To learn the basics of Importing Data into GoodCRM, check out The Import Data Tool.
This video looks at importing Programmes, Projects, Events and linking Event Participants.
Preparing your data
We are going to be using three key spreadsheets, one for Programmes, one for Projects and one for Events. Let’s look at a few lines from each:
Programmes spreadsheet:
The Programmes spreadsheet is very simple, it just contains the name of your Programme – you can of course import any number of columns, see The Import Data Tool for more information.
Projects spreadsheet
The Projects spreadsheet contains the name of the Project, the name of the Programme that the Project will be linked to and start and end dates for the project – these must be formatted YYYY-MM-DD to import correctly.
The name of the Programme must exactly match the name of the uploaded Programmes in order for them to connect properly.
Tip: You don’t need to connect via the Programme name, you can connect to any Programme field you’ve created that’s unique.
Events spreadsheet
The Events spreadsheet has the name of the Event, the name of the Project that the events will be connected to, a date field (formatted YYYY-MM-DD) and a list of email addresses of people already in the CRM who we want to add to our event.
Importing your data
Navigate to the Data Import Tool from the Tools & Settings area to begin uploading data.
1. Choose Tools & Settings from the top-right menu
2. Navigate to the Data Import Tool
3. Import your Programmes first
You can skip this step if the Programmes are already in your CRM.
Select Programmes as the type of data to import and find your Programmes spreadsheet and click on the Upload button.
4. Map the columns in your spreadsheet to the Custom Fields in your CRM
Use the drop down menus on the left hand side to match your GoodCRM custom fields to your uploaded columns. If you have included a header row, GoodCRM will attempt to match the fields for you, but it won’t always get this right, so please check!
Click Continue to complete the import process.
5. Check your upload confirmation
Following upload, the tool will confirm the number of records Added.
Import your Projects
You can skip this step if the Projects are already in the CRM.
1. In the Import Tool, choose Projects as your data type and select your Projects Spreadsheet, then click Upload.
2. Map the columns in your spreadsheet to the Custom Fields in your CRM
Use the drop down menus on the left hand side to match your GoodCRM custom fields to your uploaded columns.
To link your Project to its Programme, use the Connect to Programmes via: Programmes > Name option.
In our example, we’re connecting to the Programme via the Programme Name, you can choose any field you want to as long as it is unique.
Click Continue to complete the import process.
3. Check your upload confirmation
Following upload, the tool will confirm the number of records Added.
Import your Events
1. In the Import Tool, choose Events as your data type and select your Events Spreadsheet, then click Upload.
2. Map the columns in your spreadsheet to the Custom Fields in your CRM
Use the drop down menus on the left hand side to match your GoodCRM custom fields to your uploaded columns.
To link your Event to its Project, use the Connect to Projects via: Projects > Name option.
In our example, we’re connecting to the Project via the Project Name, you can choose any field you want to as long as it is unique.
3. Map your participants to your events
Next match your participants to your Project using the Connect to Participant via: People > Email field option, or choose the unique field you’re using to identify participants.
If your participants aren’t already in the system, import them first. You can also add them in bulk to events later if you prefer.
In our example, we’re connecting to the Participants via the Person's Email, you can choose any field you want to as long as it is unique.
Click Continue to complete the import process.
4. Check your upload confirmation
Following upload, the tool will confirm the number of records Added.
Reviewing the imported data
Head over to the Projects & Events section to see the data you’ve imported. At the top level we see our Programmes:
Click into a Programme to see its details, here is the Geek Girls programme we uploaded with our two Projects listed.
If we click into the Code Winter Project we can see two Events listed.
And if we click into the Events we can see the participants that have been added to it.
