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.
What the Importer helps with
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
How a successful migration usually flows
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.
Before you start
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.
Getting help with your migration
If you get stuck on mapping, lookup values, or a file that will not import cleanly, open the Help bubble and ask to talk to a person.
CoolFocus does not offer a live call to walk you through an import. For migrations that need more hands-on help, support can route your request to the Installation team, who follow up with your organization directly.
Articles in this section
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