TeamRaiser: Upload Enhancements

Kevin Suer

Feature Summary

Release: Winter 2010

Author: Casey Flinn

 

 

 

Overview

TeamRaiser clients often use Convio’s TeamRaiser Upload tools to import bulk event registrations or donations captured in a spreadsheet format.  The Winter 2010 release brings several new improvements to the TeamRaiser upload tools, including better address matching, updating existing registrations, exposing Convio ID numbers, and allowing the client to determine information required for uploads.

 

New Concepts or Terms

n/a

 

Use Scenario: TeamRaiser Uploads

An administrator or event manager has a list of participants who have registered for their event at a local mall sign-up booth.  In order to import all of the participants into Convio and provide the participants with online fundraising tools, the event manager can input the participant data into an Excel spreadsheet and save it as a comma separated value (.csv) file, and then bulk import it into Convio using the TeamRaiser Upload tools.  Each participant will populate a new TeamRaiser registration record. Participants with e-mail addresses will receive the “Thank you for registering” autoresponder that allows them to log in to their Participant Center and begin fundraising.

 

Key Features

• Ability for Super Administrators to determine which fields must be populated for registration and gift uploads

• Enhanced matching algorithms that account for prefix, suffix, and street address

• Ability for Administrators or Event Managers to define address-matching criteria on an upload-by-upload basis

• Ability to include prefix, suffix, date of birth, gender, employer, and emergency contact data in the Registration Upload file

• Improved summary of test data and successfully uploaded data

• Ability for uploaded data to update existing TeamRaiser registrations

• ID numbers for TeamRaiser events, participation types, participants, and survey questions are now displayed in the Administrator interface

 

Feature Configuration

If the SDP F2F_ALLOW_UPLOADS site option is set to TRUE, these features will appear upon upgrade.

If the SDP F2F_UPLOAD_REG_ALLOW_TRANSACTIONS site option is set to TRUE, the TeamRaiser Registration Upload can be used to record fees and extra gifts for existing participants.

 

Limitations and Out of Scope Features

When F2F_UPLOAD_REG_ALLOW_TRANSACTIONS is enabled, the TeamRaiser Registration Upload may be used to record fees paid and a new extra gift amount provided that the existing registration has no fees paid.  If an existing registration has no fees paid but does have an extra gift, when recording fees paid you can record a new gift as well (the old gift will be preserved and a new gift created).

Enabling F2F_UPLOAD_REG_ALLOW_TRANSACTIONS may require an update to any custom Data Syncs prior to this feature being enabled and can only be enabled by Convio.  To have this feature enabled for your site, please open a case with Convio Support requesting that this feature be enabled.

FAQs

Q: What are the matching rules when uploading a participant that may already exist in Constituent 360?  In other words, what will the system look for to determine if the constituent already exists rather than creating a new (potentially duplicate) record?

A: With the new features, the system will attempt to match uploaded participants/donors using the following criteria in the order presented below:

1. Constituent ID Number

2. Member ID Number

3. User Name

4. Email Address AND First/Last Name (including prefix and suffix)

5. Email Address ONLY

6. First/Last Name AND some part of the Street Address (configurable at upload time)

 

Q: If F2F_UPLOAD_REG_ALLOW_TRANSACTIONS is FALSE, can I still use the TeamRaiser Registration Upload to upload new registrations and record their fees and gifts?

A: Yes.  F2F_UPLOAD_REG_ALLOW_TRANSACTIONS only controls the ability to record fees and gifts for existing registrations.

 

Q: When F2F_UPLOAD_REG_ALLOW_TRANSACTIONS is TRUE and the TeamRaiser Registration upload is being used to record fees for an existing registration that has already given an extra gift, what happens to the existing extra gift?

A: Before the upload, the existing extra gift is considered to be a transaction type of “TeamRaiser Registration” since it was made during the TeamRaiser Registration process and is reflected in reports as being a transaction with $0 in Fees and 100% of the transaction amount as an extra gift. After the upload, the existing extra gift will be converted to a transaction type of “Donation” and will be soft credited to the participant.  A new transaction is created to record the FEE_PAID and EXTRA_GIFT amount provided in the upload. This means that a TeamRaiser Registration Report run before the upload and after the upload may report different amounts for FEE_PAID and EXTRA_GIFT.  Note that status indicators are not affected by this change, other than showing the addition of the new FEE_PAID and EXTRA_GIFT provided in the upload (depending on the event's configuration).

 

Q: When using the Registration Upload to record fees received for an existing participant, how does Convio determine what the expected amount of fees should be?

A: Convio takes the price of the Participation Type that the participant is registered with and applies any discounts that the participant used during registration.  If you are using Multiple Registrations via a Single Transaction, the expected amount will also include the fees for any secondary participants that this existing registration registered at the time of their registration.

 

Q: How can I use the Registration Upload to record a participant's fees as received when the participant over-paid their registration fee?

A: Record the extra amount as an extra gift in the upload.

 

Q: How can I use the Registration Upload to record a participant's fees as received when the participant under-paid their registration fee?

A: You must record the full expected amount in the upload, then edit the participant's registration and issue a partial refund to reduce the amount down to what the participant actually paid.

 

Q: Can I use the Registration Upload to reduce the amount of fees paid or extra gift for an existing registration?

A: No, you can only record fees/gifts for participants that have $0 in fees paid already.  To reduce existing amounts, you need to edit the participant's registration and issue a partial refund.

 

Q: Can I use the registration upload to edit an existing registration and record only an extra gift?

A: No, you can only edit the extra gift if you are also changing the fee paid amount.  If you have received a monetary amount from a participant that is not for the purpose of paying their registration fees, and you want to record that as a gift, you should use the Gift Upload.

 

Q: We are using Multiple Registrations with a Single Transaction.  How do I record fees paid for an entire registration including the primary and all secondary participants via the Registration Upload?

A: Just like when a participant registers multiple participants at once, the transaction to record all of the registration fees for all of the participants must be linked to the primary registration. In the upload, you would provide the total amount of fees paid for all of participants in this registration on the row for the primary registration, and for all secondary registrations you would leave the fee_paid field blank (or $0). If you attempt to record fees for a secondary registration, that row will be rejected with an error indicating that you must upload the amount on the primary registrant's record and will provide you with the primary registrant's name and cons_id. If you attempt to upload an amount of fees paid on the primary registrant's record that is different from the expected amount, that record will be rejected with an error telling you what the expected amount is.

 

Q: Can I use the upload to record fees paid for only 1 participant in a multiple-registration situation?

A: No, you can only record fees paid for the entire multi-reg group, and you must record it under the primary participant's record.  After doing this, you can edit the primary participant's registration record and issue a partial refund for the participants that will not be paying their fees.

 

Q: Can I change an existing registration's participation type and record the fees for that new participation type in a single upload?

A: You can do this only if the existing registration is not part of a multiple registration since this means there are no other registrations who's fees might also be getting changed in this upload.  If the participant is a part of a multiple-registration group (either as a primary or secondary participant) you cannot change the participation type and record fees for the new type in the same upload (you can perform 1 upload to change the participation type, then a second upload to record the fees received).

 

Q: What if I want to change only some registration details like emergency contact information and I don't want to deal with trying to change an existing registration's fees paid or extra gift?

A: There are several options to avoid this:

1. Omit the FEE_PAID and EXTRA_GIFT columns from your upload.

2. Leave the FEE_PAID and EXTRA_GIFT fields blank for the existing registrations.

3. If the existing registration is a secondary registration, put $0 in the FEE_PAID and EXTRA_GIFT fields in your upload file.

4. If the existing registration is a primary registration, put the existing FEE_PAID and EXTRA_GIFT amount for that participant in your upload file (note that this is the FEE_PAID and EXTRA_GIFT for only this participant, so if this is the primary registration in a multi reg where each participant paid $10 in fees, you would record $10 for FEE_PAID since that is what this specific participant's fees were, not the total amount of all participants in the registration).

 

Q: I have a participant who registered online as a free participation type and gave $50 in additional gift.  They are now participating under a participation type with a fee of $100 and have sent in a check for $100 to pay their new fees.  How should I use the Registration Upload to record this?

A: You would upload a FEE_PAID of $100 and an EXTRA_GIFT of $0.  If you upload a FEE_PAID of $100 and an EXTRA_GIFT of $50, the system will preserve the existing $50 extra gift from when the user registered online, then create a new transaction for $150 and record that as $100 fees and $50 extra gift.

 

Q: If our site has a custom data sync, can we use the Registration Upload to record fees and extra gift amounts for existing registrations?

A: Each custom data sync is different and will require review by Convio to determine whether or not this feature will impact your existing Data Sync.  If there is no impact, then Convio can enable this feature for you.  If there will be an impact on your Data Sync you may need to have the Data Sync updated prior to having this feature enabled.  To request that this feature be enabled and your Data Sync reviewed, please open a support case with Convio Support.  If the Data Sync does require an update in order to support the use of this feature, there may be a charge for the work to update the Data Sync.

 

Screenshots

When viewing the TeamRaiser Registration Upload process, Administrators will see two new options – one to allow the system to update existing TeamRaiser registration records, and one to specify address matching criteria.  Additionally, Super Administrators will see a new related action to define mandatory upload fields.

Super Administrators (only) will see the option to choose which fields are mandatory for upload:

 

 

 

 

 

Updated summary data:

 

 

 

ID numbers now appear on-screen:

Cathy Qori

The screen shots referenced in this article no longer appear (links are broken).