The CoolFocus Importer brings records from spreadsheets and older systems into the right list in CoolFocus. Use it to create new records, update existing ones, or move a phased migration forward with a clear review step before data is saved.
Open the list you want to import into, choose Actions, then Import. Import appears only where it is enabled for that record type and your role.
Start here: This article is an overview and map of the Migrating Data Help section. For spreadsheet formatting, see Prepare Your Import File. For the step-by-step wizard, see Import Your Data.
• Upload CSV, XLSX, or XLS files up to 100MB
• Download a starter template for the record type you are importing
• Create new records or update existing records
• Record the Source System (for example NeonOne, Bloomerang, or another legacy database)
• Map spreadsheet columns to CoolFocus fields with smart suggestions
• Save field mapping templates for repeat imports
• Match lookup values (funds, programs, roles, and similar) before the import runs
• Preview validation results, edit or skip rows, and download issue reports
• Watch progress while the import runs in the background
• Review import history, originals, mappings, imported/skipped/error rows, and re-run failed rows
1. Plan — decide which record types move first and who will review results (Prepare for a Data Migration).
2. Prepare the file — clear headers, one real record per row, keep source IDs (Prepare Your Import File).
3. Run a small sample — map columns, match lookups, and review the preview (Import Your Data).
4. Fix issues — correct the file or rows, then import the full set (Fix Import Issues and Re-Run Rows).
5. Review — check counts and a sample of records before the team relies on the data (Importer Best Practices).
Example: for donor and contribution history, import donors first. Use the same Source System name on later contribution imports so gift rows can match those donors. Keep original donor, contact, donation, and recurring-donation IDs when those files are part of the migration. Details: Importing donors and contributions with source IDs.
• Permission to import the record type you are working with
• A backup or export from the source system
• A small sample file for the first test import
• Agreement on which system is the source of truth during the migration
• A plan for reviewing imported records before the team uses them day to day
Tip: Treat the first import as a rehearsal. A 25-row sample usually reveals mapping, lookup, and formatting issues before they become painful in a full migration.
• Prepare for a Data Migration — plan order, source system name, create vs update, review owners
• Prepare Your Import File — clean spreadsheet format, headers, source IDs, lookup cleanup
• Import Your Data — upload through finish in the import wizard
• Fix Import Issues and Re-Run Rows — preview fixes, history, re-run failed rows
• Importer Best Practices — sample imports, templates, and habits that prevent rework
• Importing donors and contributions with source IDs — link gifts to donors across imports
• Importing Contacts and Donors — contacts/donors and household columns
• Importing Time Sheets from a Spreadsheet — Serve time sheets from CSV/Excel
• Prepare for a Data Migration
• Prepare Your Import File
• Import Your Data
• Fix Import Issues and Re-Run Rows
• Importer Best Practices
Plan a migration: record types, import order, Source System name, create vs update, and who reviews results.
Use appointment location merge fields so reminders show only the address and phone for the location where the appointment is scheduled.
