Importing your giving history is an important step in onboarding with Subsplash Giving. This article provides best practices for preparing your import file, preventing duplicate records, and a step-by-step guide for using the import tool in the Subsplash Dashboard.
Only import tax-deductible giving records, since all imported gifts will appear on donor tax statements. Do not import or store non-tax-deductible transactions in Subsplash Giving.
Preparing Your Import File
In your CSV file, list each transaction on its own row and include the donor’s contact information. This information is what allows the system to match and consolidate gifts under the correct donor profile. To help you get started, see our Giving Import template here.
Data That Can Be Imported
Data That Can Be Imported
The data you're able to import falls into one of three categories: Gift Details and Personal Details.
Gift details
Fund name
Amount
Donation date: MM/DD/YYYY
Memo
Payment method: Visa, Mastercard, American Express, Cash, ACH, Check, Diners Club, Discover, JCB, or Other
Check number
Currency: USD or CAD
Personal Details
First name
Last name
Email
Phone
Date of birth
Gender
Marital status
Street
Street 2
City
State
Postal code
Country
Membership status
Membership status date
Grade level
Graduation year
Baptism Date
Allergy notes
Care notes
External ID - Some use this for their envelope numbers.
Preventing Duplicates
Preventing Duplicates
Always include an email address for each donor, since it is the primary identifier used to prevent duplicate profiles. If an email is not available, make sure the donor’s phone and address details match their existing contact record.
Each row in your CSV must contain at least one of the following combinations:
First Name, Last Name, Email
First Name, Last Name, Phone
First Name, Last Name, Street, City, State
First Name, Last Name, Street, ZIP
First Name, Last Name, Date of Birth
As a best practice, include the first name, last name, and email, plus one other contact detail. This reduces duplicates both during import and when users create personal accounts.
There should be no shared emails between individuals. This will cause records to be merged.
Example CSV
Example CSV
Referencing the image above, please consider the following when creating your import file:
The First and Last names must be in their own columns.
Email addresses are the primary identifier for preventing duplicate profiles. Each donor must have a unique email address. If no email is available, include another detail (phone or address).
All personal information for a donor must be identical on every transaction row to ensure their gifts are linked to the same profile.
The Address will need to be broken up into Street, City, State, and Postal Code columns.
Each transaction should be listed on its own line to create an itemized record.
In the Fund column, list only one fund per transaction. Subsplash does not support importing sub-funds, so if a donor gives to multiple funds in one transaction, record each fund as a separate transaction. Do not list multiple funds in a single row. If funds already exist in Subsplash, make sure the fund names in your file match their spelling and capitalization exactly to avoid creating duplicates.
Import Your File
Within your Subsplash Dashboard, please navigate to People > Import and complete the following steps to import:
Drag or upload your CSV file into the import tool to begin the import process.
Match each column with the corresponding Subsplash field. You will notice that many fields will be auto-assigned if they are labeled the same in your CSV file. Scroll through and ensure each one is mapped appropriately.
If you decide not to include a particular column, select Ignore this field and Subsplash will not import the information.
Once the columns are matched, select Continue in the upper right corner, and the Preview Import screen will appear. This final step allows you to confirm the columns from the previous step. Use the back arrow within the Dashboard to fix any errors, or select Finish Import to complete the process.
Subsplash will begin creating profiles and gifts, and will link them to the funds listed in your file. When the process is complete, you’ll be redirected to the results screen and receive an email confirmation.
After the import is complete, you’ll see a summary of the results. If everything is imported correctly, the total number of gifts will match the line items in your file. If any records failed to import, you can download a CSV file showing the errors. Simply fix the issues and re-import the file containing only the affected gifts to ensure they are created.
FAQ
What if the financial information has errors or duplicates?
What if the financial information has errors or duplicates?
To adjust individual gifts after completing your import, go to Giving > Batches in your dashboard. Each import creates a batch. Select the applicable batch, click a gift to view its details, and select the pencil icon in the upper right corner to make adjustments. In the rare case that an import needs to be redone, you can delete the entire batch and start over.
Deleting an imported batch only deletes the gifts. The imported profiles and donor information cannot be deleted. Please feel free to contact Subsplash Support with any questions.
What if I imported unwanted profiles?
What if I imported unwanted profiles?
Any profile can be archived or hidden from your main view. To do this, navigate to People, click the check box next to one or multiple profiles, and select the Archive option at the top of your screen.
What if I imported funds we no longer use?
What if I imported funds we no longer use?
Funds can be unpublished, hiding them from selection when donors make new gifts. To do this, navigate to Giving > Funds, click and hold the eight dots to the left of the fund name, and drag the fund to the unpublished section. If you wish to fully remove a fund from your records, navigate to Giving > Funds, click the three dots on the right of the fund, and select Archive. A fund can only be archived if there are no gifts associated.
What will happen if donors create a Subsplash account?
What will happen if donors create a Subsplash account?
If a donor creates an account using the same email address that was imported, they will be able to access the gift history that was imported. If they create an account using a different email address, a new profile will be created. Dashboard Admins can merge profiles using our merge feature.
Will donors receive an email when imported?
Will donors receive an email when imported?
No, donors do not receive any automated emails or notifications when an import is completed.