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Uploading TeamRaiser Gifts in Bulk

To upload the information about offline gift payments received at your office and have them entered into the gift list of the appropriate participant or team (or to the event itself if allowed), you can upload a file in the comma-separated values (CSV or .csv) format that contains specific information about the gifts and donors. A sample file is provided for downloading to use as model for your gift upload files.

At upload time, you can specify options about processing the gift information, such as creating a constituent record for each new donor, simply recording the gift records, comparing IDs to existing unconfirmed gifts and confirming them instead of adding them as new gifts.

Before you actually process gifts into the system, you can test your upload file to determine and resolve any errors that may occur.

Click one of the following for more information about:

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Understanding the Gifts Upload File Format

Your Gifts Upload file must contain certain columns with valid values and others may be optional depending on settings in the TeamRaiser event configuration. Each row of your Gifts Upload file must contain a value in the FR_ID or EVENT_NAME to properly identify the TeamRaiser event to which the gifts were given. The row must also include the GIFT_AMOUNT.

 GIFT_IDs can be used to match unconfirmed gifts entered previously in the database and update their payment status to Confirmed.

PART_CONS_ID is required to properly record a gift given in support of a participant, or the TEAM_ID if the gift is in support of a team. If these columns are blank, the gift will be given directly to the event if the Allow Event Gift option is enabled. If this option is not enabled, an error will be reported for this gift.

You cannot change any soft credits with this upload file.

The following table lists all of the valid columns for this Upload file and any important notes about the values entered in them.

Note: For your convenience, you can access and download a sample CSV file to use as your guide. Refer to Downloading the Sample Gifts CSV File.

COLUMN DESCRIPTION
These first two columns provide information about the TeamRaiser event in which the gift was made. Only one of the values must be entered although both can be.
FR_ID The number string that defines the ID of the TeamRaiser for which the participant is registered. This ID was assigned to the TeamRaiser when it was created.

A value must be entered in the FR_ID column for each participant uploaded unless the EVENT_NAME is entered.

To locate the ID of the TeamRaiser event:
Click Fundraising > TeamRaiser and note the the FR_ID displayed below the name of the TeamRaiser event in the TeamRaisers list.
EVENT_NAME The Administrative Name of the TeamRaiser event for which the participant is registered. This name was entered by the administrator who created this TeamRaiser.

In some TeamRaisers, the Administrative Name is different than the Public Name displayed on TeamRaiser pages that site visitors and participants. The Administrative and Public Names may be the same, totally different, or similar but have spaces between words as well as additional words

A value must be entered in the EVENT_NAME column for each participant uploaded if the FR_ID is not specified.

To locate the Administrative Name to use in this column:
Click Fundraising > TeamRaiser > Edit (from the Actions column of the TeamRaiser event). The Administrative Name is listed on the Identify page that displays.
The following columns provide information about the gift itself:
GIFT_ID A unique string assigned to a gift.

The system uses this string to determine if a gift in the database with the payment status of Unconfirmed matches ID of a confirmed gift in the upload file and change the payment status to Confirmed.
GIFT_AMOUNT The monetary amount of the donation made. A value must be entered in this column or an error will occur.
GIFT_DATE The timestamp for the month, day, and year that this gift was received. If this column is blank (or, deleted), the system will assign the date on which this gift is uploaded
GIFT_CONFIRMED TRUE if payment has been received
FALSE or left blank if payment has not been received

If a gift in the database is currently marked as FALSE or blank that matches a gift with the same GIFT_ID in the upload file that has the TRUE value, the system will mark the gift Confirmed.
GIFT_ANONYMOUS TRUE if the donor name should not be visible on honor rolls
FALSE or left blank to allow the name to be visible
PAYMENT_TYPE cash to indicate a cash payment was received
check to indicate a check payment was received.

Note that a value is required in this field and that the word must be in lower case.
CHECK_NUMBER Lists the number on the check if a check was taken in payment
BATCH_ID Optional number string that identifies the batch group in which the information for this person was entered.
RECEIPT_ID The ID of the receipt. This column is optional and should almost always be left blank. It is used to hold the receipt PDF file name (a number) only in cases where a manually-uploaded receipt file exists and must be associated with the transaction.
SUPPRESS_AMOUNT TRUE to keep the gift amount from being displayed in lists and honor rolls
FALSE or blank to display the amount of the gift on honor rolls
The following 7 PART(icipant) columns provide information about the participant in whose support the gift was made. If the gift is made directly to a team, these columns may be left blank.
PART_CONS_ID The number string that defines this ID in the constituent record for this participant.

If a value is entered, it must match a CONS_ID that already exists in the database or an error will occur and the record will not be uploaded.

To locate the CONS_ID for a person already in Constituent360:
(1) Click Constituent 360 > Constituents.
(2) On the Find Constituent page, enter appropriate details in the fields and click Find.
(3) In the Constituent List search results, click the Edit icon for the constituent.
(4) In the Biographical Information in the Constituent Profile page displayed, locate the
      Constituent ID field.
PART_MEMBER_ID The number string that defines the Member ID of this participant if Member IDs are used by your organization. This may be helpful to match a previously uploaded constituent from an offline database.

If a value is entered, it must match a MEMBER_ID that already exists in the database or an error will occur and the record will not be uploaded.

To locate the MEMBER_ID for a person already in Constituent360:
(1) Click Constituent 360 > Constituents.
(2) On the Find Constituent page, enter appropriate details in the fields and click Find.
(3) In the Constituent List search results, click the Edit icon for the constituent.
(4) In the Biographical Information in the Constituent Profile page displayed, locate the
      Member ID field.
PART_RACE_NUMBER The race number assigned to this participant (if the Race Numbers option has been enabled for the Participation Type for which the participant has registered).

If any of your Participation Types have the Race Numbers option enabled, you must keep this column (although it does not have to contain values).
PART_USERNAME The user name with which the participant logs into their Convio account. This column does not require a value and can be deleted from this upload file.
PART_FIRST_NAME The first name of the participant. This value is typically required unless an Email address is not provided.

Note that it is highly recommended to enter a First Name this since many TeamRaisers are configured to allow more than one person to share an email address.
PART_LAST_NAME The last name of the participant. This value is typically required unless an Email address is not provided.

Note that it is highly recommended to enter a Last Name this since many TeamRaisers are configured to allow more than one person to share an email address.
PART_EMAIL The email address to which email can be sent to this participant.

Note that the email address is typically required by most organizations, but may also only be required if the First and Last Name of the participant is not listed.
The following 2 TEAM columns identify the team information for either a gift given directly to a team or the team membership for the participant in whose support the gift was given. Only one of the values must be entered although both can be.
TEAM_ID The number string that defines the ID for a team. This ID was assigned when the team was formed.

If the gift being uploaded is for a team, a value is required in this field. If the gift being uploaded is for a participant, this information is optional but will help identify the participant if their name is not unique.

If a value is entered, it must match a TEAM_ID that already exists in the database or an error will occur and the record will not be uploaded.

To locate the ID of a team:
(1) In the TeamRaisers list, click Manage from the Actions column of the TeamRaiser event.
(2) Click the Teams tab (at the top of the page).
(3) In the Teams list, locate the team and note the ID that displays below the team name.
TEAM_NAME The name of the team that this participant joined or created when they registered. If the value in this column does not match the name of a team that already exists, the system will create a new team.

Note that Team Names are case and space sensitive (that is, Team Blue, TEAM BLUE, TeamBlue, and Teamblue are considered different team names).

A value must be entered in the TEAM_NAME column for each participant uploaded if the TEAM_ID is not specified.

To display the list of existing teams:
(1) In the TeamRaisers list, click Manage from the Actions column of the TeamRaiser event.
(2) Click the Teams tab (at the top of the page).
The following DONOR columns provide information about the person who gave the gift. If the gift was given by a company, these columns may be left blank.
DONOR_CONS_ID The number string that defines this ID in the constituent record for this donor.

If a value is entered, it must match a CONS_ID that already exists in the database or an error will occur and the record will not be uploaded.

To locate the CONS_ID for a person already in Constituent360:
(1) Click Constituent 360 > Constituents.
(2) On the Find Constituent page, enter appropriate details in the fields and click Find.
(3) In the Constituent List search results, click the Edit icon for the constituent.
(4) In the Biographical Information in the Constituent Profile page displayed, locate the
      Constituent ID field.
DONOR_MEMBER_ID The number string that defines the Member ID of this donor if Member IDs are used by your organization. This may be helpful to match a previously uploaded constituent from an offline database.

If a value is entered, it must match a MEMBER_ID that already exists in the database or an error will occur and the record will not be uploaded.
 
To locate the MEMBER_ID for a person already in Constituent360:
(1) Click Constituent 360 > Constituents.
(2) On the Find Constituent page, enter appropriate details in the fields and click Find.
(3) In the Constituent List search results, click the Edit icon for the constituent.
(4) In the Biographical Information in the Constituent Profile page displayed, locate the
      Member ID field.
DONOR_USERNAME The user name that the donor needs to log into their Convio account. You can assign a user name here or have one automatically generated after the upload.

If a value is entered in this column, the system will overwrite any existing value in the constituent record with the new value.

If no value is entered (or you delete the entire column), the system will assign the email address as the username.

This column does not require a value and can be deleted from this upload file.
DONOR_PASSWORD The password string that the donor must use to log into their account.

If a value is entered in this column, the system does not overwrite any existing value in the constituent record with the new value.

If no value is entered (or you delete the entire column), the system will assign a unique string for this password.

This column does not require a value and can be deleted from this upload file.
DONOR_EMAIL The email address at which the donor can be sent email. This value is typically required by most sites.
DONOR_FIRST_NAME The first name of the donor. This value is typically required by most sites.
DONOR_MIDDLE_NAME Optional information provided about the donor (such as a nickname, maiden name, family name, and so on). This can be left blank.
DONOR_LAST_NAME The last name of the donor. This value is typically required unless an Email address is not provided.
DONOR_STREET1 Optional number and name of the street that the donor lists as a residence.
DONOR_STREET2 Optional additional address information about the residence.
DONOR_CITY Optional name of the city in which the residence is located.
DONOR_STATE Optional two-letter abbreviation for the state in which the residence is located.
DONOR_ZIP Optional ZIP or postal code in which the residence is located.
DONOR_COUNTRY Optional name of the country in which the residence is located.
DONOR_PHONE Optional ten-digit telephone number at which the person can be contacted.
DONOR_OPT_IN TRUE or blank if the donor should receive email and postal mail from your site.
FALSE if the donor should not automatically receive email and postal mail from your site.

Note: All donors whose email addresses are listed will still receive email autoresponders for actions taken for the event even if they are opted out.
DONOR_GENDER Male, Female, or can be left blank
The following three COMPANY columns provide information about company gifts and can be left blank if the gift is not a company gift.
DONOR_COMPANY_ID The ID generated when a company is created in the system. This value is required if the Company Name is not entered in the next column.

To locate the ID of a Local Company:
(1) Click Fundraising > TeamRaiser.
(2) Click Manage from the Actions column of the TeamRaiser event.
(2) Click the Local Companies tab (at the top of the page).
(3) In the list, position your mouse over the Edit Company action of the company.
(4) Near the middle of the string that displays in the status bar at the bottom of the page, locate the company_id. (You may have to maximize your browser window to see the entire string).

To locate the ID of a Company that Supports a National Team:
(1) Click Fundraising > TeamRaiser and  then click the Cross-Event Teams tab.
(2) Click Edit from the Actions column of the National Team.
(3) Near the middle of the string that displays in the status bar at the bottom of the page, locate the company_id. (You may have to maximize your browser window to see the entire string).

To locate the ID of a Company that Supports a Regional Team:
(1) Click Fundraising > TeamRaiser and then click the Cross-Event Teams tab.
(2) Click the Regional Teams tab.
(3) Click Edit from the Actions column of the Regional Team.
(4) Near the middle of the string that displays in the status bar at the bottom of the page, locate the company_id. (You may have to maximize your browser window to see the entire string).
DONOR_COMPANY_NAME The name of the company that is making the gift.
DONOR_COMPANY_GIFT_TYPE The type of gift being recorded.
The following DONOR column specifies if an alternate name (instead of the first and last name entered on the billing page) should display for this donation on any gift lists or honor rolls that show gift information
DONOR_RECOGNITION_NAME The name to display on the scrolling lists and honor rolls to identify the donor if they want to display something other than their first and last name (for example, a nickname or group, such as the Smith Family)
The following 6 ORDER columns are used for special eCommerce add-on products, such as luminaria sales. If you are not uploading this type of information, you can delete these columns.
ORDER_PRODUCT_ID The ID generated when the product was created. This value is required.

To locate the ID of a product:
(1) From Fundraising on the navigation bar, click eCommerce.
(2) In the Products list, click Edit from the Actions column of the product.
(3) In the string that displays in the status bar at the bottom of the page, locate the product_id. (You may have to maximize your browser window to see the entire string).
ORDER_STORE_ID The ID generated when the store containing the product was created.

To locate the ID of a store:
(1) From Fundraising on the navigation bar, click eCommerce.
(2) Click the Stores tab.
(3) In the Stores list, click Edit from the Actions column of the store.
(4) In the string that displays in the status bar at the bottom of the page, locate the store_id. (You may have to maximize your browser window to see the entire string).
ORDER_PRODUCT_PRICE The monetary amount that the donor is charged for the product purchased.
ORDER_TRIBUTE_TYPE The type of tribute made to the person being honored for the product purchased.
ORDER_TRIBUTE_NAME The first and last name of the person being honored for the product purchased.
ORDER_TRIBUTE_MESSAGE The message associated with the product purchased.

It is important to be sure data is entered properly to avoid common errors, such as spacing and capitalization errors that can cause:

  • The information in certain rows not to be uploaded or uploaded to the wrong event. If the FR_ID or EVENT_NAME does not exactly match an existing event, the information in the rows corresponding to the incorrect FR_ID or EVENT_NAME will not be uploaded, or uploaded to the wrong event.
  • The gift payment to be recorded as the default, cash. Payments made by check must be recorded as check in lowercase letters.
  • Misspellings of donor names as they appear in Honor Rolls on pages throughout the event.

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Downloading the Sample Gifts Upload CSV File

For your convenience, you can an access and download a sample CSV file to use as a model for entering columns of information in the appropriate format.

To download the Sample Gifts Upload CSV file:

  1. From Related Actions on the Upload List page, click Upload Gifts.
  2. On the Configure Parameters page, click Next.
  3. On the Upload File page, click the SampleGiftsUpload.csv link.
  4. Save the file that opens to your local computer with a meaningful name (for example, FunRun07_GiftUpload_Week3).

Note: If you have questions about new columns you are adding, contact Client Care.

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Set the Date Values for the Upload CSV File

The date values for the upload file must be set to the mm/dd/yyyy format within Microsoft Excel.

To format the date values in Microsoft Excel:

  1. Open the upload CSV file in Excel.
  2. Click the column letter above the cell for Gift Date to highlight the entire column. 
  3. Right-click the highlighted column and and select Format Cells....
  4. On the Numbers tab, click Custom from the Category list.
  5. In the Type field, enter mm/dd/yyyy.
  6. Click OK to reutrn to the spreadsheet.
  7. From the File menu, click Save As....
  8. For the Save as type field, select CSV (MS-DOS).
  9. Click Save. You return to the spreadsheet view.

Upload the Gifts File

Before you actually upload the file, you can select an option run a test upload on your gift file to determine if errors exist. After the errors are resolved, you can run the same upload process but without the test option checked.

To upload the file:

  1. On the TeamRaiser List page, click the Uploads tab.
  2. In the Related Actions on the Upload List page, click Upload Gifts.
  3. On the Configure Parameters page, for:
    1. Upload Name, enter a new label for this file to make it easier for administrators to identify it in the Upload List. If you do not enter a new label, the system will assign the timestamp that corresponds to the date and time you uploaded the file.
    2. Test Mode Only:
      • Click the checkbox to test the file without processing any gifts (recommended the first time after you create the file) and determine if any errors exist that you can fix.
      • Leave the checkbox blank (or, remove the checkmark if it is there) to upload and process the gift information into the system.
    3. New Contact Record Creation Allowed, remove the checkmark only if you do not want to create constituent records for the gift donors when the system cannot find a match to an constituent record.
    4. Event Gifts Allowed, leave the checkbox unselected if the system should return an error for any gift without a value in one of the participant, team, or company ID or NAME columns/ (Note: If gifts can be given directly to the event without being associated with a participant, team, or company, click this checkbox to have the system create the gift record.)
    5. Relaxed Duplicate Checking, leave the checkbox unselected unless your site has a method for reconciling duplicate gifts. For assistance with this setting, contact Client Care.
    6. Gift Confirmation, click the checkbox to have the system determine if it should confirm an existing unconfirmed gift when:
      • The GIFT_ID of a gift being uploaded in this file matches the GIFT_ID in an existing gift record.
      • The uploaded gift matches the amount, donor, and recipient (participant, team, or event) of an existing gift record without a GIFT_ID present.
    7. Address Matching Criteria, click the checkboxes of the fields that the system should use to determine if the gift donor exists in the database instead of creating a new record automatically.
  4. When you care finished, click Next.
  5. On Upload File page, to select the file to upload from your personal computer or shared network resource, click the Browse button, navigate to the file, and click the Open button.
  6. To verify the selected file is the correct one, click Preview and examine the first few lines of the file that display below the Preview button.
  7. If the file is:
    • The correct file, click Finish to upload it.
    • Not the file you intended to use, repeat the Browse step above.
  8. On the Upload List page, wait for a complete status to display (or leave the page and come back later if Uploads are scheduled tasks in your organization).
  9. To determine the number of gift records uploaded and if new constituents were created, click Review from the Actions column of the file.
  10. On the Upload Results page, examine the information.

If your uploaded file contains errors (for example, the Status is Complete with Errors), refer to the help topic about viewing and fixing upload file errors.

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