Data Importer - Unlocking the Basics: Data Import Made Easy

The Data Importer allows you to bring information from your CRM into GiveCampus so you can power more targeted, data-driven fundraising efforts.

This guide will walk you through:

• Which files you need (including templates)
• How to set up your import configurations
• How to run a test import and then a full import

Recommended File Structure

Most schools only need two files to get started:

1. Constituent File
   • Basic details about your donors and prospects
   • One row per constituent with unique constituent ID 
2. Gift File
   • Donation history linked to those constituents.
   • One row per gift with unique transaction ID linked to a constituent ID

You can download and use these sample templates:

Data Import vs. Constituent Identifiers: Which Upload Do I Need?

GiveCampus provides two separate upload tools that track their histories independently. Using the correct tool ensures your uploads appear where expected.

• Data Import workflow

  • What it does: Imports complete constituent profiles including names, phone numbers, emails, affiliations, class years, custom fields, mailing addresses, and other biographical details.
  • Upload history: Appears in the Data Import section’s import history (the same area where you create import configurations and run test imports).
  • When to use it: For onboarding a full constituent file from your CRM, refreshing an entire dataset, or updating complete constituent profiles.

• Constituent Identifiers upload

  • What it does: Uses a two‑column CSV (email and external ID) to create or update email-to-external-ID mappings. This tool does not create or update full constituent records.
  • Upload history: Recorded on the Constituent Identifiers page, which also shows a count of current mappings.
  • When to use it: When you only need to supply or update external IDs for gift matching or integration workflows without altering biographical information.

Practical tips

• For multi‑column constituent files (names, affiliations, emails, etc.), use Data Import; a simple two‑column file belongs in Constituent Identifiers.
• If gift matching fails because external IDs are missing, verify you uploaded via Constituent Identifiers, not Data Import.
• Use Data Import to add or refresh names, addresses, affiliations, or custom fields, as Constituent Identifiers will not update these details.
• Check the correct upload history for your tool to quickly confirm a successful import.

What to check after an upload

1. Confirm which tool you used.
2. Open the corresponding upload history (Data Import for full constituent/gift files; Constituent Identifiers for email-to-ID mappings).
3. Verify the import status and row counts.

Following these guidelines ensures that your data is uploaded correctly and appears in the appropriate history.

• Constituent file template
• Gift file template

For additional use cases, or to import using reports already built in your CRM, check out Preparing Your Files and Mapping & Importing Your Data.

Step 1: Import Your Constituent File

This step creates all your constituent records in GiveCampus.

1. Go to: School Dashboard → Data Import → Import Configurations → Add New CSV Configuration.

2. Add your new constituent file name (with .csv) and column headers from the Constituent File Template.

3. Map your fields:

   • Top section: external_id

   • Constituent – Biographical Data: first_name, last_name, class_year, birthdate, deceased, primary_email, business_email, other_email, cell_phone

   • Constituent – Mailing Address: address1, address2, city, state, zipcode, country

   • Constituent – Affiliations: affiliation_name, affiliation_value (learn more about Affiliations)

4. Double-check that the header names exactly match your CSV column headers.

5. Save the configuration.

6. Run a test import with fewer than 100 rows.

7. If the test succeeds, enable the configuration and upload your full file.

✅ Your constituent data is now in GiveCampus!

Step 2: Import Your Gift File

This step links your constituents to their giving history. The reason this is a separate file added after constituents is so that we can associate multiple gifts to a single constituent. In this file, multiple rows with the same constituent ID because the Gift ID is going to be used as the unique identifier.  

1. Go to: School Dashboard → Data Import → Import Configurations → Add New CSV Configuration.

2. Add your new gift file name (with .csv) and column headers from the Gift File Template.

3. Map your fields:

   • Top section: external_id

   • Gifts section: all remaining fields from the template.

4. Double-check that the header names exactly match your CSV column headers.

5. Save the configuration.

6. Run a test import with fewer than 100 rows.

7. If the test succeeds, enable the configuration and upload your full file.

✅ Your gift history is now in GiveCampus!

Step 3: Using & Maintaining Your Data

You can now use the loaded data throughout GiveCampus!

If you want to refresh your data:

1. Get an updated file from your CRM following the same template
   • We always recommend a full data set for each file. We will deduplicate existing constituents but refresh their data based on your new files
2. Go to: School Dashboard → Data Import → Import Files
3. Select the appropriate file type (constituent, gift) and load in the new file

Learn more about maintaining your data and the option to refresh data vis SFTP file drop.