Import Overview
Moving to SoapBox doesn’t mean starting from scratch. Our import tools help you bring your existing data - members, groups, giving history, and more - into SoapBox.What Can Be Imported
Member Data
Names, contact info, family relationships, custom fields
Giving History
Past donations for tax statements and records
Groups
Group structures and memberships
Attendance
Historical attendance records
Import Methods
| Method | Best For | Complexity |
|---|---|---|
| CSV Import | Standard data migration | Low |
| Direct Integration | Supported platforms | Medium |
| API Import | Custom or large datasets | High |
| Manual Entry | Small additions | Low |
Preparing for Import
Step 1: Audit Your Data
Before importing, review your existing data:- Remove duplicate records
- Update outdated information
- Standardize formatting
- Identify required fields
Step 2: Export from Current System
Export data from your current platform:- Most systems offer CSV export
- Include all relevant fields
- Note any custom fields
- Preserve relationships (families, groups)
Step 3: Map Your Data
Plan how fields will map to SoapBox:| Your System | SoapBox Field |
|---|---|
| First Name | first_name |
| Last Name | last_name |
| Email Address | |
| Mobile Phone | phone_mobile |
| Home Phone | phone_home |
| Street | address_line_1 |
| City | city |
| State | state |
| ZIP | postal_code |
| Birthday | birth_date |
CSV Import
File Requirements
Your CSV file should:- Use UTF-8 encoding
- Include header row
- Use comma delimiters
- Handle special characters properly
- Be under 10MB per file
Required Fields
Minimum required fields:- First name
- Last name
- Email OR phone number
Recommended Fields
For best results, include:- Full contact information
- Family relationships
- Member status
- Join date
- Group memberships
- Tags/categories
Import Process
1
Prepare CSV
Format your data according to SoapBox requirements
2
Upload File
Go to Admin > Data > Import and upload your CSV
3
Map Fields
Match your columns to SoapBox fields
4
Preview
Review sample records to verify mapping
5
Import
Run the import and monitor progress
6
Verify
Check imported data for accuracy
Sample CSV Format
Platform Integrations
Supported Platforms
Direct import available from:- Planning Center
- Church Community Builder (CCB)
- Breeze
- Elvanto
- Subsplash
- Rock RMS
Integration Import
1
Connect Platform
Go to Admin > Integrations > select your platform
2
Authorize
Log in and authorize SoapBox access
3
Select Data
Choose which data to import
4
Configure Mapping
Review and adjust field mapping
5
Start Import
Begin the import process
Planning Center Import
If migrating from Planning Center:- Connect your Planning Center account
- Select modules to import (People, Groups, Giving, Check-ins)
- Map custom fields
- Choose sync or one-time import
- Run import
Importing Specific Data
Member Data
Essential Fields- Name and contact information
- Family relationships
- Member status
- Profile photos (URL or upload)
- Custom fields
- Tags and categories
- Notes
- Communication preferences
Family Relationships
Define family relationships:Giving History
Import past giving for tax records:| Field | Required | Format |
|---|---|---|
| Donor name or ID | Yes | Text or number |
| Amount | Yes | Number (no $ symbol) |
| Date | Yes | YYYY-MM-DD |
| Fund | Yes | Text |
| Payment method | No | Text |
| Transaction ID | No | Text |
Groups
Import group structure:- Group names and descriptions
- Group types/categories
- Leaders
- Members
Attendance Records
Historical attendance:- Event/service name
- Date
- Attendee (name or ID)
- Check-in/out times
Handling Duplicates
Duplicate Detection
SoapBox identifies potential duplicates by:- Email address (exact match)
- Name + phone combination
- Name + address combination
Duplicate Resolution
When duplicates are found:- Review flagged records
- Choose to merge, skip, or create new
- Select which data to keep
- Confirm resolution
Prevention
Prevent duplicates during import:- Clean data before import
- Use unique identifiers
- Enable duplicate checking
- Review matches before confirming
Large Imports
For Large Datasets
If importing more than 10,000 records:- Contact support before importing
- We may recommend staged import
- Consider off-hours processing
- Plan for verification time
Staged Import
Break large imports into phases:- Phase 1 - Members and families
- Phase 2 - Groups and memberships
- Phase 3 - Giving history
- Phase 4 - Attendance and other data
API Import
For very large or complex imports:- Use our API for programmatic import
- Handle complex relationships
- Custom scripting available
- Contact support for guidance
Verification
Post-Import Checks
After importing, verify:- Record counts match expectations
- Family relationships are correct
- Contact information is accurate
- Custom fields imported correctly
- Groups and memberships are intact
- Giving totals are accurate
Spot Checks
Manually verify sample records:- Check 10-20 random profiles
- Verify family connections
- Confirm group memberships
- Review giving history
Fixing Issues
If you find problems:- Small issues: Edit individually
- Systematic issues: Contact support
- Major problems: Consider re-import
Best Practices
Clean First, Import Second
Clean First, Import Second
Take time to clean your data before import. It’s easier to fix in a spreadsheet than after import.
Start with a Test
Start with a Test
Do a small test import first. Import 10-20 records to verify mapping and catch issues.
Maintain Backups
Maintain Backups
Keep backups of your original data. You may need to reference it or re-import.
Communicate with Your Team
Communicate with Your Team
Let staff know about the migration timeline. Plan for some temporary disruption.
Verify Before Going Live
Verify Before Going Live
Thoroughly verify imported data before relying on it for ministry.
Getting Help
Import Support
We offer migration assistance:- Self-Service - Use our import tools with documentation
- Guided - Support team helps with mapping and import
- Full Service - We handle the entire migration (Enterprise)