TeamRaiser Batch Gift Uploads
To enter offline gift payment information into Luminate Online in bulk, create and upload a batch gift file.
Offline gifts are gifts that are received in hand or by postal mail. After uploading these gifts, you can combine these totals with online gift totals for complete TeamRaiser fundraising amount raised.
Before you process the upload file to registration or constituent records, you'll want to test the upload to view and resolve errors.
How do I create the batch gift file?You'll use a text editor (such as Notepad++) or spreadsheet application (such as Microsoft Excel) to enter offline payment information in a specific format. You'll save the file as a comma-separated value (CSV) file.
Tip: A sample file is available from the upload page to use as a model.
What fields are required?Each row of data must contain certain fields to process information into registration and constituent records, including:
TeamRaiser event name (EVENT_NAME)
--or--
TeamRaiser ID (FR_ID)
And a combination of:
Participant's first name (PART_FIRST_NAME)
Participant's last name (PART_LAST_NAME)
Participant's email address (PART_EMAIL)
To learn how the matching algorithm works so you can avoid creating duplicate records, see TeamRaiser Batch Gift Matching Logic
Use GIFT_ID to match unconfirmed gifts entered previously in the database and update their payment status to Confirmed.
Use TEAM_ID to credit a specific team for a gift given. If this column is blank, the gift is given directly to the event if the Allow Event Gift option is enabled. If this option is not enabled, an error is reported for this gift.
Use GIFT_CONFIRMED with a value of TRUE for any gift you want to confirm. If GIFT_CONFIRMED is not included, then all gifts in the upload default to FALSE or unconfirmed, and an administrator must confirm the gifts by clicking the Confirm link for each gift.
Note: If you use Organization Gifts, be aware that gifts from an organization cannot be soft credited to a participant or team with this TeamRaiser upload process. Organization Gifts require both a donor and organization, which this upload process does not support.
The columns available in the gift file include:
* = Required field
| Column Heading | 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 the system assigned to the TeamRaiser event
in which this participant is registered when the
event was created. The FR_ID can be left blank if the EVENT_NAME is provided. To locate the FR_ID to use in this column: Click Fundraising > TeamRaiser and look below the name of the TeamRaiser event in the TeamRaisers list. |
| EVENT_NAME | The Administrative Name
entered when the event was created, which can be different
than the public-facing name. The EVENT NAME can be left blank if the FR_ID is provided. To locate the Administrative Name to use in this column: (1) Click Fundraising > TeamRaiser and then click Edit from the Actions column of the event. (2) Locate the Administrative Name field on the page displayed. |
| 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 and gift is confirmed FALSE or left blank if payment has not been received When a gift in the database that is currently marked as FALSE or blank matches a gift in the upload file with the same GIFT_ID and value of TRUE, the system marks the gift Confirmed. If GIFT_CONFIRMED is not included, then all gifts in the upload default to FALSE or unconfirmed, and an administrator must confirm the gifts by clicking the Confirm link for each gift. |
| GIFT_ANONYMOUS | TRUE if the donor name should not be visible on honor rolls FALSE or (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 | The number string that identifies the check |
| BATCH_ID | Optional number string that identifies the batch group in which the information for this person was entered |
| RECEIPT_ID | Optional number and letter string that identifies the receipt number issued for the payment This column 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 CONS_ID for the existing TeamRaiser event participant receiving the soft-credit. The participant constituent ID is the same as the constituent ID. To locate the constituent ID: (1) Click Constituent 360 > Constituents. (2) On the Find Constituent page, enter details in the fields and click Find. (3) In the Constituent List search results, click View 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.
(2) On the Find Constituent page, enter details in the fields and click Find. (3) In the Constituent List search results, click View for the constituent. (4) In the Biographical Information in the Constituent Profile page displayed, locate the Member ID field. |
| PART_RACE_NUMBER (if enabled) | The race number assigned to this
participant. You can delete this column if none of the event
participation types have the Generate Increasing or Decreasing
Race Numbers event option enabled.
If you keep this column, it does not require a value. |
| PART_USERNAME | The user name with which the participant logs into their 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 TeamRaiser events 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 TeamRaiser events 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 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 assigned to the team that this participant formed or joined. The value entered must match a TEAM_ID that already exists in the database or an error will occur and the record will not be uploaded. The TEAM_ID can be left blank if the TEAM_NAME is entered. However, if this is an update to an existing participant registration, leaving both of these team fields blank will blank out any existing team in the current registration record. To locate the ID of a team: (1) Click Fundraising > TeamRaiser and then click Manage from the Actions column of the 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) The TEAM_NAME can be left blank if the TEAM_ID is entered. However, if this is an update to an existing participant registration, leaving both of these team fields blank will blank out any existing team in the current registration record. To display the list of existing teams: (1) Click Fundraising > TeamRaiser and then click Manage from the Actions column of the 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. Note: If you use Organization Gifts, be aware that gifts from an organization cannot be soft credited to a participant or team with this TeamRaiser upload process. Organization Gifts require both a donor and organization, which this upload process does not support. | |
| DONOR_CONS_ID | The number string number string that identifies an existing constituent record created when this person first interacted with the system. A registering participant may already have a CONS_ID (for example, made a donation or participated in a previous event). 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. Exception: If you are uploading all new participants who do yet exist in your Constituent360 database, you can delete this column and have a CONS_ID automatically generated and assigned in the new records after the upload. This column does not require a value and can be deleted from this upload file. To locate this 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 on the Constituent Profile page displayed, locate the Constituent ID field. |
| DONOR_MEMBER_ID | The number string that identifies an existing Member_ID defined for this person in their constituent record. 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 this ID for a person already in Constituent360: (1) Click Constituent 360 > Constituents. (2) On the Find Constituent page, enter details in the fields and click Find. (3) In the Constituent List search results, click View for the constituent. (4) In the Biographical Information on the Constituent Profile page displayed, locate the Member ID field. |
| DONOR_USERNAME | The string of numbers and letters that this participant must enter in the User Name field to log into their account. This column does not require a value and can be deleted from this upload file. If this participant has an existing constituent record and a user name value is entered here, the system will replace the existing user name in the constituent record with the value entered here. If this is a new constituent and no value is entered in this column (or the column is deleted), the system will assign the email address as the user name. |
| DONOR_PASSWORD | The string of numbers and letters that this participant must enter in the Password field to log into their account. This column does not require a value and can be deleted from this upload file. If this participant has an existing constituent record and a password value is entered here, the system does not replace the existing password in the constituent record with the value entered here. If this is a new constituent and no value is entered in this column (or the column is deleted), the system will assign a unique string as a password. |
| DONOR_EMAIL | The email address where this participant receives email messages. Email addresses may be required to create a new record or match an existing one. |
| DONOR_FIRST_NAME | The first name of the participant. Note that it is highly recommended to enter a First Name because TeamRaiser event configurations can allow more than one person to share an email address. |
| DONOR_MIDDLE_NAME | Optional information provided about the participant (such as a middle name, middle initial nickname, maiden name, family name, and so on). This column typically does not require a value. |
| DONOR_LAST_NAME | The last name of the participant. Note that it is highly recommended to enter a Last Name because TeamRaiser event configurations can allow more than one person to share an email address. |
| DONOR_STREET1** | Optional number and name of the street that the participant lists as a residence or where they will receive postal mail |
| DONOR_STREET2 | Optional additional address information (such as Apartment) |
| DONOR_CITY | Optional name of the city corresponding to the residence or postal mailing location |
| DONOR_STATE | Optional two-letter abbreviation corresponding to the state corresponding to the residence or mailing location |
| DONOR_ZIP | Optional ZIP or postal code corresponding to the residence or mailing location |
| DONOR_COUNTRY | Optional name of the country corresponding to the residence or mailing location |
| DONOR_PHONE | Optional ten-digit telephone number at which the person can be contacted |
| DONOR_OPT_IN | TRUE or blank if the participant should receive email and postal mail from your site FALSE if the participant does not automatically receive email and postal mail from your site Note: All participants 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. (3) Click the Local Companies tab (at the top of the page). (4) In the list, position your mouse over the Edit Company action of the company. (5) 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 Company: (1) Click Fundraising > TeamRaiser and click the Cross-Event Companies tab. (2) Click Edit from the Actions column of the National Company. (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). |
| 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) Click Fundraising > 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) Click Fundraising > 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 |
**Address fields for the UK are:
| DONOR_ADDRESS1 | Optional number and name of the street that the participant lists as a residence or where they will receive postal mail |
| DONOR_ADDRESS2 | Optional additional address information |
| DONOR_ADDRESS3 | Optional additional address information |
| DONOR_TOWN | Optional name of the town corresponding to the residence or postal mailing location |
| COUNTYDONOR_ | Optional name of the county corresponding to the residence or postal mailing location |
| DONOR_POSTCODE | Optional string that identifies the postal code corresponding to the residence or mailing location |
Review data to avoid common errors such as spacing and incorrect capitalization 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.