On February 2nd we’re excited to launch Guided Import—an AI-powered data mapping experience that makes importing data into GiveCampus easier than ever. If you have questions while trying it out, reach out to support@givecampus.com for help.
Guided Import streamlines CSV uploads through the school-level data importer by handling the initial mapping for you, so you can start using your data across the GiveCampus platform faster!
To start, navigate to School Dashboard > Data Import > Import Files
Files Needed
Refer to this spreadsheet to understand what data you should import for various purposes. Most schools only need two files to get started.
- Constituent File
- Basic details about your donors and prospects
- One row per constituent with unique constituent ID
- Gift File
- Donation history linked to those constituents.
- One row per gift with unique transaction ID linked to a constituent ID
If you need a sample file, you can use the below, or another simple export from your CRM.
Upload your CSV file.
We find that most CRM exports are encoded in utf-8 so you can likely eave the file encoding drop-down as-is. You also have the option of selecting iso-8859-1. If you have questions about your file encoding, check with your CRM.
Mapping
GiveCampus will analyze the file and determine where each column in your CSV file should be mapped. This step may take several minutes depending on how large your file is. You don’t have to wait on this screen - you can always return to School Dashboard > Data Import > Import Files and continue your import later.
- The 'Status' column will indicate if there is a match, or if you need to select which field to match the column to.
- You can review & change any pre-filled mappings if you need to make adjustments. You aren't stuck with our match.
Looking for the list of fields we're matching to? Check out Guided Import: Mapped Fields
Import
Your initial upload is used to test and verify the configuration before automatically importing the full file. No additional test file needed!
After your first successful import, simply return to the Import Files page to upload an updated version of your data. If the columns match the previous file, it will import automatically. If the columns do not match, you will need to go through the mapping steps again to modify the import configuration.
You'll want to repeat this process for each new type of data you want to bring into the system. Think biographical information, gift data, etc.
Editing File Configuration Mapping
Need to make edits or updates to your existing configurations? Simply upload the updated CSV file to its file configuration. If GiveCampus detects any changes to the file headers, you will be given the opportunity to re-map the fields. If no changes to the file headers are detected, the file will begin importing immediately.
Note: file configurations created prior to Guided Import or those made using Manual Field Mapping will allow you to directly edit the configuration by clicking the “Edit Configuration” link
Current Limitations
- Guided Import does not allow you to mark which field(s) make a record unique.
- Text or date transformations are not currently supported.
- Guided Import will not delete imported gifts that are not sent in subsequent files
- You cannot map two columns to the same GiveCampus field.
FAQ's
Can I map a column to more than one GiveCampus field?
No, a column can only be mapped to a single GC field. We may consider this in future iterations.
Can CSV files have duplicate column names?
No, column names should be unique in the CSV file. You'll get a warning if there are duplicate headers.
What is Manual Field Mapping and when should I use it?
Manual Field Mapping is our legacy option where you pre-map all your field headers before importing your CSV file. This option is available for advanced use cases that Guided Import does not yet support including:
- Text and date transformations
- Importing more than the allotted number of related records (e.g., affiliations)
- Setting unique field combinations to determine when to add or update records
Where do I import a test file?
Guided Import no longer requires you to import a separate test file of less than 100 rows. GiveCampus will automatically use the first several rows of your import file to run a test before importing the full file. You will still see a test import row on the Import History page to reflect this automatically-generated test.
Is there a limit to how many import configurations I can have?
We recommend only including one configuration per “type” of data - think: 1 constituent biographical file, 1 gift history file, 1 opportunities file. If you configure more than one constituent biographical file, for example, you run the risk of inadvertently overwriting data that was previously imported. If you need to add additional data for a data type, simply edit the configuration to include those new datapoints.
How do I import more than the allotted number of related records?
Guided Import allows up to a certain number of columns per record when a constituent could have multiple related records (such as someone who has multiple affiliations to the institution).
FAQ: Should married or household members be uploaded on one row or separate rows?
Quick answer
- Upload each person on a separate row.
- The system does not support a head-of-household structure; every constituent must have a unique identifier.
What we recommend
- Upload each individual as a separate record. Even if an external system (like Veracross) uses a shared household ID, assign a unique identifier for every person.
- Record spouse or partner relationships by creating separate constituent records and linking them as related records.
- When managing multiple relationships, use a separate related-record file rather than relying solely on horizontal columns. Although Guided Import supports up to 2 horizontal related-record sets, separate files are more robust for handling complex relationships.
Why this matters
- Unique identifiers ensure that gift history, communications, and reporting remain accurate.
- Combining multiple individuals in one row prevents the system from correctly tracking and distinguishing records.
Common mistakes to avoid
- Uploading two people on a single row, expecting the importer to split them into separate records.
- Reusing a household-level ID for multiple records. Every person requires a distinct identifier.
If your source system only provides a household-level ID, export or create a distinct Person ID per individual and include that unique identifier in your constituent file. Record relationships as links between separate records.
The maximum number of column sets is defined below. If you need to import more than this, you can import a separate file with this data listed vertically (multiple rows) instead of horizontally (multiple columns).- Addresses - up to 3
- Affiliations - up to 3
- Solicit Codes - up to 3
- Activities - up to 3
- Degrees - up to 3
- Major/Minors - up to 2 per degree
- Spouse/Partner/Relative - up to 2
- Gifts - up to 2
- Designations - up to 2 per gift
- Personalization - Designations - up to 4
- Portfolio Assignments - up to 2
- Questionnaire Answers - up to 2
- Interactions - up to 2
- Gift Officers - up to 2 per interaction
- Constituents - up to 2 per interaction
- Plans - up to 2
- Gift Officers - up to 2 per plan
- Constituents - up to 2 per plan
- Opportunities - up to 2
- Gift Officers - up to 2 per opportunity
- Constituents - up to 2 per opportunity
- Allocations - up to 2 per opportunity
- Allocation Amount Types - up to 4 per allocation
Not supported: everything in one constituent record
Supported: separate files for related records
A constituent file
An affiliations file
How long will it take for Guided Import to map the fields?
This can vary and depends on a few factors including number of column headers in your file. It can take a few minute, but if you are stuck on this step for more than 20 minutes, please reach out to support@givecampus.com and our team can help assist.
Why might all fields not be correctly mapped automatically?
We supply as much context to Guided Import as possible, but like any AI-based solution, there can be small errors. We are constantly monitoring and refining the prompt we use, so you should see improved accuracy over time.
What if my school doesn’t want to use AI-enabled features?
That’s okay! Guided Import will still give you an improved user experience that reduces errors in the file mapping process. If you want to learn more about our AI Policies check them out here.
Need more help? Contact our support team at support@givecampus.com with your questions!
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