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 contains 4 columns: id (the volunteer’s ID), class_year (the volunteer’s class year), email (the volunteer’s email), and deactivated. The “deactivated” column indicates whether the volunteer was added to the VMS or deactivated in the VMS. If the value in the “deactivated” column is FALSE, this means that the volunteer was created/added to the VMS. If the value in the “deactivated” column is TRUE, this means that the volunteer was deactivated by one of your administrators.
Columns:
- id
- class_year
- volunteer_roles
- deactivated
- updated_at_date
2. “givecampus_volunteer_notes” files
Each file lists all notes created and emails sent by volunteers since the previous file was generated and sent, including updated contact or biographic information submitted by volunteers. Each row in the file will identify (1) the volunteer (the “volunteer_id” column), (2) the constituent for whom the volunteer added a note, to whom they sent an email, and/or for whom they submitted updated contact information (the “id” column), and details of the note, email, or updated contact or biographic information.
Columns:
- volunteer_id
- volunteer_email
- volunteer_roles
- id
- note_type
- comm_type
- note
- result
- updated_contact_info_type
- committed_gift_details
- prefix, first_name
- middle_name
- last_name
- suffix
- pro_suffix
- nickname
- pref_first_name
- pref_mail_name
- pref_class_year
- home_email
- bus_email
- home_phone
- bus_phone
- cell_phone
- home_street1
- home_street2
- home_street3
- home_city
- home_state
- home_zip
- home_country
- job_title
- bus_street1
- bus_street2
- bus_street3
- bus_city
- bus_state
- bus_zip
- bus_country
- freshman_dorm
- employer
- marital_status
- updated_at_date
3. “givecampus_assignments” files
These files are delivered from GiveCampus to your school on a daily basis (via SFTP). Each file lists all new volunteer-assignment pairings and unpairings within the VMS since the previous file was generated and sent. The “volunteer_id” column identifies the volunteer, the “constituent_id” column identifies the constituent/assignment, and the “state” column identifies the status of the assignment pairing/unpairing. The “state” may be: pending, assigned, unpaired, rejected, unassigned.
Columns:
- volunteer_id
- volunteer_email
- constituent_id
- assignment_roles
- volunteer_roles
- state
- updated_at_date
🙌 Additional Available SFTP Reports
We know that sometimes you need reports in aggregate instead of nightly updates. If you need any of the above reports delivered for an entire month, fiscal year, etc. reach out to support@givecampus.com and we can generate those aggregate reports for you. There are also three other reports we can generate for you, either for a specific date range or for all time across the VMS!
- All Assignments (including unpaired): volunteer_id, volunteer_email, constituent_id, assignment_roles, volunteer_roles, state, updated_at_date
- All Volunteer Actions: “Class Year”, “Name”, “Roles”, “Email”, “Last Activity”, “Last Login Date”, “Registration Date”
- All Time Volunteers (including deactivated): id, class_year, email, volunteer_roles, deactivated, updated_at_date
📊 Helpful Tips for Opening CSV files from GiveCampus in Microsoft Excel
If you are opening CSV files from GiveCampus in Microsoft Excel, you will want to ensure that Excel is set to use UTF-8 character encoding. If you use different Excel settings, Excel may not properly read the contents of the CSV file and may display odd characters/symbols.