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Data Importer - Uploading files via SFTP

Updated

Once you’ve prepared your files and mapped your file configuration, you can upload them to the Data Importer manually as CSVs or automatically via SFTP (Secure File Transfer Protocol).

Using SFTP allows you to send updated files to GiveCampus on a regular schedule without logging into the School Dashboard.

Before You Begin

  • Make sure you’ve completed your file configuration in the School Dashboard. Your SFTP uploads must use the exact same file names as those configurations (e.g., gifts.csv, constituent.csv).
  • If you already use SFTP with GiveCampus for Volunteer Management System (VMS) or Deposit/Donation Reports, you'll use these same credentials and use different folders (vm/ for Volunteer Management school_data_imports/ for the Data Importer).

Step 1: Choose an FTP Client

GiveCampus doesn’t require or recommend a specific provider, but partners have had success with:

If you already have an FTP client installed for another GiveCampus feature, you can use it for the Data Importer after adding new credentials.

Step 2: Generate SFTP Credentials in GiveCampus

  1. Log into your GiveCampus account.
  2. Go to School Dashboard → Data Import → Data Sources → SFTP Access.

    Updated SFTP Access Information

    The SFTP Access page continues to function as described. The form fields, the + New Credential button, credential types (Username/Password or Public SSH Key), and the instructions for copying and storing credentials remain unchanged.

    Existing bookmarks or saved links to the SFTP Access page will continue to work as expected.

  3. Click + New Credential.
  4. Fill out the form:
    • Description – Internal label (e.g., “SFTP Data Importer Service”).
    • Credential Type –
      • Username/Password (most common) – credentials will be generated by GiveCampus.
      • Public SSH Key – paste your public key.
    • Trusted Network (optional) – restrict access to a specific IP address.
  5. Click Create Credentials.
  6. Copy and securely store your username/password or SSH key—credentials are only shown once.

Step 3: Connect Your FTP Client

  1. Open your chosen FTP client and select Open Connection.
  2. Enter:
    • Protocol: SFTP
    • Server: securetransfer.givecampus.com
    • Port: 22
    • Username: generated from GiveCampus
    • Password: generated from GiveCampus (if using Username/Password method)
    • SSH Private Key: if using Public SSH Key method
  3. Connect.
  4. When prompted about the fingerprint, click Allow (this is expected).

You’ll now see two folders:

  • from_givecampus – files sent by GiveCampus to you
  • to_givecampus – where you send files to GiveCampus

Step 4: Upload Files to GiveCampus

  1. Place your files into: to_givecampus/school_data_importer/(this is the folder for school level Data Imports. If you also use the Volunteer Management System those files will go into the separate vm/ folder)
  2. Ensure each file name matches exactly the file name from your file configuration (e.g., gifts.csv, constituent.csv).
  3. Files are processed every 10 minutes after upload.
  4. Files remain on the server for 90 days.

Tips for Ongoing Use

  • Send files as often as you’d like—daily is recommended for the most accurate donor status and reporting.
  • Always send full files, not just changes, so the Data Importer can update existing records and add new ones automatically.
  • For more on maintaining data quality, see Maintaining Your Data.

    Monitoring SFTP uploads and expected processing delays

    After uploading your files via SFTP, GiveCampus automatically processes them on a regular schedule. If your files do not appear, check the following:

    • File location and name: Verify the file is in the to_givecampus/school_data_importer/ folder and that its name exactly matches your file configuration (e.g., gifts.csv, constituent.csv).
    • Transfer success: Review your FTP client's transfer log or activity panel to confirm that the upload completed successfully. Incomplete transfers are not processed.
    • File format and headers: If you have corrected header issues, re-upload the entire file. The importer requires a complete, fresh file upload to accept changes.
    • Duplicate or locked files: Ensure you are not uploading while another transfer is in progress; temporary or partial files may block detection.

    Getting notified of processing errors

    Enable Import Run Failure Notifications so that administrators receive alerts when processing errors occur. These notifications provide details on parsing or validation errors, helping you quickly identify and resolve issues.

    To enable notifications:

    1. In your school dashboard, go to the Administrators section.
    2. Locate the "Import Run Failure Notification" column next to an administrator's name.
    3. Click "No" to toggle it to "Yes."

    Once enabled, review the notification details for specific errors and re-upload corrected files as needed. This approach helps you distinguish between normal processing delays and actual issues.

verify a specific SFTP file was received and processed

Use these steps to confirm that a file was picked up by the School‑Level Data Importer and finished processing.

  1. Open GiveCampus and go to School Dashboard → Data Import → Import History. The Import History lists every import run with the file name, date, and processing status.
  2. Find the file you uploaded. Files uploaded via SFTP are processed roughly every 10 minutes; if your file doesn’t appear within 15–20 minutes, review the following items.
  3. Check the processing status: a successful run shows Processed; runs with errors show Failed. Click the row for more details if needed.
  4. If the file is not listed after 15–20 minutes, verify the following for your SFTP setup (even if your FTP client indicated a successful transfer):
    • Folder: The file must be in to_givecampus/school_data_importer/. Files in other folders will not be processed.
    • File name: The file name must match your configuration exactly (for example, gifts.csv or constituent.csv). A date‑stamped or modified name will not be detected unless configured that way.
    • Transfer completeness: Review your FTP client log to ensure the transfer completed and the connection closed. Partial transfers are skipped.
    • File format and headers: If the importer cannot parse the file because of header issues or formatting problems, it won’t process successfully. Re-save the CSV with the expected headers and upload the complete file.
  5. If you uploaded the file to the VMS folder, use the VMS monitoring UI. Files for Volunteer Management should be in to_givecampus/vm/ and are monitored under Volunteer Management → Imports → Received Files / Import Runs. The School‑Level and VMS importers are separate systems.
  6. If the file name is incorrect, rename the file to match the configuration exactly and re‑upload it. Alternatively, update your import configuration to match the file name you send.
  7. Common causes for a missing file despite a successful transfer include placing the file in the wrong folder, a file name mismatch, incomplete transfer, or file format/header issues. Use your FTP log and Import History to determine which step failed.
  8. Allow additional time for background processing. Even after a file shows as Processed, downstream recalculations (such as donor status or derived metrics) might take extra time to appear in reports.

If you prefer to receive alerts for parsing or validation failures, enable Import Run Failure Notifications for an administrator (see the Getting notified of processing errors section below).

Troubleshooting SFTP Access Issues

Lost or Forgotten SFTP Credentials

Important: SFTP passwords cannot be viewed or recovered once created. If you've lost access to your SFTP credentials, you must create new ones.

SFTP passwords cannot be reset because:

  • GiveCampus does not store viewable passwords for security reasons
  • Existing credentials cannot be modified or recovered
  • You must generate completely new credentials

Steps to Restore SFTP Access

If you cannot connect with existing credentials:

  1. Delete old credentials:

    • Go to School Dashboard → Data Import → Data Sources → SFTP Access
    • Find your existing credential
    • Click the settings icon and select "Delete Credential"

  2. Generate new credentials:

    • Click "+ New Credential" on the SFTP Access page
    • Fill out the form with a new description
    • Select your preferred credential type (Username/Password or SSH Key)
    • Click "Create Credentials"

  3. Copy and securely store the new credentials immediately — they are only shown once

  4. Update your FTP client with the new username and password

Connection settings remain the same:

  • Host: securetransfer.givecampus.com
  • Port: 22
  • Protocol: SFTP

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