GC VM Data Management 101

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Managing constituent data within GiveCampus Volunteer Management is key to a smooth volunteer and staff experience. This article contains a brief overview on key data management topics, and also includes quick links to more detailed information and “How-To’s” on each.

1. Data Management Notifications

All school administrators managing GC VM data refreshes should turn on “Import Run Failure Notifications” to receive information on all data-related updates and issues, such as import failures, misformatted files, and “no name” records. 

To enable this notification, navigate to the Administrators tab > next to an Admin’s name under the “Import Run Failure Notification” column, click on “No” and it will toggle to “Yes” (note: even though a cursor appears when you hover over “No”, if you click, it will indeed flip over to “Yes”!).

2. Managing Your Data Imports 

Data Refreshes

To ensure your volunteers and staff have the most up-to-date information on your constituents available, it is important to provide regular refreshes of your full data set. It is best practice to send a full set of data files via SFTP on a daily basis for import. GiveCampus automatically checks your ‘private’ folder of SFTP for new data files once per hour, so you may provide refreshed data sets as frequently as you’d like. GiveCampus will detect data that has been added, changed, or removed during import, and the data displayed in GC VM will update accordingly based on your GC VM configuration. 

Data Set Structure

For updated data to be ingested by GiveCampus, the files must maintain a consistent format and structure that matches your GC VM configuration.

To view the file structure of each file in your data set, head to Settings and expand the Data Import Files section.

To view the file structure of each file in your data set, head to Settings > Data Import Files. From here, you can download a CSV of the column headers required by your GC VM configuration. 

Monitoring Imports

> Import History.

 Imports > Received Files and Import Runs. 

Received Files will list all files that you’ve sent via SFTP that have successfully been received by GiveCampus. In the case where you send a file that does not include any updated rows, the file will not be listed under Import Runs.

Import History will show all files that have been imported into GC VM.

You can click into any given import run to view additional details on the exact files imported, the number of updates made, and any errors.

Import Failures: Failed Rows vs Failed Files

Failed Rows: During import, certain row(s) may fail to successfully process due to formatting errors. If a row fails, admins with “Import Run Failure Notifications” enabled will receive an email. Under Imports > Import Runs > you can click into an import to view exactly which rows failed to process successfully. Once you resolve the issue(s) in your next file export, the row will process successfully. 

Failed Files: If GiveCampus attempts to import a file but it fails entirely due to a column header mismatch, encoding error, etc. GiveCampus will automatically disable your importer. Admins with “Import Run Failure Notifications” enabled will receive an email which will detail exactly what the issue is and what was expected by your importer configuration. To view what was expected by the configuration, you can refer to Settings > Data Import Files. Once you have fixed the files and are ready to retry the import, you can simply upload the updated files via SFTP and re-enable your automated importer using a link that will be provided in the email notification.

Re‑enabling a paused hourly importer

If an import file fails due to issues like encoding errors or column header mismatches, GiveCampus automatically pauses your hourly importer and sends a notification. Follow these steps to re‑enable the importer from the admin UI:

How to re‑enable the importer from the admin UI

1. Navigate to Import Runs in the VMS admin navigation.
2. On the Import Runs page, locate the status message stating, "Your hourly importer is currently paused."
3. Click the Re-enable Importer button.
4. When the confirmation dialog appears asking, "Are you sure to re-enable an hourly importer now?", click Confirm.
5. Once confirmed, the page will display "Your hourly importer is currently enabled," and the system will attempt another import within a few minutes.

Quick checklist & best practices

• Fix the problematic files (e.g., correct encoding or restore expected column headers) and upload the updated versions to your SFTP private folder before re-enabling, to avoid another pause.
• Use Settings > Data Import Files to download the expected CSV column headers and confirm your corrections.
• Refer to the pause notification email for specific failure details, including which file and columns require attention.

What to expect after re‑enabling

• The importer status will update to "Your hourly importer is currently enabled."
• GiveCampus will automatically attempt the next import within a few minutes; you can monitor the results on Import Runs and Received Files.

This process allows you to resume hourly imports promptly after fixing the underlying file issues.

For additional details on managing your data imports and tips for successful data refreshes, please check out our GiveCampus University article on Data Imports here.

Ad-hoc SFTP Reports (Generate SFTP Reports)

Generate on-demand CSV reports and have them delivered to your school's SFTP folder from Data Management > Generate SFTP Reports. Use this tool to quickly export volunteer data, such as volunteer notes, for a specific time window.

How to generate a date-bounded ad-hoc SFTP report

1. Go to Data Management > Generate SFTP Reports and expand the panel.
2. Select the Report Type from the dropdown.
3. Set the option, "Only show records that were updated within a specific date range?" to Yes to filter by date.
4. Choose the Start date and End date using the provided date fields.
5. Click the Generate Report button. A confirmation prompt will appear before your report is queued.

Additional notes

• Reports are delivered as CSV files to your school's SFTP folder (the same location as the daily export files).
• Some report types do not support date filtering. If so, the date filter option and date fields will not appear.

 

3. Removing Constituents

Excluding rows from your daily Constituent File sent via SFTP for import does not remove the constituents from your GC VM. However, you can remove constituents via Data Management > Remove Constituents. 

This tool allows you to upload a CSV containing the constituent ID numbers of all constituents you’d like to remove. Once you upload a file, you must review the changes and approve them. Then, the constituents you uploaded will be unpaired from any volunteers they may have been assigned to and be removed entirely from GC VM! 

Please note: Only school administrators with "Full" permissions can access this page.

Data Management: feature visibility & permissions

GiveCampus’s Data Management area includes several tools—such as Received Files, Import Runs, Data Import Files, Remove Constituents, and utilities for flagging No-Name or outdated constituent records. The visibility of these tools depends on your permissions and your school’s GC VM configuration.

What to expect

• The Data Management section houses multiple tools, some of which are restricted to administrators with elevated permissions.
• The Outdated Constituents tool, for example, may require a higher access level to view or use.
• Certain features, like Remove Constituents, are only available to administrators with Full permissions; if you lack such permissions, these tools will not appear.

Common places to look (as shown in the admin UI)

• Data Import Files – View the expected file structure and download the CSV column headers for your configuration.
• Received Files – See all files received via SFTP.
• Import Runs – Check import details, including row updates and errors.
• Remove Constituents – Upload a CSV of constituent IDs to remove records (requires Full permissions).
• Outdated / No-Name records – Appear in various screens where constituent data is incomplete; this is also referenced in details about No-Name records and import monitoring.

If a feature is not visible: a quick checklist

1. Verify your admin role in the Administrators tab.
2. Confirm that you have Full permissions if you require access to advanced tools such as Remove Constituents.
3. Check the Data Import Files and Import Runs pages—if certain options aren’t enabled in your configuration, they won’t show up.
4. If other Data Management tools are visible but a specific one is missing, it usually indicates a permission or configuration restriction.

Best practices

• Missing menu items are typically due to differences in permissions or configuration, not platform errors.
• Use the Remove Constituents tool with care, as it permanently unpairs and deletes records from GC VM.
• For troubleshooting imports without having Full access, work with a colleague who does to enable or run the necessary tools.

This guidance should help you quickly determine if a tool is simply hidden by your role or unavailable in your school’s GC VM setup.

For more information on how to remove constituents from GC VM, please click here. 

4. Managing “No Name” Records

You may have constituents that were imported into GC VM without names. These records were either imported from your main Constituent File without name data available or created when the Constituent ID was sent through an additional file (e.g. gift, degree, activity, relatives, etc.), but was not included in the main Constituent File. 

“No Name” records contribute towards your constituent record count in your GC VM subscription, so we recommend resolving them at your earliest convenience by either adding the name data or removing the constituents from your VMS. 

Please note: Only school administrators with "Full" permissions can access this page.

For more detailed instructions on how to manage your “No Name” records, please navigate to Data Management > No Name Records and follow the guidelines. Please click here for additional information. 

Troubleshooting SFTP Import Issues

Common SFTP Upload Problems

If your files are not uploading successfully to the SFTP site, here are steps to diagnose and resolve the issue:

How to Check Import Status

1. Enable Import Run Failure Notifications: Make sure all administrators have "Import Run Failure Notifications" enabled to receive alerts about failed imports

2. Check File Format: Ensure your files maintain the same format and structure as your original Foundational Data Set

3. Verify File Names: Confirm your file names match the expected naming convention established during onboarding

4. Check File Size: Large files may take several hours to process

Common Import Error Causes

• File Format Changes: Adding or removing columns without coordinating with GiveCampus
• Incorrect File Names: Using different naming conventions than configured
• Data Formatting Issues: Missing required fields or incorrect data types
• SFTP Connection Problems: Network or credential issues

What to Do When Files Don't Upload

1. Contact Support Immediately: Email support@givecampus.com with:

- The specific files that failed to upload

- The time and date you attempted the upload

- Any error messages received

- Screenshots of the import error details

2. Provide File Details: Include information about:

- File names and sizes

- Whether the file format has changed recently

- Any recent changes to your data export process

FAQ: SFTP Import Issues

Q: Why didn't I receive an alert about a failed import?

A: Make sure "Import Run Failure Notifications" are enabled for all relevant administrators in the Administrators tab.

Q: How long should I wait before reporting an import issue?

A: If files haven't processed within 24 hours of upload, contact support immediately.

Q: Can I retry uploading the same file?

A: Yes, but contact support first to understand why the initial upload failed to prevent recurring issues.

Common Variations of This Question

• "Files not uploading to SFTP"
• "SFTP import failed no notification"
• "Data files not processing in VM"
• "Import error troubleshooting"
• "Why didn't my SFTP upload work"
• "GC VM data import issues"

Understanding Volunteer Registration Status

How Registration Status is Determined

Volunteer registration status in GC Volunteer Management depends on whether the volunteer has an active GiveCampus user account:

Registered Status: Volunteer has a GiveCampus user account and can log in to GC VM Unregistered Status: Volunteer does not have a GiveCampus user account

Why Volunteers May Show as Unregistered After Deactivation

When volunteers are deactivated and later reactivated, their registration status may appear as "unregistered" even if they previously had accounts. This happens because:

1. User ID disconnection: Deactivation removes the connection between the volunteer profile and their GiveCampus user ID

2. Account type matters: Volunteers with other GiveCampus accounts (donor, advocate) maintain registered status

3. Login requirement: Reactivated volunteers need to log in again to restore the connection

Common Scenarios

Scenario 1: Volunteer with Multiple Account Types

• Volunteer previously served and was deactivated
• Volunteer also has a donor or advocate account
• Result: Shows as "registered" because they have an active GiveCampus account

Scenario 2: Volunteer-Only Account

• Volunteer previously served and was deactivated
• Volunteer only had a volunteer account (no donor/advocate accounts)
• Result: Shows as "unregistered" because deactivation removed their only GiveCampus account

FAQ — pulling metrics, reports, and volunteer notes in GC VM

This section outlines the available reporting options in GC Volunteer Management for both data metrics and volunteer notes.

• Data Management > Generate SFTP Reports

  • Use this tool to generate ad-hoc CSV reports, including volunteer notes and full volunteer exports. Select the Report Type (for example, Volunteer Notes).
  • Volunteer notes require a date range: Set the option "Only show records that were updated within a specific date range?" to Yes and provide the Start and End dates before clicking Generate Report.
  • For other report types, date-range filtering is optional. If supported, set the option to Yes; if not, the date filter option will not appear.
  • The CSV is delivered to your school's SFTP folder (the same location as the daily export files).
  • Access: Available only to administrators with Full permissions.

• Email metrics

  • Location: Reporting > Email Deliverability in the VMS admin dashboard.
  • View metrics on send, delivery, open, and bounce counts by filtering by role, volunteer, or event type. Click the Export button to receive a CSV download link by email (the CSV is not placed in SFTP).
  • For more details, refer to the VMS Email Reporting article.

• Assignment-level metrics and dashboard tiles

  • Assignment metrics are shown on each volunteer's record and in assignment summary views.
  • Tile configuration is managed in Settings > Assignments. The setting What reporting this role can see controls which tiles a volunteer or manager sees.
  • For configuration details, see the article Building & Utilizing Enhanced Assignment Reporting.

• Cohort-based aggregate giving stats

  • Access the Cohorts tab in the VMS admin dashboard and select a cohort to view aggregate giving statistics.
  • Administrators can view full stats for any cohort, while volunteers see cohort stats on My Assignments if their role is configured with Show Cohort Stats.

• Permissions and reporting visibility

  • Tools like Data Management > Generate SFTP Reports, Import Runs/Received Files history, and Remove Constituents are restricted to administrators with Full permissions.
  • Role-level reporting settings, managed under Settings > Assignments, determine which reporting metrics are visible to each volunteer role.
  • For more details, see Building & Utilizing Enhanced Assignment Reporting for assignment/reporting tile setup and the VMS Email Reporting article for email stats.

If you are unsure which report type to use, start by selecting the report type in Data Management > Generate SFTP Reports that best meets your needs.