We know first hand how time consuming (and not to mention aggravating) it can be to prepare your data for import. We hear you! That’s why we designed the import process to be as painless as possible, and mapped out the preparation of your data to be the same.
We've even added a Excel template (pre-populated with the data fields you'll find in Keela) at the bottom of this article, free to download and use.
Before beginning, we strongly suggest conducting your import in this order:
1. Firstly, gather all of your data and review!
Be sure that your list of contacts is up to date, with all the necessary fields that you find fitting to your organization (email address, organization, total donation amount, etc.)
Migrating from another system? We’ve got you covered. Check out our helpful guide on Exporting from a Third-Party System that will walk you through getting your critical information from other platforms.
2. Audit your data.
Clean up any issues regarding the consistency of your data, and rid of any columns you won't require (or add the columns that might be missing).
3. Import your files into Keela.
Once you’ve successfully completed steps 1 & 2, you’re ready to import your data!
Note: The easiest way to reassure that all of your data has successfully imported is to look for key indicators; for example, do the number of contacts in Keela match that in your Excel file?
Prepare Your Data for Import
Now that you know the steps, you’re ready to get started! Begin by opening up the Excel file that contains your contact list.
There’s a few things you’ll want to take care of if your spreadsheet requires a little TLC:
1. Does each column have consistent data?
For example, if the column header is “Full Name”, you’ll want to make sure that each row contains only full names.
2. What type of contact information do you intend to import? (The same applies for donor information)
Regardless of the information categories you used into your contact list, you’ll be able to seamlessly import your data into our platform. Keela offers a number of accepted headings that you’ll notice across the platform, as well as the ability to import custom headings (which we’ll touch on shortly).
Commonly used headings when importing contacts in Keela include:
3. Does your contact list contain any columns not found in the list above?
No sweat! We understand there isn’t a cookie-cutter solution when it comes to donor information - and therefore, we’ve made it super easy to import custom fields.
Just be sure that your information matches one of these four custom fields:
- Tags: Create a dropdown menu of options to choose from.
- Number: Record data that is number-based.
- Date & Time: Record data that is date-based.
- Yes/No: Establish and record questions that require a ‘Yes’ or ‘No’ response.
4. Are you importing multiple sets of contact data?
If you have multiple lists for your contacts - for example, if you organize your contact data by whether they are volunteers, donors, program participants, etc. - you may want to consider separating these contacts into their own spreadsheets.
This will be especially helpful in Step 6 (Saving into Tags).
5. Formatting your file
At this point, you’ve gone ahead and organized your data to your liking. All of your columns contain consistent data, you’ve determined which headings you’d like to import as well as any custom headings you needed to create.
Sounds as though you’re ready to convert your file into CSV (Comma Separated Values) format. Keela requires that, when importing your data, you use a CSV file as it is ideal for data storage - information is organized with one record on each line, each field is separated by a comma, and so forth.
If you’re using Numbers on Mac:
Select File —> Export To —> CSV… —> Select ‘Next…’ —> Name your file, and choose where you would like it to be stored on your device, and then select ‘Export’
If you’re using Excel on PC:
Select File —> Save As —> Select the File Format as ‘Comma Separated Values (.csv)’ —> Name your file, and choose where you would like it to be stored on your device, and then select ‘Save’
Importing Contacts into Keela
Once you’ve exported your CSV file containing your contact data, the next step is to import your information into Keela.
Start up contact import
Begin by navigating to ‘Contacts’ in the left sidebar. Once within Contacts, select the (+) icon in the top-right corner. This will bring about a drop-down menu, where you can select Import Contacts.
This will bring about a pop-up box. Use the ‘Choose File’ option to find and select the newly created CSV file.
Mapping your data fields
You will then be led to the next step within the pop-up box, which is to identify and match the column headings within your CSV file with the accepted headings in Keela.
Note: If your CSV file includes column headings, be sure to toggle the ‘File does not contain column titles’ option so that it reads ‘File contains column titles’. You’ll notice your headings row will now appear in purple. If your CSV file does not contain column headings, leave the toggle as is and simply select your column headings from the dropdown menus.
Saving your Contact import into a Tag
This is the last step in the contact import process - almost there! After matching the column headings within your CSV file to the fields accepted in Keela, you’ll have made it to the third step - to import!
However, before you go ahead and do so, you may want to take advantage of the ability to Tag your incoming contacts. This is especially useful if you’ve created separate spreadsheets for different types of contacts (i.e. volunteers, donors, program participants, etc.).
Simply enter the name of the desired Tag (learn more about Tags, here) you wish to create - if the Tag already exists, you can select it from the dropdown menu.
Note: Upon import, Keela will automatically examine your incoming data (alongside your existing data) to find any duplicates that may exist. By default, Keela will check for duplicates based on Contact ID, and Primary Email Address, however you can also set it to check for duplicates based on the Contact and/or Organization Name - simply check-off the box.