are distinguished by a yellow warning triangle and will not be imported...

...However, you can use the drop-down Import As selector to choose the correct ChurchSuite field that CSV Header item should be mapped to...

In the example above, the "christian_name" column in the CSV file needs to be imported into the "First Name" field in ChurchSuite. The yellow warning triangle will disappear once an Import As field has been selected, or you can select --Do not import-- if you do not want to import the data in a particular column.

Once you are satisfied that all CSV Header fields will be Imported As the correct field in ChurchSuite, scroll to the end of the page and click Import All Records to complete the import. Alternatively, click Cancel if you discover an issue that needs to be addressed in your CSV file.

The import progress to the next stage. Valid givers are distinguished with a green tick next to their name. Invalid givers are distinguished with a yellow warning triangle and details of the error are provided. You can View and even Edit givers in the list before completing the import process.

For example, selecting Edit for a giver with an error will surface full details of the invalid data, providing you an opportunity to fix or remove the invalid data.

Continue working through and resolving each error in the list. Note that you can pause a giver import at any time, safely navigating away from the 'preview/edit' progress page, returning later to complete the import. To resume a Pending import, click Import givers from the Givers section of the Giving module, and scroll to the very bottom of the page (after the section titled 'Creating your CSV file"). From here you can click on a Filename to resume the review of your imported giver file, or Delete the import file.

Having resolved all errors you can now Process and complete the import of the valid givers. The Process button is only active when all errors have been resolved. A success message confirms the completion of a successful import.

The completion of the import process takes place in the background. For large imports this may take a little while. During this time the import progress is shown on the partial imports list (below). The 'counts' will increment as givers are successfully Processed. Failed imported givers are also surfaced here - typically a failure will be due to a validation error where errors may have been resolved individually for each giver during the 'Preview" stage, but now during import, a validation error arises - for example, two givers with the same giver reference - each giver has a valid giver reference when edited individually, but validation fails when both givers with an identical valid reference are imported and processed in the background. Follow the steps above to return to the partial import; click to open the Filename and Edit the affected givers and resolve the validation errors before processing the import again.

Successfully imported givers are assigned to a Giving module Tag called Import <date time> where <date time> is in your local format e.g. Import 01-01-2018 11:59am. Import tags can be useful if you identify an issue after import - for example, if you missed a field during the import. Working within the Tags section of the Giving module, you can use the import tag to easily select and delete just those imported givers, and then re-run the import process again. You can safely delete the import tag when it is no longer required.

During the import process, ChurchSuite will attempt to link the imported givers to existing Address Book contacts based on an exact match of first name and last name. After you have completed the Import givers process, we recommend using the Potential Contacts report in the Giving module's Reports section to help identify and match any remaining unlinked givers to possible existing Address Book contacts. Note that it is not a requirement that all givers be linked - you may well have givers who have no involvement with your organisation and therefore do not exist in the Address Book - those givers can remain unlinked.

Import specification for Givers

Field Imported Into Sample Valid Data
full_name broken into First Name and Last Name fields Joe Bloggs or Bloggs, Joe
first_name will be imported into the First Name field Joe
last_name will be imported into the Last Name field Bloggs
full_address breaks on commas into Address, Address 2, City, County and Postcode fields The Oaks, 1 Queens Drive, Beeston, Nottingham, Notts, NG1 1AB, UK
address will be imported into the Address field The Oaks, 1 Queens Drive
address2 will be imported into the Address 2 field Beeston
address3 will be imported into the Address 3 field
city will be imported into the City field Nottingham
county will be imported into the County field Notts
postcode/zipcode will be imported into the Postcode/Zipcode field NG1 1AB
country will be imported into the Country field UK
house_name house name, house number and house street will be imported and concatenated into the Address field The Oaks
house_number house name, house number and house street will be imported and concatenated into the Address field
1
house_street house name, house number and house street will be imported and concatenated into the Address field
Queens Drive
telephone will be imported into the Telephone field 0115 824 2300
mobile will be imported into the Mobile field 07123 456789
email will be imported into the Email field support@churchsuite.com
tags will be imported into the Tags field New giver, Leader
reference A unique internal reference you use to identify this giver for your records.
If a value less than the minimum length(3) is entered the reference is padded with leading zeroes.
G-0001

e.g. '1' becomes '001'
bank_reference The reference that will be used to identify this giver when importing donations. If there are multiple bank references for this giver, separate them with a comma "JOEBLOGGS","JBLOGGS"
couple will be imported into the Is Couple? field 0 OR 1, No OR Yes
spouse_full_name broken into First Name and Last Name fields Jane Bloggs OR Bloggs, Jane
spouse_first_name will be imported into the First Name field Jane
spouse_last_name will be imported into the Last Name field Bloggs
ga_percentage_giver will be imported into the Gift Aid Split Giver % field 60 (an integer format, not a %)
ga_percentage_spouse will be imported into the Gift Aid Split Spouse % field 40 (an integer format, not a %)
declaration_start will be imported into the Declaration Start Date field 15-01-2016 (i.e. dd-mm-YYYY)
declaration_end will be imported into the Declaration End Date field 31-12-2016 (i.e. dd-mm-YYYY)
site_id will be imported into the Site field (multi-site organisations only). Site only applies to unlinked givers that are not already in the Address Book Main site
declaration_date_start will be imported into the Declaration Start Date field 15-01-2016 (i.e. dd-mm-YYYY)
declaration_date_end will be imported into the Declaration End Date field 31-12-2016 (i.e. dd-mm-YYYY)

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