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.
Check the CSV File
If your information was stored in another place, export it as a 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.
If you do not want to import data into a particular field, exclude that column from the CSV. Leaving it blank, adding dashes, or typing N/A in that field will replace the existing data in People with whatever is in that column.
For more information about the fields in your file, expand one of the sections.
These default fields already exist in People, so rename your fields to match the ones listed below.
Follow the Date Format listed in your Localization Setting.
| Default Fields | Accepted Answers |
|---|---|
| Given Name | Any Text |
| First Name | Any Text |
| Nickname | Any Text |
| Middle Name | Any Text |
| Last Name | Any Text |
| Birthdate | any combination of: YYYY-MM-DD MM/DD/YYYY follow the formatting from your Accounts Localization Setting If your person’s record doesn’t have a birth year, use 1885 as the birth year; 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 |
| Household ID | names, numbers, 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 |
| 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 |
| Marital Status | Single, Married, Widowed, or custom is case-sensitive |
| Membership | Unassigned, Member, Attender, Guest, Outreach, or custom is case-sensitive |
| Name Prefix | Mr, Mrs, Ms, Miss, Dr, Rev, or custom is case-sensitive |
| Name Suffix | Jr, Sr, Ph.D, I, III, or custom is case-sensitive |
| 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 Status 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 |
| Home Email | Any Text multiples can be separated by a semicolon (;) |
| Work Email | Any Text multiples can be separated by a semicolon (;) |
| Other Email | Any Text multiples can be separated by a semicolon (;) |
| Home Phone Number | any length, with or without dashes multiples can be separated by a semicolon (;) |
| Work Phone Number | any length, with or without dashes multiples can be separated by a semicolon (;) |
| Mobile Phone Number | any length, with or without dashes multiples can be separated by a semicolon (;) |
| Pager Phone Number | any length, with or without dashes multiples can be separated by a semicolon (;) |
| Fax Phone Number | any length, with or without dashes multiples can be separated by a semicolon (;) |
| Skype Phone Number | any length, with or without dashes multiples can be separated by a semicolon (;) |
| Other Phone Number | any length, with or without dashes multiples can be separated by a semicolon (;) |
| 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 |
Anything you put in a field will be imported; in addition, if you leave the field blank, any information previously in the field will be overwritten with a blank.
- If you have fields in your file that aren't listed here, create them as Custom Fields before importing your file.
- If you are importing into a field with multiple options, like multiple checkboxes, the responses need to be separated by a
|. - Notes cannot be imported into People Profile Notes. They have to be imported as custom fields.
Each member of the household needs his or her own line in the CSV. Create an ID for each household using the exact same characters, and add them to the Household ID column for each member of the household. As long as that ID matches for each member of the family, 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 family members together in the same CSV file.
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.
Remote IDs cannot be added to existing profiles. If you are importing profiles that already exist in Planning Center, they will need to be merged after the import. The best way to do this is to import basic information, including the Remote ID, and merge the profiles. Upon merging, the profile will take on the Remote ID and can then accept any merges with the Remote ID.
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 do not want to import a particular column, select Not Used.
- 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.
Information about an Organization Administrator cannot be updated by a CSV import.
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 Error
If you receive an Oops! message, you probably have a blank column header in your CSV file. Enter a column header or delete the column completely.
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 isn't what you expected, you can undo the import up to 48 hours after you imported it.
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.