Why import data into Impact Stack?
We recommend importing the core details of existing supporters who are opted-in for email as a part of the onboarding process, though this can be updated later too. This has important benefits:
If you are using one of our email marketing tool integrations (e.g. MailChimp, dotdigital etc) then data will only sync across when Impact Stack knows that the supporter has an email subscription. If you don't import your supporters' opt-in information to Impact Stack when you onboard this means the integration will only work for people who opt in afresh when completing a form on Impact Stack. For all other supporters no data will be sent from Impact Stack to your email marketing tool, for example address information, donation information, segmentation tags as well as auto-complete fields like constituency. Not having this information in your email tool severely limits your segmentation and customisation options.
Correct data expiry
Having opt-in data in Impact Stack will make it easier for you to expire data in accordance with GDPR and good data management practices. If we don't know which of your supporters are opted in to receive communications we can't tell whose data to expire, or if we proceed with data expiry (at your instruction) you could lose data for active, opted-in supporters.
Remember, imported data will count towards your supporter count - your headline supporter count is used to determine your price bracket in our transparent pricing scale.
Importing data - what we need from you
One round of data import into Impact Stack is covered by your onboarding and set-up fee. After that, data imports can be done as routine billable support.
1/ Create your import file or files
We need one csv file for each of the lists/opt ins you want to import. If you just have one mailing list, with a global opt in, you’ll only need to provide one file. Please name this file after the newsletter list. If your organisation runs multiple lists or audiences (for example a main list, and a separate campaigning or fundraising list, with separately gathered consent), please provide these as separate files, with the name of the list as the filename.
As a minimum we need:
- First Name
- Last Name
- Email address
You can also add additional data if you have it, and would find it useful. For example, if you have information on the original recruitment source for these records, you can use it to populate the ‘Source’ field on the supporter record (eg 'FbAds421' or ‘website’), or you could add Tags. More on tags in Impact Stack here.
If you import records with a UK postcode, Impact Stack will automatically populate the supporter record with the Constituency name, MP name and UK nation (ie England, Wales etc). You can then map these fields to equivalent fields in your mailing system and use them for segmentation or merge purposes.
Unless you tell us otherwise though, we’ll give these records the tag ‘initial-import’ and populate the ‘Source’ field on the supporter record with ‘initial-import’.
2/ Share the files with us securely
Please share your import files with us securely by uploading them to the 'support' folder of your NextCloud secure file server, then notify email@example.com that you’ve done so. (Never send supporter data by an insecure method such as email.)
You can log in to NextCloud at https://files.impact-stack.org/login using the credentials we've provided - contact support if you need help.
If we have access to your email system (including rights to create an export) we can create the export files and import the data for you. You’ll just need to let us know which Lists/ Audiences you want to import, and any additional information, as described above.