Migrate Data into GrantHub Pro – Foundant Technologies

Your profiles, grants, and financials data can be imported into your GrantHub Pro site. This can be done as you transition from another system or if you need to transfer data from spreadsheets into GrantHub Pro.

Each section of this article contains a link to the relevant import template, instructions for preparing the template with your data, and the steps to import the data into GrantHub Pro.

Profiles data includes the following:

Organization profiles
- Funders are profiles with the funder designation. This can be specified on the import template.
Household profiles
Individual profiles

Grants data includes the following:

Grant opportunities

Financials data includes the following:

Chart of accounts
Program services
Opportunity budgets
Revenue
Expenses

If you do not plan to import revenue and expenses, data imports can be done in any order.

If you do plan to import revenue and expenses, data from the other imports is required. Complete data imports in the following order:

Import profiles.
Import grant opportunities.
Import chart of accounts and program services.
Import revenue and expenses.
- Optionally import opportunity budgets.

It is recommended that each data import be tested in your Sandbox site before importing into your Live site. This allows you to check that the data looks as expected in GrantHub Pro and make any necessary adjustments. Contact Support with any questions throughout these steps.

If you have fewer than 20 items to import, it is recommended that you manually enter the data into your GrantHub Pro site rather than following the steps in this article.

Import Profiles Data

Organization, household, and individual profiles can be imported using the Profiles Import Template.

Prepare the Profiles Import Template

Open the Profiles Import Template.
Click File.
Click Save As.
Click Download a Copy and save a copy of the import template to your computer.
Open the saved copy of the import template.
Using the fields on the profiles Import Template section below as a reference, fill out the template with the data that you want to import into GrantHub Pro.
- This template contains three separate tabs: one for organization profiles, one for household profiles, and one for individual profiles.
- Delete the sample rows of data when you no longer need them for reference.

Fields on the Profiles Import Template

Custom fields can be created by adding each as a new column to the import template.

Custom fields can be in either a multi-select, single-select, date, or text box format.
For multi-select or single-select custom fields, the response options in the system are created by the response options entered on the import template.
- If a response option is not tied to a row of data on the import template, it will not be added to the system.
Once created, a custom field cannot be deleted but can be inactivated.
Any fields with a number located after it, e.g. "Phone Number 1," are fields that can be added multiple times to an import to allow for multiple data entries on a singular record. This is useful when a profile has multiple phone numbers, addresses, or email addresses.
- Additional fields should be added in a sequentially numbered format. For example, "Phone Number 1," "Phone Number 2," and "Phone Number 3" may all be added as column headers to allow for multiple phone number imports, but "Phone Number 5" would not import properly since "Phone Number 4" did not exist.

Below is an explanation of each field on the Organization Profiles tab.

Template Field	Template Field Notes	Required	Conditionally Required	Optional
Name	Enter the organization's name as it should appear in the system.	X
Type	Enter "Organization" for each profile on this tab.	X
Address Line 1	Recommended field. Enter the first line of the street address. Multiple addresses should be added as "Address Line 1 2" where the bolded number is the sequential number denoting the address.			X
Address Line 2	Recommended field. Enter the second line of the street address, if applicable. Multiple addresses should be added as "Address Line 2 2" where the bolded number is the sequential number denoting the address.			X
City	Recommended field. Enter the name of the city.			X
State	Recommended field. Enter the two-letter state abbreviation.			X
Postal Code	Recommended field. Enter either the five-digit postal code or the extended nine-digit postal code.			X
Country	Recommended field. Enter the two-letter country abbreviation.			X
Address Type	Recommended field. Enter one of the following: Home, Mailing, Work, Other. The available address type options cannot be edited, and new options cannot be added.			X
Phone Number	Recommended field. Enter the phone number in any format.			X
Phone Number Type	Recommended field. Enter one of the following: Home, Mobile, Work, Other. The available phone number type options cannot be edited, and new options cannot be added.			X
Email Address	Must be unique. Can be a placeholder email address if needed.	X
Email Address Type	Recommended field. Enter one of the following: Home, Work, Other. The available email address type options cannot be edited, and new options cannot be added.			X
Website	Recommended field. Enter a valid website for the organization.			X
Designations	Enter one of the following: Attendee, Donor, Funder, Member, Participant, Prospect, Vendor, Volunteer. The available designation options cannot be edited, and new options cannot be added.			X

The following optional fields can be added as additional columns in the template:

Funder Type - Can be added if Designation is Funder. Enter one of the following: Foundation, Corporation, Donor Advised, Government, Individual, Other.
- The available funder type options cannot be edited, and new options cannot be added.
Do Not Solicit - Enter TRUE or FALSE.
Vendor 1099 - Enter TRUE or FALSE.
Tax ID - Enter the tax ID for the organization.
Status - Enter Active or Inactive.
Anonymous - Enter TRUE or FALSE.
External ID - Enter the profile ID from an external system.
Created Date - Enter the date the profile was created in an external system.
- If left blank, GrantHub Pro automatically populates this field with the date of the import.
Consent to Contact - Enter TRUE or FALSE.

Below is an explanation of each field on the Household Profiles tab.

Template Field	Template Field Notes	Required	Conditionally Required	Optional
Name	Enter the household's name as it should appear in the system.	X
Type	Enter "Household" for each profile on this tab.	X
Address Line 1	Recommended field. Enter the first line of the street address. Multiple addresses should be added as "Address Line 1 2" where the bolded number is the sequential number denoting the address.			X
Address Line 2	Recommended field. Enter the second line of the street address, if applicable. Multiple addresses should be added as "Address Line 2 2" where the bolded number is the sequential number denoting the address.			X
City	Recommended field. Enter the name of the city.			X
State	Recommended field. Enter the two-letter state abbreviation.			X
Postal Code	Recommended field. Enter either the five-digit postal code or the extended nine-digit postal code.			X
Country	Recommended field. Enter the two-letter country abbreviation.			X
Address Type	Recommended field. Enter one of the following: Home, Mailing, Work, Other. The available address type options cannot be edited, and new options cannot be added.			X
Phone Number	Recommended field. Enter the phone number in any format.			X
Phone Number Type	Recommended field. Enter one of the following: Home, Mobile, Work, Other. The available phone number type options cannot be edited, and new options cannot be added.			X
Email Address	Must be unique. Can be a placeholder email address if needed. Multiple addresses must be added for each household member.	X
Email Address Type	Recommended field. Enter one of the following: Home, Work, Other. The available email address type options cannot be edited, and new options cannot be added.			X
Designations	Enter one of the following: Attendee, Donor, Funder, Member, Participant, Prospect, Vendor, Volunteer. The available designation options cannot be edited, and new options cannot be added.			X

The following optional fields can be added as additional columns in the template:

Website - Enter a valid website address.
Do Not Solicit - Enter TRUE or FALSE.
Vendor 1099 - Enter TRUE or FALSE.
Status - Enter Active or Inactive.
Anonymous - Enter TRUE or FALSE.
External ID - Enter the profile ID from an external system.
Created Date - Enter the date the profile was created in an external system.
- If left blank, GrantHub Pro automatically populates this field with the date of the import.
Consent to Contact - Enter TRUE or FALSE.

Below is an explanation of each field on the Individual Profiles tab.

Template Field	Template Field Notes	Required	Conditionally Required	Optional
Prefix	Recommended field. Enter a prefix for the individual as it should appear in the system.			X
First Name	Enter the individual's first name as it should appear in the system.	X
Middle Name	Recommended field. Enter the individual's middle name as it should appear in the system.			X
Last Name	Enter the individual's last name as it should appear in the system.	X
Suffix	Recommended field. Enter a suffix for the individual as it should appear in the system.			X
Type	Enter "Individual" for each profile on this tab.	X
Job Title	Recommended field. Enter the job title of the individual.			X
Address Line 1	Recommended field. Enter the first line of the street address. Multiple addresses should be added as "Address Line 1 2" where the bolded number is the sequential number denoting the address.			X
Address Line 2	Recommended field. Enter the second line of the street address, if applicable. Multiple addresses should be added as "Address Line 2 2" where the bolded number is the sequential number denoting the address.			X
City	Recommended field. Enter the name of the city.			X
State	Recommended field. Enter the two-letter state abbreviation.			X
Postal Code	Recommended field. Enter either the five-digit postal code or the extended nine-digit postal code.			X
Country	Recommended field. Enter the two-letter country abbreviation.			X
Address Type	Recommended field. Enter one of the following: Home, Mailing, Work, Other. The available address type options cannot be edited, and new options cannot be added.			X
Phone Number	Recommended field. Enter the phone number in any format.			X
Phone Number Type	Recommended field. Enter one of the following: Home, Mobile, Work, Other. The available phone number type options cannot be edited, and new options cannot be added.			X
Email Address	Must be unique. Can be a placeholder email address if needed.	X
Email Address Type	Recommended field. Enter one of the following: Home, Work, Other. The available email address type options cannot be edited, and new options cannot be added.			X
Website	Enter a valid website address.
Designations	Enter one of the following: Attendee, Donor, Funder, Member, Participant, Prospect, Vendor, Volunteer. The available designation options cannot be edited, and new options cannot be added.			X

The following optional fields can be added as additional columns in the template:

Do Not Solicit - Enter TRUE or FALSE.
Status - Enter Active or Inactive.
Anonymous - Enter TRUE or FALSE.
External ID - Enter the profile ID from an external system.
Created Date - Enter the date the profile was created in an external system.
- If left blank, GrantHub Pro automatically populates this field with the date of the import.
Consent to Contact - Enter TRUE or FALSE.

Import Profiles Data into GrantHub Pro

Once your data is prepared on the template, import the template into GrantHub Pro. Only one template tab can be imported at a time, so repeat the steps below for each applicable tab.

Data imports cannot be undone. It is recommended that you test the data import in your Sandbox site before importing into your Live site. Contact Support with any questions.

Navigate to Profiles and click Profiles on the navigation bar.
Click Upload file.
Select the saved import file.
Click the applicable tab name.
Click the Profiles data sheet, and then click Continue.
Review the mapped fields, then click Continue.
- If the fields are not accurate, they may be changed by selecting a destination field to ensure accuracy.
Click Submit.
- If any errors appear with the import, they may be corrected by typing directly within the field.
Repeat the steps to import the other template tabs as applicable.

Import Grants Data

Grant opportunities in any status can be imported using the Grants Import Template.

Prepare the Grants Import Template

Open the Grants Import Template.
Click File.
Click Save As.
Click Download a Copy and save a copy of the import template to your computer.
Open the saved copy of the import template.
Using the fields on the Grants Import Template section below as a reference, fill out the template with the data that you want to import into GrantHub Pro.
- Delete the sample rows of data when you no longer need them for reference.

Fields on the Grants Import Template

Custom fields can be created by adding each as a new column to the import template.

Custom fields can be in either a multi-select, single-select, date, or text box format.
For multi-select or single-select custom fields, the response options in the system are created by the response options entered on the import template.
- If a response option is not tied to a row of data on the import template, it will not be added to the system.
Once created, a custom field can be inactivated in the system but cannot be deleted.

Below is an explanation of each field on the Grants Import Template.

Template Field	Template Field Notes	Required	Conditionally Required	Optional
Name	Must be unique and less than 50 characters.	X
Description	Enter the decision date for the application in MM/DD/YYYY format. Required if the status is Awarded or Awarded-Closed.		X
Type	Enter one of the following system default types: Capital Campaign Support, General Operating Support, Other, Program Funds, Scholarships. OR Enter a new type to be created upon import.	X
Due Date	Recommended field. Enter the due date for the application in MM/DD/YYYY format.			X
Status	Enter one of the following: Abandoned, Application-Draft, Application-Submitted, Awarded, Awarded-Closed, Denied, In-Progress, LOI-Draft, LOI-Submitted, Planned. Available status options cannot be edited, and new statuses cannot be added.	X
Decision Date	Enter the date a decision was made on the application in MM/DD/YYYY format.			X
Amount Awarded	Enter the amount awarded without a dollar sign, and with or without decimals. Required if the status is Awarded or Awarded-Closed.		X
Amount Expected	Enter the amount expected to be awarded without a dollar sign, and with or without the decimals.			X
Application Type	Enter one of the following: Email, Online, Paper, Other. The available application type options cannot be edited, and new options cannot be added.
Award ID	Enter the ID given to the award by the funder.			X
Award Details	Enter any details related to the award, such as payment details.			X
Application Submission Details	Enter any details related to submitting the application, such as the submission URL or specific requirements.			X
Amount Requested	Enter the amount requested without a dollar sign, and with or without decimals.			X
Date Submitted	Enter the date the application was submitted in MM/DD/YYYY format.			X
Award Term Start Date	Enter the date on which the terms of the award start in MM/DD/YYYY format.			X
Award Term End Date	Enter the date on which the terms of the award end in MM/DD/YYYY format.			X

Import Grants Data into GrantHub Pro

Once your data is prepared on the template, import the template into GrantHub Pro.

Data imports cannot be undone. It is recommended that you test the data import in your Sandbox site before importing into your Live site. Contact Support with any questions.

Navigate to Grants and click Grant Opportunities on the navigation bar under Import.
Click Upload file.
Select the saved import file.
Click the applicable tab name.
Click the Grants data sheet, then click Continue.
Review the mapped fields, then click Continue.
- If the fields are not accurate, they may be changed by selecting a destination field to ensure accuracy.
Click Submit.
- If any errors appear with the import, they may be corrected by typing directly within the field.
Repeat the steps to import the other template tabs as applicable.

Import Financials data

Accounts and program services can be imported using the Accounts and Program Services import templates. Revenue, expenses, and opportunity budgets can then be imported using the Revenue, Expenses, and Opportunity Budgets Import Template.

Prepare the Accounts and Program Services Import Templates

The Accounts Import Template and Program Services Import Template are prepared using the same steps. Prepare them in either order. Both templates must be kept in the .csv file format.

Open the Accounts Import Template or Program Services Import Template.
Click File.
Click Save As.
Click Download a Copy and save a copy of the import template to your computer.
Open the saved copy of the import template.
Using the fields on the Accounts and Program Services Import Templates section below for reference, fill out the template with the data that you want to import into GrantHub Pro.
- Delete the sample rows of data when you no longer need them for reference.
Repeat the steps to prepare the other template (either Accounts or Program Services).

Fields on the Accounts and Program Services Import Templates

Below is an explanation of each field on the Accounts Import Template.

Do not edit the column headers. Edits to the headers will cause an error for this import.

Template Field	Template Field Notes	Required	Conditionally Required	Optional
Account Number	Case-sensitive and must be unique.	X
Account Name	Enter the account name as it should appear in the system.	X
Type	This is a user-defined field used for reporting and sorting within account categories.	X
Category	Enter one of the following: Assets, Liabilities, Net-Assets, Revenue, Expenses. The available account category type options cannot be edited, and new options cannot be added.	X
Bank Account	Enter "TRUE" if checks can be cut from the account or "FALSE" for all non-asset accounts.			X
Receivable Account	Enter "TRUE" if the account will be used for receivable revenue or "FALSE" if it will not.			X

Below is an explanation of each field on the Program Services Import Template.

Do not edit the column headers. Edits to the headers will cause an error for this import.

Template Field	Template Field Notes	Required	Conditionally Required	Optional
Program Name	Enter the program service name as it should appear in the system.	X
Program Description	Enter a description of the program service.			X

Import Accounts and Program Services Data into GrantHub Pro

Once your data is prepared on both templates, import each template into GrantHub Pro.

Data imports cannot be undone. It is recommended that you test the data import in your Sandbox site before importing into your Live site. Contact Support with any questions.

Navigate to Financials.
Click Accounts or Programs under Import in the Navigation Bar.
Select the import template file in the Select File field, and then click Import File.

The system displays a success or error message with details depending upon the outcome of the import. Repeat the steps to import the other template (either Accounts or Program Services).

Prepare the Revenue, Expenses, and Opportunity Budgets Import Template

Open the Revenue, Expenses, and Opportunity Budgets Import Template.
Click File.
Click Save As.
Click Download a Copy and save a copy of the import template to your computer.
Open the saved copy of the import template.
Using the Fields on the Revenue, Expenses, and Opportunity Budgets Import Template section below for reference, fill out the template with the data that you want to import into GrantHub Pro.
- This template contains three separate tabs: one for revenue, one for expenses, and one for opportunity budgets.
- Delete the sample rows of data when you no longer need them for reference.

Fields on the Revenue, Expenses, and Opportunity Budgets Import Template

Below is an explanation of each field on the Revenue tab.

Revenue cannot be marked as remittance towards receivable revenue during the import. Once the data is imported, revenue can be applied as remittance towards a receivable.

Template Field	Template Field Notes	Required	Conditionally Required	Optional
Record ID	For multi-line revenue, each line should have the same Record ID.	X
Date	Enter the revenue date in MM/DD/YYYY format. This is typically the date revenue check or payment was issued by the payer.	X
Amount	Enter the revenue amount without a dollar sign, and with or without decimals.	X
Profile GUID	If Organization, First Name, and Last Name are all blank, Profile GUID is a required field. Reach out to Support for guidance in obtaining Profile GUID information from GrantHub Pro.		X
First Name	If Organization is blank, First Name and Last Name are required fields.		X
Last Name	If Organization is blank, First Name and Last Name are required fields.		X
Organization	If First Name and Last Name are blank, Organization is a required field.		X
Email	If First and Last Name are entered, Email is a required field. This should be the email address for the individual or organization from whom the revenue was received.		X
Account Number	Enter the number for the credit account.	X
Debit Account Number	Required if Receivable is TRUE or if Category is In-Kind-Donation or Program Fees. If Receivable is TRUE, this account must be marked as a Receivable Account in the system.		X
Category	Enter one of the following: Donation, In-Kind-Donation, Program-Fees, Grant, Event, Dues, Other. The available account category options cannot be edited, and new options cannot be added.	X
Receivable	Enter TRUE if this is receivable revenue. Enter FALSE if it is not.			X
Service Name	Enter the name of the related program service, exactly as it appears in the system.	X
Opportunity	Recommended field. Enter the name of the related grant opportunity, exactly as it appears in the system.			X
Description	Recommended field. Enter a description for the revenue.			X
With Restrictions	Recommended field. Enter TRUE if the revenue is restricted. Enter FALSE if it is unrestricted.			X
Payment Method	Enter one of the following: Check, Credit Card Cash, EFT/ACH, Other. The available payment method options cannot be edited, and new options cannot be added.			X
Payment Method Details	Enter any notes related to the payment method, such as the check number.			X
Line Item Description	For multi-line revenue, enter a description specific to this line item.			X

The following optional fields can be added as additional columns in the template:

Soft Credit Profile ID - If an additional profile should be credited for recognition of the revenue, the profile ID can be entered, as well as the other soft credit fields listed below.
- Soft Credit First Name
- Soft Credit Last Name
- Soft Credit Email
Honoree Name - If revenue with the category of Donation or In-Kind Donation was made in honor or memory of someone, the honoree name can be entered.
- Honoree Message - If revenue with the category of Donation or In-Kind Donation was made in honor or memory of someone, the honoree message can be entered.
- Notifyee ID - If an honoree was recorded using the field listed above, a notifyee ID can be entered, as well as the other notifyee fields listed below.
- Notifyee First Name
- Notifyee Last Name
- Notifyee Email
- Notifyee Org Name
- Notifyee by Email
- Notifyee by Physical Mail

Below is an explanation of each field on the Expenses tab.

Template Field	Template Field Notes	Required	Conditionally Required	Optional
Record ID	For a multi-line expense, each line should have the same Record ID.	X
Date	Enter the date of the expense in MM/DD/YYYY format.	X
Profile GUID	If Organization, First Name, and Last Name are all blank, Profile GUID is a required field. Reach out to Support for guidance in obtaining Profile GUID information from GrantHub Pro.		X
First Name	If Organization is blank, First Name and Last Name are required fields.		X
Last Name	If Organization is blank, First Name and Last Name are required fields.		X
Organization	If First Name and Last Name are blank, Organization is a required field.		X
Email	If First and Last Name or Organization is entered, Email is a required field. This should be the email address for the individual or organization with whom the expense is recorded.		X
Payable Account Number	Enter the account number of the payable account. This is typically the number for Accounts Payable.	X
Account Number	Enter the number for the credit account.	X
Amount	Enter the expense amount without a dollar sign, and with or without decimals.	X
Service Name	Enter the name of the related program service, exactly as it appears in the system.	X
Opportunity	Recommended field. Enter the name of the related grant opportunity, exactly as it appears in the system.			X
Description	Enter a description for the expense.			X
Invoice Number	Enter the invoice number related to the expense.			X
Due Date	Enter the due date of the expense in MM/DD/YYYY format.			X
Line Item Description	For a multi-line expense, enter a description specific to this line item.			X

Below is an explanation of each field on the Opportunity Budgets tab.

Template Field	Template Field Notes	Required	Conditionally Required	Optional
Opportunity	Enter the name of the related grant opportunity, exactly as it appears in the system.	X
Budget Name	Enter the name of the budget as it should appear in the system.	X
Start Date	Recommended field. Enter the start date of the budget in MM/DD/YYYY format.			X
End Date	Recommended field. Enter the end date of the budget in MM/DD/YYYY format.			X
Account Number	Enter the account number for the revenue or expense.	X
Amount	Enter the amount of the revenue or expense, without a dollar sign, and with or without decimals.	X
Description	Recommended field. Enter a description of the revenue or expense.			X

Import Revenue into GrantHub Pro

Once your data is prepared on the template, import the template into GrantHub Pro. Only one template tab can be imported at a time, so repeat the steps below for each applicable tab.

Data imports cannot be undone. It is recommended that you test the data import in your Sandbox site before importing into your Live site. Contact Support with any questions.

Navigate to Financials.
Click Revenue under Import in the Navigation bar.
Click Upload file.
Select the saved import file.
Click the applicable tab name.
Click the Revenue data sheet, and then click Continue.
Review the mapped fields, then click Continue.
- If the fields are not accurate, they may be changed by selecting a destination field to ensure accuracy.
Click Submit.
- If any errors appear with the import, they may be corrected by typing directly within the field.
Repeat the steps to import the other template tabs as applicable.

Import Expenses into GrantHub Pro

Once your data is prepared on the template, import the template into GrantHub Pro. Only one template tab can be imported at a time, so repeat the steps below for each applicable tab.

Data imports cannot be undone. It is recommended that you test the data import in your Sandbox site before importing into your Live site. Contact Support with any questions.

Navigate to Financials.
Click Expenses under Import in the Navigation bar.
Click Upload file.
Select the saved import file.
Click the applicable tab name.
Click the Expense data sheet, and then click Continue.
Review the mapped fields, then click Continue.
- If the fields are not accurate, they may be changed by selecting a destination field to ensure accuracy.
Click Submit.
- If any errors appear with the import, they may be corrected by typing directly within the field.
Repeat the steps to import the other template tabs as applicable.

Import Opportunity Budgets into GrantHub Pro

Once your data is prepared on the template, import the template into GrantHub Pro. Only one template tab can be imported at a time, so repeat the steps below for each applicable tab.

Data imports cannot be undone. It is recommended that you test the data import in your Sandbox site before importing into your Live site. Contact Support with any questions.

Navigate to Accounting.
Click Accounting Imports on the navigation bar, and then click Import Revenue, Import Expense, or Import Opportunity Budget.
Click Upload data from file.
Upload your saved import file.
Select the applicable tab name from the Select sheets drop-down menu, and then click Continue.
Click Yes in the "Does the selected row contain column headers?" section.
Confirm that your data maps to the appropriate fields.
- Click Confirm mapping to confirm the suggested field mapping.
- Click Ignore this column to exclude the field and its data from the import.
  - Do not ignore required fields. These are specified in the Fields on the Revenue, Expenses, and Opportunity Budget Import Template section of this article.
Once all fields have been confirmed or ignored, click Review.
Click Continue.
- Correct any errors by typing directly into the fields highlighted in red.
Click Yes to confirm submission of the import file.
- Do not click Yes more than once. The file will import each time Yes is clicked. There is not a way to undo an import.
Click Ok.
Repeat the steps to import the other template tabs as applicable.

Import Status Page

After completing a data import, it is recommended to check the relevant Import Status page for details on any errors with the import.

Navigate to Grants, Fundraising, Profiles, Tasks, Reports, or Financials.
Click Status on the navigation bar.
Click the status of an import to view the details.

Contact Support with questions or for assistance with resolving errors on an import.