This guide provides specific instructions for exporting data from GivePanel to assist charities in managing fulfilment for their challenge campaigns, specifically when sending incentives to supporters who have registered and created a Fundraiser only.
Please note, there are other considerations when fulfilling to those who have created a fundraiser only. Please contact our support team for access to our Challenge Playbook which includes best practice on running a challenge.
After completing the matching process, there are two main ways to download the data: via the Registrations Export or the Fundraisers Export.
1. Exporting via Registrations Export
Steps:
Navigate to the Registration section in GivePanel.
Use the filters to select and export only those who are matched to a Fundraiser for the desired event.
Key Points:
The Registration Export is based on the date of registration, not the date a Fundraiser was set up.
Each time you manage fulfilment, you will need to export the full registration list.
Identifying Key Data:
The exported data includes a column for "Last Matched Date":
This shows when the system matched a registration to a Fundraiser.
Use this column to avoid sending incentives to the same supporters twice but do send to anyone who sets up a fundraiser some time after registering.
Note:
The system cannot match 100% of Fundraisers to Registrations but the Registration Export will have a full list of all registrants, with their addresses, even if they are not matched to a Fundraiser.
2. Exporting via Fundraisers Export
Steps:
Navigate to the fundraiser section in GivePanel where you can filter and export a list of all Fundraisers for your event only.
Key Points:
This method is often easier since it focuses on all Fundraisers appearing in GivePanel.
We recommend creating a master postal list of everyone you’ve already sent the fulfilment pack to:
Download the full list of Fundraisers from GivePanel each time you go to fulfil.
De-duplicate against your existing master postal list to avoid duplicates. This is because there is a risk of Fundraisers coming into GivePanel with an out of sync time for when the Fundraiser was set-up. Say the Fundraiser was set up by someone in a different country or whose account was set to a different timezone.
Considerations:
Exporting the Fundraiser list may include Fundraisers without addresses, read on to find out how to manage this.
Handling Missing Addresses
If the Fundraiser Export includes records without addresses, ensure you’ve tried both manual and automatic matching for these Fundraisers.
Recommendations
For accuracy and efficiency, always maintain a master fulfilment list to track supporters who have already received their incentives.
Regularly reconcile your Registration and Fundraiser exports to minimize errors and ensure timely fulfillment.
Keep in mind that fulfilling incentives for those who have created a fundraiser only involves additional considerations and best practices. For detailed guidance, reach out to our support team to access the Challenge Playbook.