In this article, you'll find step-by-step instructions for preparing and importing your donation data into your Keela CRM. We've even added a sample import template at the bottom of this article, free to download and use!
A few things to note before you get started:
- We recommend importing your contact data to Keela first, before you import your donation data.
When donation records are imported after contacts, Keela will give you the option to merge these with your existing contacts in your Keela CRM during import, using our duplicate checking feature. This will create a complete contact record with both contact information and donation history.
If donations are imported without an existing contact record in Keela, Keela will create a separate contact record for each donation. As a result, you will see duplicate contacts in your contact database. If this happens, you can merge these duplicate contacts after import by using the Manage Duplicates tool.
- Keela's duplicate checking feature checks for duplicate contacts, but is not able to check for duplicate donations. Please import each unique donation record only once.
File Preparation Guidelines
Please review the guidelines below to learn how to successfully prepare your files for import. If you have questions or would like us to review your data before you import it, please contact us for assistance!
1. Gather your data
Many organizations have several sources of donation data - various spreadsheets, data stored in other CRMs, accounting software, etc. Good news - you can definitely import multiple files into Keela!
Migrating from another system? Check out our helpful guide on Exporting from a Third-Party System that will walk you through downloading your files from other systems.
Once you have your files, review them to ensure they contain accurate donation records that you want to bring into Keela. If you have other types of data (such as Volunteer records), see these articles for instructions for importing those once you're finished with donations.
2. Audit your data.
To ensure that your imported data in Keela is as accurate as possible, take a look to ensure that it is consistent within each column. For example, if the column header is “First Name”, you’ll want to make sure that column contains only first names - not last names, company names, phone numbers, etc.
The following sections (a and b) are copied from the Preparing your Contact Data for Import article. We recommend preparing your Donation records in the same manner as your Contact records, so that they can be successfully matched and merged during import.
a. 1 Contact Record = 1 Person
If you are storing data for multiple contacts in 1 contact record ("Mr. & Mrs. John and Jane Smith"). We recommend separating these into multiple contact records ("Mr. John Smith" and "Mrs. Jane Smith") to ensure that you are able to accurately report on your contacts.
To keep track of relationships between separate contacts, you can add them to a Household after import.
b. Create contacts for Organizations
To create a contact record for a company or other organization (an entity - not a person), make sure that you fill in Organization in the record, and leave all Name fields blank.
This will create a separate contact record for the entity, which will allow you to easily log donations and other records for it separately from people who might work for that entity.
To keep track of relationships between people and an entity, just give the contact records for the people the same Organization in your file. You'll be able to easily report on all contacts which have the same Organization name, whether they are entities or people.
In the example below, the yellow row is for an entity, "ABC Corp." and the blue rows are for employees of that entity.
3. Create 1 row per donation record
Prepare your file so that each donation has it's own row. This will allow Keela to create a separate record for each donation so you can report on them accurately. For donors that have made multiple donations over the years, that means there will be several rows for each person, like this:
4. Ensure each row has an email or name for matching
When you import your donation records, Keela will check to see if the donors already exist as contacts in Keela. If so, Keela match the donations to the existing contact records using our duplicate checking feature and allow you to merge them together.
In order for this to work, your donation sheet must have matching criteria, such as names and emails. Read more about how matching works here.
Note: If the donors on your donation sheet don't currently exist as contacts in Keela, Keela will create a separate contact record for each donation row. As a result, you will see duplicate contacts in your contact database. If you find duplicate records, you can merge them after import by using the Manage Duplicates tool.
5. Prepare columns for Field Matching
During the import process, the import wizard will ask you to assign each column in your file to a field in Keela. If you prepare your files so the header and data in each column corresponds with a Keela field, it will be easy to see which ones to match. A full list of Keela's standard fields is shown below, so that you can review, compare to the columns in your file and make the appropriate changes.
Depending on your data, you may also need to do some cleanup such as removing columns you don't need, adding missing columns, splitting data into multiple columns, or combining the data from multiple columns into a single column. If you're using Excel to prepare your data, you can find some helpful instructions for these functions in the Office Help portal here.
Note that unlike contacts, it's not possible to create custom fields for donation records. If you have data that does not belong in one of the fields below, we recommend storing this data in "Donation - Other Note".
|Field Name||Description||Formatting Notes||Formatting Example|
|Impact Area||The program or cause area that will benefit from the donation||Free form text||Plant A Tree|
|Associated Campaign||The campaign or event that resulted in the donation. Note that when imported, these Campaigns will be created in Keela if they don't already exist.||Free form text||2018 Fundraising Gala|
|Donation Sources||The source attributed to the donation||Free form text||Wilford Foundation Trust|
|Contact - ID||Keela's unique ID for existing contacts (used for matching purposes only)||When importing new data for contacts that already exist in Keela, you can add the Contact ID to your file to allow Keela to easily match the new data with the existing record (one of several matching methods available). The Contact ID can be found on the Contact's profile in Keela.||NFDM8KXX4mvm2GsRP|
|Donation - ID||Your receipt number or internal reference number||Free form text||KL123456|
|Donation - Type||The type of donation. Note this varies depending on your country.||
Accepted values for AU: Money, In-Kind, Securities
Accepted values for CA: Money, In-Kind, Securities
Accepted values for US: Money, In-kind Service, In-kind Good: Automobile, In-kind Good: Other, Securities
|Donation - Payment Method||The payment method for the donation||Accepted values: Cash, Check/Cheque, Credit Card, Online, Stripe, PayPal, Other||Cheque|
|Donation - Total Amount/Value||The total amount of the donation||With or without currency sign or decimals (e.g. 200, 200.00, $200.00)||$200.00|
|Donation - Currency||The currency of the donation||Accepted values: USD, CAD, AUD, EUR, GBP||USD|
|Donation - Description (Non-Monetary Donations)||The description of the donation. Note, this applies to donations with a non-monetary "Donation - Type" only.||Free form text||2x hockey tickets|
|Donation - Date||The date of the donation||See accepted date formats listed in the next section. Note that only accepted formats should be imported.||2018-06-30|
|Donation - Check/Cheque Number||The check/cheque number (if applicable)||Free form text||1234|
|Donation - Other Note||Any additional information for this donation record||Free form text||Example notes|
|Donor - Full Name||The donor's full name|| Use this field if your contact's first, middle and last name are in a single column, like the example on the right.
If the name is separated into different columns in your file, use the separate name fields below instead.
|John Michael Smith|
|Donor - First Name||The donor's first name||John|
|Donor - Middle Name||The donor's middle name||Michael|
|Donor - Last Name||The donor's last name||Smith|
|Donor - Suffix||The donor's suffix||Jr.|
|Donor - Organization||The organization this donation is affiliated with||ABC Corporation Inc.|
|Donor - Primary Email||The primary email address for the email@example.com|
|Donor Address - Full||The donor's address||Use this field if your contact's full address is in a single column, like the example on the right.
If the address is separated into different columns in your file, use the separated fields below instead.
|1234 Main Street, Unit 101, New York City, NY USA 10001|
|Donor Address - Street||The street portion of the donor's address||1234 Main Street|
|Donor Address - Unit||The unit portion of the donor's address||Unit 101|
|Donor Address - City||The city portion of the donor's address||New York City|
|Donor Address - State/Province||The state or province portion of the donor's address||NY|
|Donor Address - Country||The country portion of the donor's address||USA|
|Donor Address - Postal/Zip||The postal or zip portion of the donor's address||10001|
|Appraiser - Full Name||The name of the appraiser. Note, this applies to donations with an advantage/benefit only.||Jessica Stewart|
|Appraiser - Full Address||The appraiser's address. Note, this applies to donations with an advantage/benefit only.||1001 S. Commercial Way, New York City, NY, USA 10001|
|Advantage/Benefit - Total Amount/Value||The amount of the advantage/benefit. Note, this applies to donations with an advantage/benefit only.||$50.00|
|Advantage/Benefit - Currency||The currency of the amount of the advantage/benefit. Note, this applies to donations with an advantage/benefit only.||USD|
|Advantage/Benefit - Description||The description of the advantage/benefit. Note, this applies to donations with an advantage/benefit only.||2018 Fundraising Gala Dinner|
5. Convert donation dates into an accepted format
Please ensure your donation dates match one of the accepted formats below. Dates in other formats will not be rendered accurately in Keela.
- 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)
- 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
- August 5
To separate the day, month and year in your dates, you may use any of the following separators:
- Dash: "-" Example: "2018-01-31"
- Forward slash: "/" Example: "2018/01/31"
- Period: "." Example: "2018.01.31"
- Comma: "," Example "2018,01,31"
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)
6. Save your file in CSV format
Keela accepts only CSV (Comma Separated Values) files for import. If you're working with a different file type, such as XLS, you can save your file to CSV format using Excel, Numbers, Google Sheets or other spreadsheet programs. Just look for the "Save As" or "Export" function in your spreadsheet program to find the option to save it as a CSV.
Note: If your file contains any special characters such as è (example: Applè; Beär; Cæser), we recommend saving your file as a CSV using UTF-8 encoding. This will ensure that these special characters do not lose their formatting when converted to CSV.
Once you save your file as a UTF-8 CSV, Please make sure that you re-open and check your CSV file to ensure that all of the characters appear correctly, prior to importing.
7. Import your files into Keela.
Once you’ve successfully completed the steps above, you’re ready to import your data!
Want us to review your file before you import it? We'd be happy to! Just email your file to firstname.lastname@example.org and request a data review.
Importing Donations into Keela
1. Choose a File to Import
To open the import wizard, navigate to Contacts in the left sidebar, click on the (+) icon in the top-right corner and select Import Donations from the menu.
Click on Choose File to find and select your CSV file. Once the file loads, you'll automatically be taken to the next step.
2. Match Columns to Fields
The import wizard will display the columns from your file.
1) Be sure to toggle on the switch for File contains column titles to see your column headers if your file has them - this will ensure that your column headers don't get imported.
2) Use the Select boxes to match each column from your CSV file to the corresponding field in Keela. Make sure to scroll to the right to see all of your columns!
Done matching fields?
Each column will turn blue when it has been successfully matched. Once you're satisfied with your matches, click the Next button.
3. Adjust import settings
On the last step, the import wizard will give you the option of associating your donations with existing contact records via:
- Contact ID (always selected)
- Donor's Email Address (always selected)
- Donor's Contact or Organization Name
Unless all of the donation records in the file have a Primary Email Address or a Keela Contact ID, we recommend checking the Donor's Contact or Organization Name box to allow Keela to find duplicates based on those fields as well.
See this article for full details about how Keela checks for duplicate contacts during your import.
4. Import and confirm
When you're ready, click the Submit button to import your file. Importing usually takes just a few moments, but can take up to several minutes for large files.
Once your import is completed, review your data in Keela to confirm that everything is appearing as expected. You can confirm your data by clicking on a few of the records for the contacts you imported and review their Donations tab to confirm that data is appearing as expected.
Everything looking good?
Congrats, you've successfully imported your Donation data into Keela!
If you have more data to add to your contact records, such as their volunteering history, you can now proceed with importing those files. See these articles for instructions.
Data not appearing as expected?
Sometimes you might accidentally import data into the wrong field. If this happens, you have several options to fix it.
1. Manually edit or delete donations
If there are just a few things to change, you can open each donation record and click on the gear icon to access the "Edit" button.
If you'd like to delete the donation record and re-create it, you can find the "Delete" option under the gear icon.
2. Request mass import deletion
If you've found many issues with your donation data, and want to remove it completely and start over, you can contact us and request that the import be deleted. We will need the following information to proceed:
1. The approximate date/time the file was imported
2. The file that was imported
3. Permission to access your account data
Please note that deleting all records from an import requires the assistance of our development team, and may take several days depending on work volume.
Have any additional questions about importing data? Just get in touch! We're happy to help.
Sample Import Template: