Getting ready to migrate data from another system to Keela? In this article, we will talk about the first steps that you need to take to ensure that your data migration is successful.
If you need assistance at any point of this process, don't hesitate to reach out to the Customer Success team - we are here to help! We are also happy to review your data before you import it. You can reach us here.
If you don't have time to migrate your own data, or if you just want to leave it to the experts, our Professional Onboarding services may be right for you.
Introduction to Data Migration
Getting data from your current system
The first step to migrating your data is to export or download it from your current system. Please review our handy articles here to learn how to export your data.
About Keela's Data Types
There are four different types of data that can be imported into Keela:
- Contact Data (profiles that hold your donor's personal information)
- Donation Data (transaction records of donations you have received)
- Revenue Data (transaction records of non-donation funds (revenue) you have received)
- Volunteer Data (activity data of your volunteers' physical contribution to your organization)
All four types of data are stored in different areas of Keela and, as a result, must be imported on separate data spreadsheets.
Determining the types of data you have to import
The first thing you'll need to do is to determine what type of data you have. You will need a different CSV file for each type of data that you have to import. Use this table to confirm how many data spreadsheets you will need to prepare for import:
|Data||Contact Data||Donation Data||Volunteer Data||Revenue Data|
|Full Name of Contact||Yes||Yes||Yes||Yes|
|Primary Email Address||Yes||Yes||Yes||Yes|
|Additional Email Addresses||Yes|
|Primary Phone Number||Yes|
|Additional Phone Numbers||Yes|
|Primary Street Address||Yes||Yes||Yes||Yes|
|Secondary Street Address||Yes|
|Priority of Contact (1, 2 or 3)||Yes|
|Membership Start and End Dates||Yes|
|Donation Date, Amount and Currency||Yes|
|Impact Area, Campaign and Source||Yes||Yes||Yes|
|Donation Payment Method||Yes|
|Donation Appraiser Information||Yes|
|Volunteer Start and End Dates||Yes|
|Revenue Payment Method||Yes|
|Revenue Date, Amount and Currency||Yes|
|Revenue Description or Notes||Yes|
Quick Tip: Our preparation articles can give you more information about each type of data.
Deciding Which of Data to Keep
Before you prepare your data for import, take a moment to consider if there's information that you don't need to keep.
For example, lots of other donor management systems have their own internal identifying numbers, codes or dates that Keela won't use. You should keep only the information that you will find useful for your record keeping purposes.
By removing unnecessary data you'll save yourself time when it comes to preparing your spreadsheets.
When importing multiple spreadsheets into Keela, you can avoid ending up with duplicate contact records by using Keela's duplicate management tools. Learn more here.
Full Name or Address vs Separated Name or Address
When importing your Contacts' names and addresses, you have the option of combining the text into one column (blue) or parsing it into several different ones (green).
Although both options are available, our recommendation is to parse your data into separate columns wherever possible. This will assist with the auto-population of data from the Contact's profile to things like Donation Receipts and Smart Codes, helping to keep your processes as efficient as possible.
Here's how you can do this in Excel quickly and efficiently!
Storing Unique Data in Keela
Do you have data that doesn't readily fit into Keela's standard fields? Not to worry! You can create Custom Fields to store specific information about your contacts, or group your contacts together using Tags. Both Custom Fields and Tags can be used for reporting using our Analytics feature to easily find your contacts later.
Note: Custom Fields and Tags are available for Contact data imports only at this time.
Do your Contacts fit into separate groups that you'd like to keep track of? You can use our Tags feature to label these Contacts and easily locate and communicate with them.
Some examples of Tags that other users have added are:
- Major Donor
- Board Member
- Staff Member
- Event Attendee
About Custom Fields
Have data that doesn't quite fit in the standard fields? You can create unlimited Custom Fields to store additional Contact data. The import wizard will give you the option to create these custom fields during import if you haven't already created them in Keela.
To prepare your file, enter the name of the new field for your column header (e.g. "T-shirt Size") and the values for the field in the rows below (e.g. "Medium"). You'll see an option to create your new custom field during import.
The table below outlines the options for creating Custom Fields and offers guidelines for formatting your data.
|Type||Description||Option Formatting||Formatting Example|
|Multiple Select||A list where you can choose multiple options||Separate multiple options with a ";"||Red; Orange; Yellow|
|Single Select||A list where you can choose one option||Enter only one option per row||Red|
|Date & Time||A specific date (with or without time)||Standard date formats will be accepted (e.g. 01/31/1959, 1959-01-31, 31-Jan-1959)||2018-12-31 12:30:00 GMT+0900|
|Yes/No||A Yes or No question||Yes/No, Y/N, 1/0||Yes|
|Text||An open text field||Any data||Hello, here is some text!|
Quick Tip: When you're ready to begin, head over to our Preparing Your Contact Data for Import article to get started!