Preparing Your Data for Import
File format:
Spreadsheet must be saved as a Microsoft Excel file in .XLSX format.
Worksheet containing the user data to be imported must be named “UserData“.
Worksheet Layout:
First row of the spreadsheet must contain the column headings. Start the user contact information on row 2.
Column heading names must be exactly as specified (and in the same order as) in the “Column Definitions” requirements (below).
Columns that your organization does not use must not be deleted from the spreadsheet.
Formatting:
Do not merge, filter, wrap or hide columns
Columns other than date columns must be formatted within Excel as “General”
All date columns must be consistently formatted; as our import software requires this before we can proceed with any data imports
For North America, please ensure your dates are all consistently formatted as MM/DD/YYYY (Month/Day/Year)
For UK/EU/AU/NZ, please ensure your dates are consistently formatted as DD/MM/YYYY (Day/Month/Year)
IMPORTANT: It is essential that any data to be imported conforms to the specifications listed above. Incomplete or improperly formatted data cannot be processed. All columns must be included (in the correct order) even if you do not use them.
Note: Importing of custom information (i.e. Custom Fields, Qualifications, General Interests, General Availability and Hours Log values) is subject to additional fees, as are subsequent “standard” imports. Please contact us if you wish for a quote on your custom import. When preparing a custom import file, please ensure that there is one row per user profile and the custom information is added in columns to the right of the “Status” column.
Sending us your Data
Let us know when your data import spreadsheet is ready. We will enable the Secure File Exchange to enable you to securely share import and results files. Once that is done, you can upload your spreadsheet by following the steps below: Go to: Configuration then click on “Secure File Exchange” found in the sidebar under Organization Settings
Click on the [Browse] button to select and upload your data import spreadsheet
Enter a description of your import in the “Description” field (example: you might want to let us know the desired language and username prefix here)
Click the [Submit] button. Better Impact staff will be alerted that your data import is ready to be processed
Once your data has been uploaded, you can download the results of the import (i.e. usernames and passwords that were generated) by following the steps below:
Go to: Configuration then click on “Secure File Exchange” found in the sidebar under Organization Settings
You will see the list of file names, descriptions, and the date they were uploaded
Mouse over the Options icon to the left of the results file
Select “Download”
All files in the Secure File Exchange are removed after 1 year. Download any files that you would like to retain.
Column Definitions
All columns listed below must be included in your spreadsheet. Columns where a value is required are marked with an asterisk (*).
Salutation: maximum 50 characters (e.g. Mr, Miss, Mrs, Ms, etc.)
*FirstName: maximum 50 characters (enter “please update” if the value is not known)
*LastName: maximum 50 characters (enter “please update” if the value is not known)
MiddleName: maximum 50 characters
Suffix: maximum 50 characters
Pronouns: maximum 50 characters
LegalFirstName: maximum 50 characters
*AddressLine1: maximum 50 characters (enter “please update” if the value is not known)
AddressLine2: maximum 50 characters
*City: maximum 50 characters (enter “please update” if the value is not known)
*Province (Canada), State (USA, Australia, New Zealand, Mexico) or County (UK, Ireland): use the appropriate code for the province/state/county (see section below for a list of codes) (enter “please update” if the value is not known)
*Country: enter the correct country from the listing of countries (see section below for a list of countries) (enter “please update” if the value is not known)
*PostalCode (Canada), ZipCode (USA), PostCode (UK, Australia): maximum 50 characters (enter “please update” if the value is not known)
HomePhone: maximum 25 characters, ONE phone number only (spaces permitted)
WorkPhone: maximum 25 characters, ONE phone number only (spaces permitted)
WorkPhoneExt: maximum 10 characters, numeric values only (no dashes, spaces or other characters)
CellPhone or MobilePhone: maximum 25 characters, ONE phone number only (spaces permitted)
EmailAddress: maximum 100 characters, ONE valid email address only
SecondaryEmailAddress: maximum 100 characters, ONE valid email address only
Birthday: consistently and fully formatted (month, day and year)
*DateJoined: consistently and fully formatted (month, day and year)
*Status: enter the correct profile status
Sample Spreadsheets for your Region
A sample spreadsheet for your region can be downloaded by clicking on the desired link below:
Enterprise Imports
If you are importing data for profiles in multiple organizations, you’ll need to include each organization’s name as a separate column immediately after the “Status” column.
Each profile in your import must belong to at least one organization (but can belong to multiple organizations)
To indicate that a profile is part of an organization, enter a “1” (or “X” or “Yes”) in the column corresponding to the organization to which they belong
Provinces, States, Counties
Below, you will find lists of the 2-3 character codes for the provinces/states/counties used in a data import.
Canada: Provinces and Territories
Canada: Provinces and Territories
AB – Alberta
BC – British Columbia
MB – Manitoba
NB – New Brunswick
NL – Newfoundland
NT – Northwest Territories
NS – Nova Scotia
NU – Nunavut
ON – Ontario
PE – Prince Edward Island
QC – Québec
SK – Saskatchewan
YT – Yukon Territory
Use ’00 if not known or not applicable.
USA: States
USA: States
AL – Alabama
AK – Alaska
AZ – Arizona
AR – Arkansas
CA – California
CO – Colorado
CT – Connecticut
DE – Delaware
DC – District of Columbia
FL – Florida
GA – Georgia
HI – Hawaii
ID – Idaho
IL – Illinois
IN – Indiana
IA – Iowa
KS – Kansas
KY – Kentucky
LA – Louisiana
ME – Maine
MD – Maryland
MA – Massachusetts
MI – Michigan
MN – Minnesota
MS – Mississippi
MO – Missouri
MT – Montana
NE – Nebraska
NV – Nevada
NH – New Hampshire
NJ – New Jersey
NM – New Mexico
NY – New York
NC – North Carolina
ND – North Dakota
OH – Ohio
OK – Oklahoma
OR – Oregon
PA – Pennsylvania
RI – Rhode Island
SC – South Carolina
SD – South Dakota
TN – Tennessee
TX – Texas
UT – Utah
VT – Vermont
VA – Virginia
WA – Washington
WV – West Virginia
WI – Wisconsin
WY – Wyoming
Use ’00 if not known or not applicable.
Australia: States and Territories
Australia: States and Territories
ACT – Australian Capital Territory
NSW – New South Wales
N T – Northern Territory
QLD – Queensland
SA – South Australia
TAS – Tasmania
VIC – Victoria
W A – Western Australia
Use ’00 if not known or not applicable.
New Zealand: States
New Zealand: States
Please use ’00 for the state field
Mexico States
Mexico States
MX01 – Aguascalientes
MX02 – Baja California
MX03 – Baja California Sur
MX04 – Campeche
MX05 – Chiapas
MX06 – Chihuahua
MX07 – Ciudad de México
MX08 – Coahuila
MX09 – Colima MX10 Durango
MX11 – Guanajuato
MX12 – Guerrero
MX13 – Hidalgo
MX14 – Jalisco
MX15 – Michoacán
MX16 – Morelos
MX17 – México
MX18 – Nayarit
MX19 – Nuevo León
MX20 – Oaxaca
MX21 – Puebla
MX22 – Querétaro
MX23 – Quintana Roo
MX24 – San Luis Potosí
MX25 – Sinaloa
MX26 – Sonora
MX27 – Tabasco
MX28 – Tamaulipas
MX29 – Tlaxcala
MX30 – Veracruz
MX31 – Yucatán
MX32 – Zacatecas
England: Counties
England: Counties
E01 – Avon
E02 – Bedfordshire
E03 – Berkshire
E04 – Buckinghamshire
E05 – Cambridgeshire
E06 – Cheshire
E07 – Cleveland
E08 – Cornwall
E09 – Cumberland
E53 – Cumbria
E10 – Derbyshire
E11 – Devon
E12 – Dorset
E13 – Durham
E14 – East Sussex
E15 – Essex
E16 – Gloucestershire
E54 – Greater Manchester
E17 – Hampshire
E18 – Herefordshire
E19 – Hertfordshire
E20 – Huntingdonshire
E21 – Isle of Wight
E22 – Kent
E23 – Lancashire
E24 – Leicestershire
E25 – Lincolnshire
E56 – London
E26 – Merseyside
E27 – Middlesex
E28 – Norfolk
E29 – Northamptonshire
E30 – Northumberland
E31 – North Humberside
E32 – North Yorkshire
E33 – Nottinghamshire
E34 – Oxfordshire
E35 – Rutland
E36 – Shropshire
E37 – Somerset
E38 – South Humberside
E39 – South Yorkshire
E40 – Staffordshire
E41 – Suffolk
E42 – Surrey
E43 – Sussex
E55 – Tyne and Wear
E44 – Warwickshire
E45 – West Midlands
E46 – Westmorland
E47 – West Suffolk
E48 – West Sussex
E49 – West Yorkshire
E50 – Wiltshire
E51 – Worcestershire
E52 – Yorkshire
Use E00 if not known or not applicable.
Scotland: Counties
Scotland: Counties
S01 – Aberdeenshire
S02 – Angus/Fofarshire
S03 – Argyllshire
S04 – Ayrshire
S05 – Banffshire
S06 – Berwickshire
S07 – Buteshire
S09 – Caithness
S10 – Clackmannanshire
S08 – Cromartyshire
S11 – Dumfries and Galloway
S12 – Dunbartonshire
S35 – Dundee
S36 – East Ayrshire
S37 – East Dunbartonshire
S13 – East Lothian
S38 – East Renfrewshire
S39 – Edinburgh
S40 – Falkirk
S14 – Fife
S41 – Glasgow
S42 – Highland
S43 – Inverclyde
S15 – Inverness-shire
S16 – Kincardineshire
S17 – Kinross-shire
S18 – Kirkcudbrightshire
S19 – Lanarkshire
S20 – Midlothian
S21 – Morayshire
S22 – Nairnshire
S44 – North Lanarkshire
S23 – Orkney
S24 – Peeblesshire
S25 – Perthshire
S26 – Renfrewshire
S27 – Ross-shire
S28 – Roxburghshire
S45 – Scottish Borders
S29 – Selkirkshire
S30 – Shetland
S46 – South Ayrshire
S47 – South Lanarkshire
S31 – Stirlingshire
S32 – Sutherland
S48 – West Dunbartonshire
S33 – West Lothian
S49 – Western Isles
S34 – Wigtownshire
Use E00 if not known or not applicable.
Wales: Counties
Wales: Counties
W01 – Anglesey
W28 – Blaenau Gwent
W02 – Brecknockshire
W14 – Bridgend
W03 – Caernarfonshire
W15 – Caerphilly
W16 – Cardiff
W05 – Cardiganshire
W04 – Carmarthenshire
W17 – Ceredigion
W18 – Conwy
W06 – Denbighshire
W07 – Flintshire
W19 – Gwynedd
W09 – Merioneth
W20 – Merthyr Tydfil
W10 – Monmouthshire
W11 – Montgomeryshire
W21 – Neath Port Talbot
W22 – Newport
W12 – Pembrokshire
W23 – Powys
W13 – Radnorshire
W24 – Rhondda Cynon Taff
W25 – Swansea
W26 – Torfaen
W08 – Vale of Glamorgan
W27 – Wrexham
Use E00 if not known or not applicable.
Northern Ireland: Counties
Northern Ireland: Counties
NI1 – Antrim
NI2 – Armagh
NI4 – Down
NI5 – Fermanagh
NI3 – Londonderry
NI6 – Tyrone
Use E00 if not known or not applicable.
Republic of Ireland: Counties
Republic of Ireland: Counties
R01 – Antrim
R02 – Armagh
R03 – Carlow
R04 – Cavan
R05 – Clare
R06 – Cork
R07 – Derry
R08 – Donegal
R09 – Down
R10 – Dublin 01
R11 – Dublin 02
R12 – Dublin 03
R13 – Dublin 04
R14 – Dublin 05
R15 – Dublin 06
R16 – Dublin 06W
R17 – Dublin 07
R18 – Dublin 08
R19 – Dublin 09
R20 – Dublin 10
R21 – Dublin 11
R22 – Dublin 12
R23 – Dublin 13
R24 – Dublin 14
R25 – Dublin 15
R26 – Dublin 16
R27 – Dublin 17
R28 – Dublin 18
R29 – Dublin 20
R30 – Dublin 22
R31 – Dublin 24
R32 – Dublin County
R33 – Fermanagh
R34 – Galway
R35 – Kerry
R36 – Kildare
R37 – Kilkenny
R38 – Laois
R39 – Leitrim
R40 – Limerick
R41 – Longford
R42 – Louth
R43 – Mayo
R44 – Meath
R45 – Monaghan
R46 – Offaly
R47 – Roscommon
R48 – Sligo
R49 – Tipperary
R50 – Tyrone
R51 – Waterford
R52 – West Meath
R53 – Wexford
R54 – Wicklow
Use E00 if not known or not applicable.
Country Names
Below, you’ll find country names you can use in a data import.
The following is a list of valid country names that can be included in a data import. Exact matches are required. Use “USA” for “United States of America” and “United Kingdom” for “England”, “Scotland”, “Wales” or “Northern Ireland”.
Country Names
Country Names
AFGHANISTAN
ALBANIA
ALGERIA
AMERICAN SAMOA
ANDORRA
ANGOLA
ANGUILLA
ANTARCTICA
ANTIGUA
ARGENTINA
ARMENIA
ARUBA
AUSTRALIA
AUSTRIA
AZERBAIJAN
BAHAMAS
BAHRAIN
BANGLADESH
BARBADOS
BELARUS
BELGIUM
BELIZE
BENIN
BERMUDA
BHUTAN
BOLIVIA
BOSNIA
BOTSWANA
BOUVET ISLAND
BRAZIL
BRUNEI DARUSSALAM
BULGARIA
BURKINA FASO
BURUNDI
CAMBODIA
CAMEROON
CANADA
CAPE VERDE
CAYMAN ISLANDS
CENTRAL AFRICAN REPUBLIC
CHAD
CHILE
CHINA
CHRISTMAS ISLAND
COCOS ISLANDS
COLOMBIA
COMOROS
CONGO
COOK ISLANDS
COSTA RICA
COTE D’IVOIRE
CROATIA
CUBA
CYPRUS
CZECH REPUBLIC
DENMARK
DJIBOUTI
DOMINICA
DOMINICAN REPUBLIC
ECUADOR
EGYPT
EL SALVADOR
EQUATORIAL GUINEA
ERITREA
ESTONIA
ETHIOPIA
FALKLAND ISLANDS
FAROE ISLANDS
FIJI
FINLAND
FRANCE
FRENCH GUIANA
FRENCH POLYNESIA
GABON
GAMBIA
GEORGIA
GERMANY
GHANA
GIBRALTAR
GREECE
GREENLAND
GRENADA
GUADELOUPE
GUAM
GUATEMALA
GUERNSEY
GUINEA
GUINEA-BISSAU
GUYANA
HAITI
HONDURAS
HONG KONG
HUNGARY
ICELAND
INDIA
INDONESIA
IRAN
IRAQ
IRELAND
ISLE OF MAN
ISRAEL
ITALY
JAMAICA
JAPAN
JERSEY
JORDAN
KAZAKHSTAN
KENYA
KIRIBATI
KOREA
KUWAIT
KYRGYZSTAN
LAO
LATVIA
LEBANON
LESOTHO
LIBERIA
LIECHTENSTEIN
LITHUANIA
LUXEMBOURG
MACAU
MACEDONIA
MADAGASCAR
MALAWI
MALAYSIA
MALDIVES
MALI
MALTA
MARSHALL ISLANDS
MARTINIQUE
MAURITANIA
MAURITIUS
MAYOTTE
MEXICO
MICRONESIA
MOLDOVA
MONACO
MONGOLIA
MONTSERRAT
MOROCCO
MOZAMBIQUE
MYANMAR
NAMIBIA
NAURU
NEPAL
NETHERLANDS
NEW CALEDONIA
NEW ZEALAND
NICARAGUA
NIGER
NIGERIA
NIUE
NORFOLK ISLAND
NORTHERN MARIANA ISLANDS
NORWAY
OMAN
PAKISTAN
PALAU
PANAMA
PAPUA NEW GUINEA
PARAGUAY
PERU
PHILIPPINES
PITCAIRN
POLAND
PORTUGAL
PUERTO RICO
QATAR
REUNION
ROMANIA
RUSSIAN FEDERATION
RWANDA
SAINT KITTS AND NEVIS
SAINT LUCIA
SAMOA
SAN MARINO
SAUDI ARABIA
SENEGAL
SERBIA
SEYCHELLES
SIERRA LEONE
SINGAPORE
SLOVAKIA
SLOVENIA
SOLOMON ISLANDS
SOMALIA
SOUTH AFRICA
SPAIN
SRI LANKA
SUDAN
SURINAME
SWAZILAND
SWEDEN
SWITZERLAND
SYRIAN ARAB REPUBLIC
TAIWAN
TAJIKISTAN
TANZANIA
THAILAND
TOGO
TOKELAU
TONGA
TRINIDAD
TUNISIA
TURKEY
TURKMENISTAN
TURKS AND CAICOS ISLANDS
TUVALU
UGANDA
UKRAINE
UNITED ARAB EMIRATES
UNITED KINGDOM
URUGUAY
USA
UZBEKISTAN
VANUATU
VENEZUELA
VIETNAM
VIRGIN ISLANDS (USA)
VIRGIN ISLANDS (BRITISH)
WESTERN SAHARA
YEMEN
ZAMBIA
ZIMBABWE
Use “OTHER” if the country name is not known.
Module Profile Status Options
When performing a data import, we can import into different modules, depending on what you have purchased. Profiles for each module must be in separate spreadsheets or worksheets, formatted per the specifications. For each of the modules you have purchased, here are the list of statuses that can be specified for a profile.
Volunteer Profile Statuses
Volunteer Profile Statuses
Applicant
In Process
Accepted
Inactive – Short Term
Inactive – Long Term
Archived – Didn’t Start
Archived – Rejected
Archived – Dismissed
Archived – Moved
Archived – Quit
Archived – Deceased
Archived – Other
If the cell is left blank, “Accepted” will be used.
Client Profile Statuses
Client Profile Statuses
Applicant
In Process
Accepted
Inactive
Archived
If the cell is left blank, “Accepted” will be used.
Member Profile Statuses
Member Profile Statuses
Applicant
In Process
Accepted
Inactive
Archived
If the cell is left blank, “Accepted” will be used.
Donor Profile Statuses
Donor Profile Statuses
Prospect
Active
Inactive
Archived
If the cell is left blank, “Active” will be used.
Username Prefix
Usernames must be at least 6 characters in length. When the data import is performed, a prefix is assigned (example: “orgvol-“), followed by a unique sequential number (example: “101”) that is generated automatically. You can specify one prefix that you would like used in generating usernames for all of your users.
Language/Region
You can assign one default language to all profiles that will determine the display language for MyImpactPage.com menus and how dates and times will be displayed to users. If no language is specified, the default setting on the user’s computer will be used. Users can change this value without affecting you or any other user. Choices are:
English (Canada)
English (USA)
English (UK)
English (Australia)
English (New Zealand)
Français (Canada)
Español
Portuguese
Emailing People their Username and Password
Once the data has been imported, we’ll upload a results spreadsheet, into the Secure File Exchange, that contains the usernames and passwords that were created for your users.
In order to communicate that information to them (without sending them that spreadsheet), you can perform a “Mail Merge”. The components are:
Microsoft Outlook: to send the email
Microsoft Excel: the data import results spreadsheet
Microsoft Word: a document that contains the instructions you’d like to send them along with “Merge Fields” that look up the corresponding information in the spreadsheet
If you are not familiar with how to perform a Mail Merge, there is a useful article on the Microsoft support pages, as well as one on Google Workspace for Google/Gmail users, that explain how to do that.
Note: If you have manually created profiles for your users, you can generate a Personal Profile Export that contains their name, email address, username and any other relevant information. Since password information cannot be viewed or exported, you would need to create a column in the spreadsheet for the user’s password and enter it manually.