Understanding Files You'll Receive from GiveCampus

Summary of Data Exports from the VMS to the School

On a daily basis GiveCampus delivers files to your school via SFTP (Secure File Transfer Protocol). These files include various pieces of information about activities occurring in the VMS throughout the day. Below is a summary of those files.

If there is additional information you'd like added to your standard nightly reports, please ask support@givecampus.com!

🌙 Standard Nightly SFTP Reports

1. "givecampus_volunteers" files

Each file lists all volunteers that were added to the VMS or deactivated from the VMS since the previous file was generated and sent.

The file now contains 6 columns:

• id – the volunteer's ID • class_year – the volunteer's class year • email – the volunteer's email address • volunteer_roles – the volunteer's assigned roles • deactivated – displays "true" if the volunteer was deactivated and "false" otherwise • updated_at_date – the date the volunteer record was last updated

The file now contains 7 columns:

• volunteer_id – the volunteer's ID • volunteer_email – the volunteer's email address • constituent_id – the constituent's ID • assignment_roles – the roles associated with the assignment • volunteer_roles – the volunteer's assigned roles • state – the current state of the assignment • updated_at_date – the date the assignment record was last updated

4. "givecampus_volunteer_emails" files

For schools with the volunteer emailing feature enabled, each file lists all emails sent to constituents through the VMS since the previous file was generated. The file includes the volunteer's ID, name, email address, and roles; it also provides the email's send date, sender name, subject line, and content.

5. "givecampus_giving_propensity" files

For schools with the giving propensities feature enabled, each file lists all giving propensity records updated since the previous file was generated. The file includes volunteer and constituent identifiers, a likely-to-give indicator, expected giving capacity, comments, and the record’s last updated date.

Select All Active Volunteers from the dropdown to have the corresponding file sent to your SFTP folder.

Note: The Volunteer Notes report requires you to specify a date range. After selecting Volunteer Notes from the dropdown, enter your start and end dates before clicking Generate Report.

2. "givecampus_assignments" files

Each file lists all assignments that were added or removed since the previous file was generated and sent.

3. "givecampus_notes" files

Each file lists all emails sent and notes made through the VMS since the previous file was generated and sent. The file includes details about sender, recipient, subject, and delivery status.

📊 How to Access Additional Reports

You can generate additional reports on-demand through the VMS administrator dashboard:

Exact Report Type names in the Generate SFTP Reports dropdown

When you open Data Management → Generate SFTP Reports, the dropdown displays these exact options. Use the following labels to ensure the generated file matches your expectations:

• All Active Volunteers
• All Volunteers (including deactivated)
• All Active Assignments
• All Assignments (including unpaired)
• Volunteer Notes
• All Volunteer Actions

What to pick for common needs

• For a CSV of current active volunteers, choose All Active Volunteers.
• To include volunteers who have been deactivated (historical records), choose All Volunteers (including deactivated).
• To export active assignments, choose All Active Assignments. To export all assignment records regardless of pairing, choose All Assignments (including unpaired).
• Use Volunteer Notes to export free-text notes and email history, or All Volunteer Actions for a volunteer activity log.

Additional tips

• Once you select a report type, the file will appear in your designated SFTP folder (see the SFTP Server Information section).
• Ensure you match the dropdown text exactly, as qualifiers like "Active" or "including deactivated" determine the records included in the report.

🔧 SFTP Server Information

Current Server: securetransfer.givecampus.com File Location: Reports are delivered to your designated SFTP folder Frequency: Daily (typically overnight) Format: CSV files

Common Questions About File Exports

How do I export a list of our active volunteers?

Navigate to Data Management in your VMS dashboard and use the dropdown to generate reports. t volunteer activity in the reports?

Nightly reports typically process the previous day's activity. If you need real-time data, check the live dashboard or contact support for a custom report.