Import Custom Data

The ‘Import Custom Data’ feature in the Contacts module of Retention CRM allows you to efficiently integrate information about your association members from external sources (like spreadsheets or databases) into Retention CRM. This helps Associations, Chambers of Commerce and Nonprofits in effective contact management by streamlining data management and ensures you have up-to-date member details for effective communication and engagement.

General Functionality of ‘Import Custom Data’ Feature

1. Upload Data (Step 1 of 3)
   • Data Source: Leave this blank as you’ll be uploading a file directly.
   • Upload Data File: Click “Browse” to select your CSV file containing member data. Ensure it’s comma-separated and UTF-8 encoded for special characters.
   • Import Field Separator: Choose the comma (“,”) as it’s the most common separator.
   • Import Options:
     • Date Format: Select the format that matches your data (e.g., yyyy-mm-dd for December 25, 2023).
   • Saved Field Mapping: Leave this blank for the first import.

Using ‘Import Custom Data’ in Association Management

Let’s say your nursing association maintains a spreadsheet with member details, including:

• Name
• Email Address
• Phone Number
• License Number
• Membership Type (Registered Nurse, Licensed Practical Nurse, etc.)
• State of Practice

You want to import this data into Retention CRM to:

• Communicate membership renewals.
• Track continuing education credits.
• Organize events based on member interests and locations.

Using “Import Custom Data” in the Scenario

1. Upload Data:
   • Prepare a CSV file with the member data mentioned above.
   • Ensure it’s properly formatted with clear column headers.
2. Match Fields (Step 2 of 3):
   • Retention CRM will display the first few rows of your CSV data.
   • From the drop-down menus, match each column in your file with the corresponding Retention CRM field:
     • Name: “Contact Name”
     • Email Address: “Email” (Primary)
     • Phone Number: “Phone” (Primary)
     • License Number: Create a new custom field named “License Number” (explained later)
     • Membership Type: Create a new custom field named “Membership Type” (explained later)
     • State of Practice: Create a new custom field named “State of Practice” (explained later)
3. Preview (Step 3 of 3):
   • Review a sample of how the import will populate Retention CRM data.
   • Address any errors or inconsistencies.
   • If everything looks good, click “Import.”

Creating New Custom Fields

Since your data has fields not natively supported by Retention CRM (License Number, Membership Type, State of Practice), you’ll need to create custom fields:

1. Go to Retention CRM Admin > Customize Data and Screens > Custom Fields.
2. Click “Add Custom Field.”
3. Configure each field:
   • Field Name: “License Number,” “Membership Type,” and “State of Practice”
   • Data Type: Text (for License Number and State of Practice) or Select (for Membership Type) if you have predefined membership categories.
   • Where to Show: Select relevant locations where you want these fields to appear (e.g., contact information screens, membership forms).
4. Save each custom field.

Benefits for the Nursing Association

• Saves Time: Import data efficiently compared to manual entry.
• Reduces Errors: Ensures data accuracy and consistency.
• Improves Communication: Send targeted emails and organize events based on member information.
• Streamlines Operations: Manage member information and track engagement effectively.

More Use Cases for Associations

Track Member Preferences

Scenario: Your association wants to personalize communication and tailor member experiences based on individual preferences.

Custom Data: You create custom fields for interests (e.g., volunteering, advocacy, networking), preferred communication channels (email, phone, mail), or dietary restrictions for events (vegetarian, vegan).

Import Process: You gather this information through surveys, membership forms, or event registrations. This data can then be exported as a CSV file and imported using the Retention CRM Importer extension, associating it with the corresponding member contact records.

Benefits: By having this information readily available in Retention CRM, you can segment your member base for targeted communication, personalize event invitations based on interests, and accommodate dietary needs during events.

Manage Volunteer Skills and Availability

Scenario: Your association relies heavily on volunteers and needs to efficiently manage their skill sets and availability.

Custom Data: You create custom fields for volunteer expertise (e.g., graphic design, event coordination, fundraising), preferred days/times for volunteering, and any relevant certifications.

Import Process: You collect this data during volunteer sign-ups or through a dedicated volunteer application form. Export the data as a CSV file and import it using the Retention CRM Importer, linking it to the corresponding volunteer contact records.

Benefits: With this custom data, you can easily match volunteers with projects that suit their skills and availability. It also allows you to track volunteer certifications and identify training needs for your volunteer team.

Integrate Donation Data from External Platforms

Scenario: Your association uses a separate online donation platform besides Retention CRM.

Custom Data: You create custom fields in Retention CRM to capture specific donation details not readily available from the external platform, such as the donation designation (e.g., specific program support) or the motivation for giving (inspired by a specific campaign).

Import Process: Your online donation platform might offer an export option (often CSV) that includes basic donation information. You can customize this exported data to include your desired custom fields and then import it into Retention CRM using the Retention CRM Importer extension, associating it with the corresponding donor contact records.

Benefits: This allows you to maintain a comprehensive view of your donors’ giving history within Retention CRM, including their donation motivations and preferences. This data can be valuable for future fundraising efforts and donor stewardship.

By integrating member data from external sources, Associations, chambers and Non-profits can improve their overall member/donor/stakeholder experience and build stronger relationships with them.