Understanding the CyberGrants Event Sign-Up Bulk Upload Extension
The Event Sign-Up Bulk Upload Extension streamlines donor sign-up record creation for volunteering events by allowing bulk uploads of participation data, including for Friends and Family, improving efficiency for program administrators.
- This standard extension provides a templated, repeatable solution that can be easily added to client environments using solution credits.
- It includes pre-configured, adjustable elements, follows a vetted implementation process for long-term compatibility, and comes with a maintenance package allowing one scoped update per year.
This extension provides a donor-facing portlet for uploading bulk .TXT files with sign-up records using a detailed template that includes critical fields such as Event ID, Donor ID, Shift Number, Friends and Family details, and optional custom fields. Files are processed nightly, and a real-time log beneath the interface lets users track status, view errors, and access uploaded files.
Check out the video below to learn more!
Key Features:
- Donor-Facing Upload Portlet - A user-friendly portlet is provisioned on a new webpage, allowing donors to upload files directly. The portlet includes configurable instructions and upload controls.
- Bulk Upload Functionality - Allows donors to upload multiple event sign-up records in .TXT format using a structured template that includes essential fields like Event ID, Donor ID, Shift Number, Friends and Family details, and optional custom fields.
- Nightly File Processing - Uploaded files are processed nightly to generate sign-up records, enabling batch processing without real-time system strain.
- Robust Error Handling - The system validates file format, naming conventions, and field accuracy. Errors in individual rows do not block the entire file unless critical issues are found (e.g., wrong format, missing headers).
- Upload History Table - Users can monitor the status of their uploads in a dynamic table that displays the file name, posting date, uploader, validation status, and high-level status messages.
- Friends and Family Sign-Up Support - Automatically creates new donor associate records for Friends and Family if none exist, linking them back to the original donor.
- Disposition Logic for Enrollment/Waitlist - Automatically determines whether the sign-up record is enrolled or placed on a waitlist based on event capacity settings.
- Upload Error Reporting - A detailed error report is emailed to a designated distribution list, identifying problematic rows to help resolve issues quickly.
- Controlled Change Management - Includes annual limits on functional changes, ensuring system consistency and integrity while allowing scoped customization.
Limitations and Considerations:
- Uploads are not processed in real-time (nightly batch job).
- The file must adhere strictly to formatting and naming conventions.
- Changes to the configuration post-deployment may incur additional costs.
- Functional requirements must be finalized before development begins.
- Friends and Family sign-ups may lead to duplicate records if the data does not match existing entries exactly.
The extension's reliability depends on adhering to CyberGrants' vetted implementation methodology. This ensures platform compatibility and prevents costly deviations in scope. To learn more, please review the following articles. For assistance with acquiring this extension, please reach out to your assigned Implementation team's Project Manager.
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