When you import a CSV file of profile information, you can match your column headers to the fields in Planning Center, preview the data before it's imported, and even undo an import if you made a mistake.
Check out the video or follow the steps below to see how it's done.
Only people information can be imported into Planning Center. If you want other data to exist in your Planning Center database, you can use the following options:
- For giving history, use a third-party integration to add your previous history to Planning Center Giving.
- For attendance history, you can add previous sessions in Check-Ins and enter attendance manually.
Check the CSV File
If your information was stored in another place, export it as a Comma Separated Values (.csv or CSV) file. CSV files can be opened in any spreadsheet program, such as Microsoft Excel, Numbers, or Google Sheets.
Many systems generate CSV files with some unnecessary data in them, so make sure everything looks okay before starting your import.
Always keep the main Name Fields, First, Middle, Last, and Suffix, as well as the column names in order to match them when you import. This ensures that your import updates the correct profiles. If you have more than one person with the same full name, use the Remote ID.
Additional importing information:
- If you already have data in Planning Center, the Importer will match profiles based on name fields (first, middle, last, suffix) unless you're using a Remote ID.
- Any data in the columns will be imported. Blank cells will erase current data in the field, unless otherwise noted below.
- Delete any fully blank columns or rows.
- Delete any columns you don't want to import.
- To import phone numbers and addresses in specific formats, change the format in the CSV columns before importing. These fields are not automatically formatted in Planning Center, and it's easier to update the spreadsheet.
- Notes cannot be imported into People Profile Notes.
-
Custom Fields
- Don't see a field you need? Create them as custom fields before importing your file.
- Give your custom field a unique name. If you re-use a default field name, the data will be imported into the default field.
- If you are importing into a custom field with multiple checkboxes, the responses need to be separated by a |.
- Set the column to be the name of the field, not the name of the tab .
Information about an Organization Administrator cannot be updated by a CSV import.
Default Fields
These default fields already exist in People and cannot be renamed. Make sure the fields in your CSV file to match the ones listed below.
The Importer will match profiles based on name fields (first, middle, last, suffix) unless you're using a Remote ID.
| Default Fields | Accepted Answers |
|---|---|
| First Name |
Any Text |
| Last Name | |
| Given Name | |
| Middle Name | |
| Nickname | |
| Name Prefix |
Must match prefix names exactly |
| Name Suffix | Must match suffix names exactly |
| Household ID | names, numbers (up to 9 digits), or a combination of both |
| Household Primary Contact | TRUE only include next to Primary Contact; do not include False next to those who aren't |
Household ID
In order to create households, you need to create a Household ID for each person. Add the same exact characters to the Household ID column for each member of the household. As long as that ID matches for each member of the household, and the whole household is in the same import, they will be linked together in a household.
During the preview stage of the import, you will be able to see created and updated households. Click on the changes that will be made to see the household name, primary contact, and members of the household.
The Household ID is not saved to the profile; it only exists in the current import, so keep your household members together in the same CSV file. If you want to save the Household ID number to reference it later, create a custom field with a different name and duplicate the Household ID column with that name.
If you're using numbers for the Household ID, you can only use up to 9 digits.
If importing an address, you must include all the fields. If a field is left blank in the CSV file, it will overwrite the current address, leaving it blank.
| Default Fields | Accepted Answers |
|---|---|
| Home Email |
Any Text multiples can be separated by a semicolon (;) |
| Work Email | |
| Other Email | |
| Home Phone Number |
any length, with or without dashes multiples can be separated by a semicolon (;) |
| Work Phone Number | |
| Mobile Phone Number | |
| Pager Phone Number | |
| Fax Phone Number | |
| Skype Phone Number | |
| Other Phone Number | |
| Home Address Street Line 1 | Any Text |
| Home Address Street Line 2 | Any Text |
| Home Address City | Any Text |
| Home Address State | abbreviation or full name |
| Home Address Zip Code | Any Text |
| Work Address Street Line 1 | Any Text |
| Work Address Street Line 2 | Any Text |
| Work Address City | Any Text |
| Work Address State | abbreviation or full name |
| Work Address Zip Code | Any Text |
| Other Address Street Line 1 | Any Text |
| Other Address Street Line 2 | Any Text |
| Other Address City | Any Text |
| Other Address State | abbreviation or full name |
| Other Address Zip Code | Any Text |
If you import partial background check data, you'll get a new background check with that partial data. Background checks must be manually deleted.
| Default Fields | Accepted Answers |
|---|---|
| Background Check Cleared | Y/N Yes/No True/False 1/0 not case-sensitive |
| Background Check Date Completed | any combination of: YYYY-MM-DD MM/DD/YYYY follow the formatting from your Accounts Localization Setting must have Background Check Cleared entered |
| Background Check Expires On | any combination of: YYYY-MM-DD MM/DD/YYYY follow the formatting from your Accounts Localization Setting |
| Background Check Note | Any Text |
Barcodes must be manually deleted; they cannot be overwritten by an import. If you import a barcode, it will just be added to the profile.
| Default Fields | Accepted Answers |
|---|---|
| Birthdate | any combination of: YYYY-MM-DD MM/DD/YYYY follow the formatting from your Accounts Localization Setting If the person doesn’t have a birth year, use 1885; this shows no age in People. |
| Anniversary | any combination of: YYYY-MM-DD MM/DD/YYYY follow the formatting from your Accounts Localization Setting must have Marital Status as Married or Widowed |
|
Medical Notes |
Any Text |
| Grade | -1 to 12 (where -1 is Pre-K, 0 is Kindergarten) 1st, 2nd, 3rd, etc. not case-sensitive |
| School Type | Elementary, Middle School, High School, College, Other |
| School Name | Must match school names exactly |
| Gender | M/F Male/Female not case-sensitive |
| Child | Y/N Yes/No True/False 1/0 not case-sensitive |
|
Barcode |
Any Text |
| Campus | Must match campus names exactly |
| Status | Active/Inactive |
| Inactive Reason | Moved, New Church, Deceased, Divorced, or custom is case-sensitive |
| Inactive Date | any combination of: YYYY-MM-DD MM/DD/YYYY follow the formatting from your Accounts Localization Setting |
| Marital Status | Single, Married, Widowed, or custom is case-sensitive |
|
Membership |
Must match Membership Type exactly |
If we find an existing profile with a matching first name, middle name, last name, and suffix, the Importer will update that profile instead of creating a new one.
If you have similar names in your file, we recommend you use a Remote ID field. The Importer will check for matching Remote IDs when deciding to match an existing person or create a new profile.
The Remote ID column in your CSV file must be named remote_id, and the contents of that column must be positive whole numbers.
You can add a Remote ID to an existing profile if the name fields and email match exactly.
Upload the File
A Manager or Administrator can upload the CSV file by clicking the gear icon on the People tab, and then by clicking CSV Import/Export.
On the next screen, select Start Import, and then choose your file to upload.
Match Fields
If you didn't use the Default Fields, you can still match the columns in your CSV file to fields in People. This helps the Importer put information in the correct place.
- Compare the Planning Center Field column with the CSV Column Names to make sure they match with what you want to be imported into those fields.
- If you have columns in your CSV file that you don't want to import, select Not Used. Any field marked as such will not be imported.
- If you accidentally uploaded the wrong file or noticed from the examples that you missed some information, replace the CSV with the correct file.
Once you've verified each field, click Preview Import at the bottom of the page.
Preview Data
You can see new or updated profiles and households, any errors the importer found, and all records that are identical. If you do not want to update or create a particular record, uncheck the box next to their name.
If you have any errors in your file, go to the Errors tab, and then click Download CSV at the bottom of the page to make adjustments to those profiles. Uncheck the errored profiles and finish this import, and then fix the errors and re-import that file.
Click Finish Import to process your import and either update or create all profiles that were selected.
Formatting Errors
If you receive an Oops! message, it means you have formatted something incorrectly in the column headers of your CSV file. Here are the two most common occurrences.
- Blank column header in your CSV file. Enter a column header or delete the column completely.
- Line break the column header. Column headers must be on only one line.
Undo the Import
If you have a panic moment and think the CSV file isn't correct, or some of the information from the tabs aren't what you expected, you can undo the import up to 48 hours after you imported it.
If you have merged any profiles from the import, do not undo the import. Undoing the import will completely delete the merged person from your database, removing any scheduled positions, registered events, donations, etc.
Scroll to the bottom of the Data Import & Exports page, and then click View Results on the import you want to undo.
Click Undo to remove anything created or updated by the information in the import.
You can continue updating the people you've added by importing other CSV files with information.