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Import Templates FAQ

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    ShulCloud has the ability to import data in bulk if synagogues have a large amount of data to be entered. The data must be formatted into a ShulCloud template. Templates are used both in ShulCloud Onboarding and ShulCloud Professional Services. 

    To ensure that the data imports correctly, specific templates provided by ShulCloud must be used. Any templates or spreadsheets other than what is provided by ShulCloud will not be accepted. 

    Please contact ShulCloud for additional questions and to discuss options if there are concerns about existing templates. 

    The FAQs are divided into three categories:

     

    FAQs

    General Template Questions

    Question Where can I download the ShulCloud templates?
    Answer

    You can download the import templates here: ShulCloud Data Imports

    If you cannot find the template you need, please reach out to your ShulCloud contact.

     

    Question Who can help me prepare my template?
    Answer

    The ShulCloud team provides limited template consultation, focused on ensuring that your data is formatted properly for import. If you need help configuring your data and entering it into the template, ShulCloud can recommend independent consultants.

     

    Question What if I don’t have enough information to fit in every column in the template?
    Answer

    Enter all the information that you have into the corresponding columns in the template. If a column is required, you cannot leave that field blank. If a column is not required and you do not have that information, leave it blank.

     

    Question Can ShulCloud de-dupe or edit the information in my template?
    Answer

    ShulCloud does not remove duplicates or edit information in the templates you submit.  It is highly recommended that you make these edits in the template before the data is imported. If necessary, you can make changes and updates within ShulCloud after the import.

     

    Question How much data (# of rows) can be included in a template?
    Answer

    There is no limit to the number of rows you can have in a template, as long as they are all formatted correctly.

     

    Question Why do I need Account IDs? Where can I find them?
    Answer

    The Account ID will be used in every template to ensure that the data is linked to the correct account.

    If you are onboarding to ShulCloud, it is essential that you assign each account in the Demographics Template an Account ID (column A), and use the same Account ID in every template.

    If your ShulCloud site is already active and you will be importing or updating financial or demographic data, you must use the ShulCloud Account ID, which can be found in the Accounts area of ShulCloud.

    Account ID.png

     

    Question In the demographics template, how do I enter all the information for a family/account/household with multiple people?
    Answer

    In ShulCloud, each family is considered a single account. Each person in the family/account/household must be entered into the same row as the account information.

     

    Question In the demographics template, what is the difference between account types, account billing types, and tags?
    Answer

    In ShulCloud, an account (composed of one or several people) can only have one account type and one account billing type. A person can have many tags.

     

    Question In the demographics template, do I have to add an Account Name (column B)?
    Answer

    You are not required to add account names to the demographics template. This field is for your reference as you fill out the template.

    During the import, account names will be overwritten with the default settings in My Lists > Field Templates > account_name.

    In most cases, we recommend using the default settings in Field Templates, because it will make it easier to standardize account names. If you would like to override these defaults and use the account names listed in your template, please inform your ShulCloud specialist.

     

    Question In the yahrzeit template, do I have to include both the Hebrew and English dates?
    Answer

    In order to import correctly, all yahrzeits must have either an English or a Hebrew date. Here is what you should include based on the information you have:

    • Full English and Hebrew date – Great! Include both dates and mark in column I (Observes English Date?) which one will be observed.
    • Full English date, but not Hebrew date – Include the full English date, including year. ShulCloud can calculate the Hebrew date based on the English date.
    • Hebrew date (with or without the year), but not English date - ShulCloud cannot calculate an English date from a Hebrew date. Mark "N" for no in column I (Observes English Date?), and do not enter an English date. If you are only using the Hebrew date, it is not necessary to include a Hebrew year.
    • English date month and day, but no year (with or without Hebrew date) – Add a “placeholder” year, such as 1800. Make sure this placeholder year is the same for all records, so you know that the year is unknown.
    • No English or Hebrew date - Add a “placeholder” date, such as 1/1/1800. Make sure this placeholder date is the same for all missing records, so you know that the date is unknown.

     

    Question Is there a template for events?
    Answer

    ShulCloud does not provide a template to import events. However, there is an option to import a calendar, as long as it is in an iCal/.ICS format. Learn more about calendar imports here: ShulCloud Data Imports

     

    Question When is the best time of year to import financial data? 
    Answer

    ShulCloud cannot advise on a “best time” to import financial data, but it is important to ensure that your financial team is prepared.

    If you will be importing all transactions into ShulCloud using the Detailed Transactions tab in the financial template, the timing won’t make a difference because you can run all statements and tax letters from ShulCloud.

    If you will be importing only open balances using the Open Balances tab in the financial template, you will need to consider how and when you will send statements and tax letters. Will you be sending them from your previous system system or from ShulCloud?

     

     

    Professional Services - Preparing additional data for a ShulCloud site that is already in use

    Question How much does a template import cost if my site is live?
    Answer

    If your site is live (in use), you must work with our Professional Services department for your template import.

    The minimum fee for a single template import is $292.50. We will confirm the final price and timeline once we receive the completed template before we begin to import the data in ShulCloud. Generally, template imports are in the 1.5-2.5 hour range (billed at our Professional Services rate of $195/hour).

     

    Question What is the template import process for Professional Services?
    Answer

    In order to import data to ShulCloud, your template(s) must be prepared and approved by our import specialist. Our ShulCloud Data Manager will work with you to ensure that your templates are prepared correctly.

    If you are not sure how to import your data or what template will work best within your existing site, please reach out to our Professional Services department and provide as much information as possible so they can offer guidance.

     

    Question What if I don’t like how my data was imported?
    Answer

    After your import, the ShulCloud Professional Services team will confirm that the data was imported as expected. If there is an issue with the data caused by the ShulCloud system, we will work with you to ensure that it is corrected. If you made an error within your template or left off data and need to do another import, additional charges will apply.

     

    Question I want to clean up data that already exists in my ShulCloud site – do I have to start with a blank template? 
    Answer

    Not necessarily. Please contact ShulCloud Professional Services before beginning your project. Depending on the data that you would like to clean up, we can offer a template that is pre-filled with your ShulCloud data and will provide instructions on the best way to proceed. This pre-filled template will be included in the quote for your project.

     

    Question Can I meet with you to discuss my template?
    Answer

    Depending on the complexity of your data, the ShulCloud Professional Services team may recommend a billable discovery meeting to ensure that you are on the right track, billed at our professional services rate of $195/hour. If you decide to proceed with the project, this payment may be applied to the final quote if the project is more than 2 hours.

    If you would like to schedule a meeting, please reach out to the ShulCloud Professional Services and include the questions you would like to discuss in the meeting. They will then send you a quote and a link to schedule.

    Additional template meetings will be billed at our ShulCloud rate of $195/hour, in 15-minute increments, unless otherwise determined by ShulCloud.

     

    Question What if I have non-template ShulCloud questions while I am preparing my template? 
    Answer

    If you have questions that are not related to your specific template project, there are a number of ways to get help:

     

    Question Can I import historical financial data if my site is already live?
    Answer

    If your site is live and you are actively taking payments in ShulCloud, we do not recommend importing historical financial data. There is a significant risk of duplicate entries, and the data can be complicated to fix. If you think a historical financial data import is necessary, please discuss with a Professional Services specialist.

     

    Question I need to import a list of payments from a third-party site (for example Venmo, PayPal, Zelle, etc.). Which financial template should we use?
    Answer

    If every charge has a single payment associated with it, we recommend the Basic Transactions tab in the Financial Template. You will not have to enter an invoice number, because each payment will automatically be assigned a corresponding charge.

    If a transaction is associated with an account that already exists in ShulCloud, you must include the corresponding account ID so the transaction is linked to the correct account.

    If you need to use the detailed transactions tab, then you can manually assign an invoice number, and use it in the Applied to Invoice # column, so that the payments are applied to the correct charge.

     

    Question I am only importing a financial template – can I add new donors/accounts to this template to be imported? Can I include their contact information?
    Answer

    Yes, you can add new accounts into a financial template. For new accounts that do not currently exist in ShulCloud, please leave the Account ID blank and a new account will be created during the import.

    It is possible to add emails and phone numbers to the financial template for new accounts. If you would like to do this, please discuss with your ShulCloud contact.

     

    Question All the charge types in my template should already be entered in ShulCloud. What happens if I miss one? 
    Answer

    If a charge type is included in your financial template that does not currently exist in ShulCloud, the charge type will be created with the import, but it will not have any tax information associated with it, so you will need to update the charge type details in My Lists. In order to ensure that existing charge types are correctly imported, the charge type in the template must exactly match the spelling, capitalization, and spacing in ShulCloud.

     

    Onboarding - Preparing data for a brand-new ShulCloud site

    Question What is the process for preparing templates for onboarding to ShulCloud?
    Answer

    Before you can begin the official ShulCloud onboarding process, your template(s) must be prepared and approved by our import specialist. Template approval is a prerequisite for ShulCloud Onboarding.

    Our ShulCloud Data Manager will work with you to ensure that your templates are prepared correctly.

    Once your templates are approved, your onboarding specialist will reach out to schedule a kickoff meeting. During this meeting, you will discuss the onboarding timeline (generally 60 days) and all the necessary steps to set-up your ShulCloud site.

     

    Question When can I start using my ShulCloud site?
    Answer

    Once your template has been approved and you begin onboarding, your onboarding specialist will share instructions about how to log-in and begin setting up your site.

    Your template data will be imported to your site after your first onboarding meeting.

     

    Question Can I set up a meeting to talk about my templates?
    Answer

    We offer one complementary 30-minute meeting for onboarding clients to discuss your template(s). If you would like to schedule a meeting, please reach out to your ShulCloud specialist and include the questions you would like to discuss in the meeting. They will then send you a link to schedule.

    Additional template meetings will be billed at our ShulCloud rate of $195/hour, in 15-minute increments, unless otherwise determined by ShulCloud.

     

    Question What if I have non-template ShulCloud related questions while I am preparing my template? 
    Answer

    Preparing the template and approval of the template is a prerequisite for ShulCloud onboarding. Once the template is approved, you will be assigned an onboarding specialist who will guide you through the import, set-up, and training, and will answer all your ShulCloud questions.

    You can list your questions in a separate message thread in Basecamp, and your onboarding specialist will address them during or after your first onboarding meeting.

     

    Question How do I know which template to use?
    Answer

    You have three options (listed below) for onboarding template imports. If you have additional data to import that does not fit within the templates below, there are other templates you can use. Please reach out to the ShulCloud Data Manager to discuss options.

     

    Demographics and Yahrzeit Template Only
    If you will not be importing any financial information, you will only need to use the Demographics and Yahrzeit template. The Household Template tab is required. The Yahrzeit Template tab is only necessary if you will be importing yahrzeits.

    It is essential that you assign each account in the Household Template an Account ID (column A). This ID will be used in every template to ensure that the data is linked to the correct account.

     

    Demographics and Yahrzeit Template, Plus Financial Template
    If you will be importing financials and do not have QuickBooks, you must also complete the financial template. The type of financial data you choose to import will determine which tab(s) in the template you use.
    The Household Template tab in the Demographics and Yahrzeit template is required. The Yahrzeit Template tab is only necessary if you will be importing yahrzeits. It is essential that you assign each account in the Household Template an Account ID (column A). This ID will be used in every template to ensure that the data is linked to the correct account.

     

    Demographics and Yahrzeit Template, With QuickBooks Import
    If your financial information is stored in QuickBooks and you will be importing financial data directly from QuickBooks, you do not need to fill out a separate financial template. Instead, you will add specific QuickBooks information to the External Billing ID (column E) in the Household tab of the Demographics and Yahrzeit template:

    • The "Customer Name" field from QuickBooks Desktop
    • OR the "Member Display Name" field from QuickBooks Online

    The Household Template tab in the Demographics and Yahrzeit template is required. The Yahrzeit Template tab is only necessary if you will be importing yahrzeits. It is essential that you assign each account in the Household Template an Account ID (column A). This ID will be used in every template to ensure that the data is linked to the correct account.

     

    Question What if I don’t like how my template data was imported?
    Answer

    During onboarding, you will import your data twice. The first import is to ensure that the data transfers correctly and allows you to begin training in ShulCloud with actual data. If the data does not transfer correctly during the first import, you will work with your onboarding specialist to update your templates and configuration for the second (final) import. Any additional imports will be billed accordingly.

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