Utilize our Imports process to add or update a large batch of records. 

Navigate to to Data Setup > Data Import/Export > Imports tab.

On this page, all of your previously imported files will be listed. This will include: 

• File name
• Import Type:
  • Sponsorships, Sponsorship Album, Supporters, Donation History, Supporter Addresses, Supporter Email Addresses, Supporter Phone Numbers, Sponsorship Conversations, Supporter Notes, Messages, Products, Product Variants, Product Orders or any additional custom fields you have set up as Custom Tables
• Status of: 
  • Pending – the import of your data has been initiated but not yet completed
  • Matching – you must Match your Columns to complete the import of your data; and,
  • Complete – the data has successfully imported
• Uploaded date
• Uploaded By admin name
• Button to either:
  • Match Columns – click the button to match the data in your columns with the corresponding REACH fields
  • Download – download the import
  • View Errors – view any errors from your import and follow the instructions to correct them

Steps to Importing your File#

There are four steps to importing your files:

Step 1 – Prepare your file

Step 2 – Upload your file

Step 3 – Match your Imported Columns

Step 4 – Review your Imported Data

Step 1 – Prepare your file#

When initially transferring Sponsorship data into REACH, follow this sequence for imports: begin with Sponsorship Images, then move to Sponsorships, then Supporters, and Donation History (optional). This sequential order is crucial as each set of records builds upon the previous one.

You have the option to import by entering data into our predefined templates, or using your own data files. While our templates are recommended for simplified data matching, they are not mandatory.

To utilize our import templates, select from the dropdown menus labeled System Import Templates or Custom Table Import Templates to download the templates. Build your import files accordingly.

Import files must be in CSV, XLS, or XLSX format and should not exceed 2,000 lines. For Unicode character support (e.g., é or ñ), please use an XLS or XLSX file.

We advise starting with a test import of a few records to acquaint yourself with the process, verify that your field mappings are correct, and address any errors before proceeding with importing all your records.

Once your import file is ready, click on + New Import.

Step 2 – Upload your file#

On the + New Import screen, use the dropdown menu labeled Select Import Type to choose the type of data being imported (e.g., Sponsorships, Supporters, Donation History). 

For this example, we’ll choose Sponsorships.

Review the required and optional fields provided to ensure they are included in your import file. 

They will be shown once your Import Type has been selected as shown in the screenshot above when Sponsorships was chosen as the Import Type.

Use the Field Definitions tab in the REACH import template, or click on Show field definitions to view the required data. 

If the data does not match the criteria as provided in Field Definitions, make any necessary changes in your import file.

Then, click Browse to select and upload your import file.

Once confirmed, click Submit to initiate the import process.

Step 3 – Match Your Uploaded Data and Import#

If your import file was successfully uploaded, confirmation will appear in a green text box.

Required and optional fields are again specified. For more information, click Show field definitions. Required fields are also marked with (required) in the REACH Field column. 

Use the Import Data Column to match your imported data with the corresponding REACH Field. We’ve provided the initial Sample Row Data for matching purposes. 

After matching, click on Import Data.

If successfully matched, your import will begin processing as will be indicated in the green box. The Status will show the import is processing and the number of rows as completed.

If any columns were not matched correctly, the necessary corrections will be specified in red. If needed, make corrections in your import file, and return to Step 2.

You will receive an email once the import is complete, and confirmation will be displayed in a blue text box.

Step 4 – Review your Imported Data#

Once Completed, this page will show the:

• Import Type
• Status – that will update to Complete
• Uploaded date

Any additional errors will be shown. If they are shown now, the import has been completed, however these errors still remain. In most instances, this means the errors shown were not required for import.

Your imported records will be listed. In most imports, we provide you with a link to the imported record.

As you’ll see in our Sponsorships import example, you can click on the sponsorship’s title (ex: Arnold Smith, Charlie Tillery, Ellie Brown) to go directly to that record.