WayCool Software, Inc.

Start here for CoolFocus data migration: overview, flow, and links to plan, file prep, import wizard, and cleanup.

Migrating Data Into CoolFocus

Plan a migration: record types, import order, Source System name, create vs update, and who reviews results.

Prepare for a Data Migration

Use appointment location merge fields so reminders show only the address and phone for the location where the appointment is scheduled.

Appointment Reminder Data: Templates show only the selected location

Step-by-step import wizard: upload, map columns, match lookups, preview, background processing, and review.

Import Your Data

Best practices for sample imports, source IDs, dependency order, mapping templates, lookup cleanup, and update imports.

Importer Best Practices

Importing Contacts and Donors

How to map donor and gift IDs when importing donors first, then contributions or recurring gifts, using Source System and Donor Source Id.

Importing donors and contributions with source IDs

Use Actions → Import from the Time Sheets grid to add staff and volunteer hours from a CSV or Excel file.

Importing Time Sheets from a Spreadsheet

Use preview, issue downloads, skipped rows, import history, error reports, and re-run options to finish cleanup.

Fix Import Issues and Re-Run Rows

Format CSV/XLSX/XLS files: headers, one row per record, source IDs, lookup cleanup, and update-mode columns.

Prepare Your Import File

What Happens to Your CoolFocus 3 Data After Migration

Where Did My Phone Numbers Go? (CF3/CF4 Migration)

Jonathan Marbutt

Migrating Data

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Build your first workflow and watch it run end to end.

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Connect the tools your team already uses to bring data in.

Connect your stack

A quick lap of the product so you know where everything lives.

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