Import Tool Guide

The Import Tool allows you to bring new data into WeGive, update existing records, and bulk-tag supporters. This guide covers all import capabilities, field requirements, and best practices.

⚠ Important: We recommend importing no more than 50,000 records at a time for optimal performance. For larger datasets, split your file into multiple imports.

🚨 CRITICAL: Turn Off Triggered Messages Before Importing

Importing data can trigger automated messages (e.g., Donation Success, Recurring Donation Created) to be sent to your donors. Before running any import, navigate to Engagement > Triggers and pause all triggered messages. Re-enable them after your import is complete.

Accessing the Import Tool

1. Navigate to Data > Imports in your WeGive Dashboard

2. Click the "+" icon ("Start an Import")

3. Select your Import Action (Create, Update, or Tag)

4. Select the Object Type you want to import

5. Upload your .csv file and map fields

6. Confirm and run the import

Completed imports appear on the Data > Imports page where you can view status, download files, and manage results.

Related Guides:

• WeGive Implementation Guide – Set up your organization

• Data Migration Guide – Step-by-step migration from an unsupported CRM

Import Wizard Steps

The import wizard guides you through four steps:

Import Actions

Create

Use Create to add new records to WeGive. This is ideal for initial data migration or adding new supporters, donations, campaigns, and other records.

Update

Use Update to modify existing records. You must include a unique identifier field so WeGive can match records. The system will only update fields you include in your import file.

Tag

Use Tag to apply tags to existing Individual or Company Supporters in bulk. This is useful for segmentation and organizing your supporter base.

Supported Record Types by Action

Company Supporters

Company supporters represent organizations that donate to your nonprofit.

Required Fields

Available Fields

Name, Email, Email 2, Email 3, Do Not Contact, Mobile Phone Number, Address, Address 2, City, State, Zip, Country, Office Phone Number, Home Phone Number, Other Phone Number, Fax Number, Include Name, Include Profile Picture, Desktop Notifications, Mobile Notifications, Email Notifications, SMS Notifications, General Communication, Marketing Communication, Donation Update Receipts, Impact Stories Use of Funds, Birthdate, Notes, Neon ID, Salesforce ID, PlanningCenter ID, Virtuous ID, Custom ID, WeGive ID, Marketing Contact

Individual Supporters

Individual supporters represent people who donate to your nonprofit.

Required Fields

Available Fields

First Name, Last Name, Email, Email 2, Email 3, Do Not Contact, Mobile Phone Number, Address, Address 2, City, State, Zip, Country, Office Phone Number, Home Phone Number, Other Phone Number, Fax Number, Include Name, Include Profile Picture, Desktop Notifications, Mobile Notifications, Email Notifications, SMS Notifications, General Communication, Marketing Communication, Donation Update Receipts, Impact Stories Use of Funds, Birthdate, Notes, Neon ID, Salesforce ID, PlanningCenter ID, Virtuous ID, Custom ID, WeGive ID, Marketing Contact

Note: Importing a supporter with an existing email will not create a duplicate but will match the supporter based on email address.

Campaigns

Campaigns represent fundraising initiatives, events, or giving programs.

Required Fields

Available Fields

Slug, Name, Goal, Start Date, End Date, Neon ID, Salesforce ID, Virtuous ID, Custom ID, WeGive ID

Donations and Payments

Import historical transactions and donation records.

Required Fields

Available Fields

Amount, Description, Fee amount, Fee is Covered, Created At (UTC), Initiated At (UTC), Succeeded At (UTC), As Guest, As Anonymous, Tribute Name, Tribute Email, Tribute Message, Donor Email, Donor Custom ID, Recurring Plan Custom ID, Donor WeGive ID, Recurring Plan WeGive ID, Campaign WeGive ID, Designation WeGive ID, Fundraiser WeGive ID, Neon ID, Salesforce ID, PlanningCenter ID, Virtuous ID, Custom ID, WeGive ID

Designations

Designations are the funds or categories to which donations are assigned.

Required Fields

Available Fields

Name, Description, Salesforce ID, Code, PlanningCenter ID, Virtuous ID, Date, Custom ID, WeGive ID

Pledges

Pledges represent commitment plans from donors to give over time.

Required Fields

Installment Frequency Values

The Installment Frequency field must be one of these exact values:

• 1

• 4

• 8

• monthly

Available Fields

WeGive ID, Amount, Installment Frequency, Start Date, End Date, Donor Email, Donor Custom ID, Donor WeGive ID, Designation WeGive ID, Tax Deductible, Salesforce ID

Communication List Consents

Manage subscriber consent for your communication lists.

Required Fields

Subscribed Field Values

• 1 = subscribed

• 0 = unsubscribed

Available Fields

WeGive ID, Donor WeGive ID, Communication List WeGive ID, Subscribed

Recurring Plans

Import recurring donation plans for ongoing supporter commitments.

Note: Recurring Plans can only be created via import. Updates are not supported through the import tool.

Required Fields (Create Only)

Amount, Frequency, Start Date, and one of: Donor Email, Donor WeGive ID, or Donor Custom ID

Frequency Values

The Frequency field must be one of these exact values:

• Daily

• Weekly

• Every 2 Weeks

• 1st & 15th

• Monthly

• Quarterly

• Annually (or Yearly)

Available Fields

Amount, Frequency, Start Date, End Date, Status, Donor Email, Donor Custom ID, Donor WeGive ID, Designation WeGive ID, Campaign WeGive ID, Custom ID, WeGive ID, PlanningCenter ID, Virtuous ID

Date and DateTime Formatting

Proper date formatting is critical for successful imports. Use the following formats:

Important: Note the "T" between the date and time portions for DateTime fields. Do not use a space.

Managing Imports

After running imports, you can manage them from the Data > Imports page.

Imports Table Columns

• ID - Unique identifier for the import

• File name - Name of the uploaded CSV file

• Model - Record type (e.g., Individual, Pledge, Campaign)

• Action - Whether the import was a create (insert) or update

• Status - Pending, Completed, or Failed

• Successes & Errors - Count of successful and failed rows

• Created At - Timestamp of the import

Import Actions

From the Actions dropdown on any import record:

• Download Original File - Retrieve the CSV used for import

• Download Errors - See which rows failed and why

• Download Results - View what was successfully processed

• Tag Records - Apply a tag to all successfully imported records

Best Practices

1. Keep imports under 50,000 records - For larger datasets, split your file into multiple imports for optimal performance

2. Preview your CSV before importing - Ensure data is clean and properly formatted

3. Start with a test file - Import 1-2 records first to verify mappings are correct

4. Check date formats - Use YYYY-MM-DD for dates and include the "T" separator for datetimes

5. Include unique identifiers - For updates, always include a WeGive ID or other unique ID field

6. Review errors after import - Download the Errors file to identify and fix issues

7. Use filters in the Imports table - Filter by model, status, or action type to find specific imports

8. Tag records post-import - Use tagging for quick segmentation of imported data

Troubleshooting

Common Issues

Failed Import: Download the Errors file and check for missing required fields, incorrect data formats, or duplicate records.

Date Format Errors: Ensure dates use YYYY-MM-DD format and datetimes include the "T" separator (e.g., 2024-09-12T15:30:00Z).

Missing Donor Link: For Donations, Pledges, and Recurring Plans, you must include at least one donor identifier (Donor Email, Donor WeGive ID, or Donor Custom ID).

Boolean Field Errors: For fields like Do Not Contact, Marketing Contact, and Subscribed, use 1 for true/yes and 0 for false/no.

Frequency/Installment Errors: Ensure frequency values match exactly (e.g., "Monthly" not "monthly" for Recurring Plans, and "1", "4", "8", or "monthly" for Pledge Installment Frequency).