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Let's get your data into SwiftFox the right way. Here's the process and what to prep. In this video, we'll walk through one of the most important parts of getting started with SwiftFox – importing your data.

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We'll cover what we import, how the process works, and the steps you can take to make everything run smoothly for your organisation.

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When you join SwiftFox, one of the first things we do is make sure your existing data is transferred safely and accurately into your new system. Almost every organisation brings in a mix of core data. And while the details of each data set are always unique, the overall structure is usually similar.

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The most common data that customers import into SwiftFox includes people, organisations, members, donors, prospects, supporters, and stakeholders. This can also include the regions they belong to and any other groupings or categories you currently use.

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Some organisations come from a single, well structured data base where everything sits neatly together. Others come from a combination of older systems, internal tools, spreadsheets, or multiple platforms. Every organisation is different, and it's very rare that two data imports ever look the same.

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To make this as smooth as possible, SwiftFox provides best practice spreadsheets for each type of data we can import. These templates exist for a very specific purpose. When your data is arranged in these templates, our team can move quickly, accurately, and efficiently to get you started.

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While our team is available to help with data cleaning or refer to external specialists. We strongly recommend your internal team completes the cleaning and preparation work where possible. You know your data best. You know what is important, what is outdated, what can be archived and what should be carried forward. Moving to a new system is the perfect time for spring clean.

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Once your data has been reviewed and placed into our templates, simply upload it to your secure SharePoint folder. Never send data by email. The SharePoint folder is the safest place for transferring your files.

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Before we begin the full import, the first thing we ask is for a data sample. Having a sample ready early in your SwiftFox journey is extremely helpful. It allows our data team to understand the format of your existing system, and advise you on the right templates, and guide you on how to map your information accurately.

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This meeting happens very early in onboarding, so being prepared helps us move quickly. We can also import a range of additional data. For example, if you track historical interactions in your current system, we can bring those across as posts in SwiftFox. This presents your communication history when you open a contact record. We also have templates for this.

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Financial information can also be imported. This includes historical receipts and invoice records. So your financial activity is not lost when you transition. Again, we provide receipt templates to help structure this information.

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If your organisation uses SwiftFox to manage continual professional development or CPD, we can import historical CPD records, sometimes including documents. We have specific templates for those as well.

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All of this is covered in detail during your data meeting with our team. We will outline exactly which templates you need, how to structure your data, and what to expect during the importing process.

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Before we finish, here are a few quick tips. Use the SwiftFox templates as your foundation. They save you time and ensure your data is import ready. Only upload your data to the secure SharePoint folder provided to you, never email data files. And finally, consider the internal resources you have available for data preparation. Doing your own data clean not only speeds up your onboarding, but also it keeps your implementation cost effective.

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If you have any questions, our team is always here to help guide you through every step of the way.

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