Having historical data is important for a plenty of reasons. Having that historical data in your CRM, easily accessible for all members of your team, is just as necessary. Therefore, we wanted to make it as simple, and straightforward as possible to import your historical donation data into Keela.
We've even added a Excel template (pre-populated with the data fields you'll find in Keela) at the bottom of this article that is 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 donor list is up to date, with all the necessary fields that you find fitting to your organization (donation date, donation amount, advantage/in-kind amount, associated campaign, donation source, etc.).
Migrating from another system? We’ve got you covered. Check out our helpful guide on "Exporting from a Third-Party System" that’ll 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!
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 are 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 an individual contact had made multiple donations -- you’ll want to be sure that each donation is placed in its row, complete with all contact information that is tied to that donation.
2. What type of donor information do you intend to import?
Thankfully, regardless of information categories contained in your donation list, you’ll be able to seamlessly import them into our platform. Keela offers a wide-range of accepted headings that you’ll notice across the platform.
When importing donation information, commonly used headings include:
Quick Tip: When it comes to importing dates, here are the accepted formats;
- Friday, January 5, 2018
- Fri, Jan 5, 2018
- Friday 05 January 2018
- March 3, 2018
- Feb 10, 2018
- 01 Nov 2018
- 05 January 2018
- 05 July
- 2018/1/20 (YYYY/M/DD)
- 2018/08/05 (YYYY/MM/DD)
- 2018-03-06 (YYYY-MM-DD)
- 2/25/2018 (MM/DD/YYYY)
- 09-04-2001 (MM-DD-YYYY)
- 08-05-30 (MM-DD-YY)
- 8/5 (M/D)
- 08-05 (MM-DD)
- August 5
To separate the day, month and year in your dates, you may use any of the following separators:
- Dash: "-"
- Forward slash: "/"
- Period: "."
- Comma: ","
Note, if your dates do not have the full 4-digit year, a 2-digit year will be interpreted as follows:
- 00-49 as 20xx (2000 - 2049)
- 50 - 99 as 19xx (1950 - 1999)
3. 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 Value) format.
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 Donations into Keela
Once you’ve exported your CSV file containing your contact data, the next step is to import your information into Keela.
Set up donation import
Begin by navigating to the Dashboard in the left sidebar.
First time adding donations to Keela? Your widget should look something like this:
Simply select the 'Import donations' button and you’ll be on your way.
If you’ve already added donations to existing contacts within Keela, or maybe you’ve had a few donations come in via the donation form on your website -- that’s no problem! Select the arrows in the top-right corner of the widget to expand the widget, and provide a more detailed look at your donations.
Here, you’ll want to select Import as seen in the screenshot below.
Mapping your data fields
If you’ve already gone ahead and imported your contacts, you’ll notice the process is almost identical. Use the ‘Choose File’ option to select the CSV file containing your donor data. After selecting the appropriate file, you will be led to the next step 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 drop-down menus.
Once you’re satisfied with your column headings, select ‘Next’ in the bottom right of the pop-up box. You will then be led to the third-step of the import process, which gives you the ability to associate the donor data to your contacts using three pieces of data;
- Contact ID
- Donor’s Email Address
- Donor’s Contact or Organization Name
We recommend selecting all three to avoid duplication of your contacts.
And there you have it -- you’ve successfully imported your donation history!