To utilize the Manual Approach to migrating recurring data, there are 2 main considerations before you get started:
First, choose whether you're going to manage this process alone, contract with your old (current) gateway, or engage with RaiseDonors Professional Services.
-
-
If you're wanting to partner with us, check out this article on next steps.
-
If you're wanting to partner with your current (soon to be old) gateway, reach out and see about entering into a professional service agreement
-
If you're wanting to utilize the RaiseDonors API, head here to learn more about the specifics of RaiseDonors' API.
-
Then, decide on timing - it's important that the schedule objects are loaded into RaiseDonors before the recurring schedules run in the new gateway. Otherwise, you've accidentally started with the passive approach by letting the schedule inform the schedule object.
Ok, let's get started!
1: Get the Schedules
Contact the gateway you are leaving and request a file with all of the raw credit card and ACH information.
-
They will need to deliver this information to you in a compliant manner. Please keep in mind that you are now taking on risk by handling real credit cards and ACH information, make sure that you have proper protocols in place to safeguard your organization.
-
Please know that RaiseDonors will NOT ever possess or handle any of your sensitive PAN information.
-
Sometimes the processor you are leaving will charge a fee to acquire and deliver this information securely.
-
Sometimes the timeframe to acquire and deliver this sensitive information can be lengthy -we've seen as high as 8 weeks!
-
Typically the information is sent in pieces over the timeframe, so you may expect to receive batches of information at a time.
-
Every so ofter, the answer is "NO". In this case, review the terms and conditions of your agreement with your processor.
-
Sometimes a processor will require you to prove your compliance and methods are secure before they send the information.
-
Some processors auto-update expired or re-issued credit cards, so make sure you confirm the data they are sending is the most up to date information
2: Format the Data
Format the data files from the old gateway to fit the import template that your new gateway provides. Take this opportunity to clean up your data by removing expired credit cards, or cancelled schedules.
-
Contact your new gateway and ask for help. They may have tools or solutions to help with this process.
-
Confirm with your new gateway if they support processing on days of the month from 1-31 or 1-28.
-
Don't assume that the two gateways you are working with support the same frequencies (monthly, quarterly, annually, bi-annually, etc). Double check.
-
If you have a unique ID for the donor associated with each schedule - it will be incredibly impactful to include this ID with your data
-
Include any other relevant "metadata" you wish to associate with the schedule. For example: source code, email address, partner level, etc. Be sure to include this information in your document - and ensure the gateway you are moving to can support metadata attached to schedules.
3: Upload the Data
Now it's time to upload the data into the new gateway. This is the moment you've been working towards!
-
Ensure you receive a status on each of the newly uploaded and created schedules. It's common to experience a 2-5% decline rate on migrated schedules.
-
Review the fraudulent monitoring tools in the new gateway. The threshold that determines what is fraudulent vs what is legitimate activity is most likely slightly different between the old and new gateways. This difference can add to higher rates of declines, or higher rates of fraudulent activity.
-
Do some auditing on the new schedules.
-
Is the frequency correct? (ie: monthly, quarterly, etc)
-
Is the day of the month correct?
-
Is the amount correct?
-
Did the unique donor ID import properly?
-
What about the metadata?
4: Manage the Old Schedules
Work with your old gateway to ENSURE that the schedules there are terminated and won't be charged. You do NOT want to be double charging your donors!