Sponsorship Import

REACH provides a way for nonprofits to import their sponsorship through our Data Import tool.

The Data Import tool will allow an organization to import sponsorships, supporters (donors) and donation history for your supporters from your current system. This is particularly helpful for organizations that have been tracking sponsorships through another system.

We do offer help with your imports using our Retainer Service. Contact us for an estimate of hours based on the size of import. Please allow 30-60 days for completion.  

Note: When first importing information into REACH, the order of your imports should be: Sponsorships, Supporters and then Donation History. The imports will build on each other. You will use the permalinks created by the Sponsorship Import to connect Supporters with existing Sponsorships. You will use the permalinks created by the Supporter Import to link Donation History to a Supporter.  

Before Importing Sponsorships

You will need to fully set up your program in REACH prior to import, including your custom fieldssponsorship types and share types, as these will be included in your import template.

If you have photos or images you would like to attach to your sponsorships for their primary image, you might import those images first, and then include the file names in the sponsorship import as directed in the import template. See Sponsorship Images Import.

 Notes:

  • We recommend completing a test import with just a few sponsorship records. With the test import completed, you can see firsthand where each data field maps to and fix any errors accordingly before importing all of your records.
  • We suggest you limit each file to 2,000 records or under. If you have over 2,000 records, simply build additional spreadsheets in increments of 2,000 records. 
  • The imported file needs to be in standard Comma Separated Values .csv file format (not CSV UTF-8). If you are using Excel on a Mac, the format to choose when saving is listed under the specialty formats, not the common formats.

Preparing your Data

  • Go to Data Setup > Data Import/Export
  • Click the Sponsorship Import Template to download the template. *Note: Depending upon the version of Excel you have, you may receive a potentially corrupt notification for the .XML import template. The file is not corrupt and is ok to download and open. 
  • The file downloaded will have two sheets included, the first one lists the column names and a description of what sponsorship data is needed in each column. The second sheet is where you can enter your data for the import.  
  • Enter your data in the second sheet.
  • There are two required fields: the title (name of the sponsorship) and the sponsorship_type_id (correlates with the sponsorship types you have set up). The title field will be used by the system to create a unique permalink for your sponsorships.
  • See the article on Inactive Sponsorships to review Hidden, Graduated, and Disabled.
  • Delete any empty rows from your spreadsheet. This will save time during the import process. Empty columns should not cause a problem. 

Importing your Data

  • Once your file is ready, save as .CSV (Comma Separated Values)
  • Go to Data Setup > Data Import/Export
  • Under Import Type, select Sponsorships
  • Choose File
  • Click on the green Import Data button

The import job will be added to the queue and should not take long to complete unless you have several other jobs also running in the background. Any errors from your import will be flagged with a red caution button. Click the button to review your errors. 

Common errors include:

  • Spelling
  • Capitalization
  • Allowable field words

To resolve, correct any errors in your import template data sheet, then repeat the import steps.

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