Preparing for Your Data Migration

If you're bringing donor and donation history into BetterUnite from another system, our team will guide you through the entire process. This article walks you through the three steps of a data migration engagement and explains exactly how to prepare your files so your import goes smoothly.

The Three-Step Process

Step 1: Intro Session

Your BetterUnite data migration specialist will schedule an introductory screen share with you — typically about an hour. In this session you'll review your current data together, talk through what needs to come over, and start mapping your fields to BetterUnite. Make sure you have access to your existing system and data during this call. If you need more time to gather your files, that's okay — your specialist will guide you through the preparation steps so you know what to do before the next session.

Step 2: Prepare Your Files

After the intro session, you'll clean up and organize your data files for import. Your specialist will tell you exactly what they need, and you can schedule a follow-up review session if you'd like a second set of eyes before submitting. See the Preparing Your Files section below for detailed instructions.

Step 3: Data Import

Once your files are ready and you give the green light, your specialist handles the import. By the end of this step, your donor records and donation history will be live in your BetterUnite account. Any additional data types (volunteers, in-kind gifts, etc.) can be discussed during your intro call.

Preparing Your Files

You'll typically provide two files: a Contacts file and a Donations file. Follow the guidance below for each.

Contacts File

Export all contacts from your current system — donors, board members, staff, vendors, and anyone else you want to bring over. Then tidy up the spreadsheet:

• Remove unused or blank columns — but do not delete any rows, even if you think there are duplicates. Your specialist will help you merge duplicates during review.
• Keep the Donor ID or Contact ID if your current system uses one. This is essential for accurately matching donations to contacts.
• Delete any calculated total fields (like "Total Donations 2024") — BetterUnite will rebuild these automatically from your Donations file.
• If you're unsure whether to keep a column, leave it in. You and your specialist can decide together.

The golden rule: delete columns, not rows.

Donations File

Export your full transaction history from your current system. Each row should represent one donation and include enough information to link it to a contact. At minimum, include one of the following:

• Donor ID (preferred — most accurate way to match donations to contacts), or
• First name, last name, and email address

A few other things to check before submitting:

• Payment Type column: The values in this column must match BetterUnite's accepted payment types. See the Data Import Fields guide for the full list. If the column is blank, BetterUnite will default to Check.
• Campaign mapping: Every donation must be linked to a campaign in BetterUnite.
  • If your current system doesn't use campaigns, your specialist will assign all donations to your default campaign.
  • If you want donations mapped to specific campaigns, create those campaigns in BetterUnite before submitting your file.
• Notes columns: You can include as many notes columns as you'd like. BetterUnite will automatically merge them into a single Notes field on import.
• Remove columns you don't need to keep the file clean, but again — don't delete rows.

What to Have Ready When You Submit

• A cleaned Contacts file with no deleted rows and the Donor/Contact ID preserved
• A Donations file where each row includes a Donor ID or first name, last name, and email
• Any campaigns you want donations mapped to already created in BetterUnite

Key Reminders

• Delete columns, not rows. Empty or duplicate rows can be cleaned up during review — deleted rows can't be recovered.
• When in doubt, leave it in. It's much easier to remove a column during review than to go back and re-export missing data.
• This is a great opportunity to clean and organize your data before it comes into BetterUnite.
• Once your files are ready, send them to your specialist and they'll take it from there.

Frequently Asked Questions

What types of data can be migrated?
Contacts and donation history are the most common. Additional data types — such as volunteers, pledges, or in-kind gifts — can be discussed with your specialist during the intro session.

What if my current system doesn't have a Donor ID?
That's okay. Your Donations file can match to contacts using first name, last name, and email address instead. Just make sure those fields are clean and consistent across both files.

Do I need to create campaigns in BetterUnite before submitting my Donations file?
Only if you want donations mapped to specific campaigns. If not, your specialist will assign them to your default campaign. If you do want specific mapping, create the campaigns in BetterUnite first so your specialist can match against them.

What happens to duplicate contacts?
Don't delete duplicate rows from your Contacts file. Your specialist will identify and merge duplicates during the review process to make sure no records are lost.

How long does the import take once files are submitted?
Timeline varies based on file size and complexity, but your specialist will set expectations after reviewing your files. Most imports are completed within a few business days of receiving clean, ready files.

What if I'm not sure my Payment Type column is formatted correctly?
Check the Data Import Fields guide for the list of accepted values. If a row has a blank or unrecognized payment type, BetterUnite will default it to Check — your specialist can help you correct anything that needs updating before import.

Need Additional Help?

We're here to assist you in any way we can. Don't hesitate to reach out to support@betterunite.com

Let's go do some good.