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How do I migrate tokens + schedules to Legacy RaiseDonors?

Chris Mechsner
  • Updated
We are here to help you migrate your donor's payment methods and associated schedules. This process can be overwhelming and complicated, but we are here to help every step of the way. We've completed hundreds of migrations and it's our goal to ensure you migration is smooth, secure, and successful.
 
To get started, send us an email at support@virtuous.org so we can connect regarding timelines, cost, specific data needs, and discuss deliverables.
Include as much of the following information as you can so we can get started as soon as possible:
  • Your ideal kick-off for this project [we want to get started right away too!]
  • Your ideal timeline for all imports to be completed [we need a few weeks to do our magic, but knowing the timeline you're shooting for helps us to schedule internally]
  • What gateway are you moving from [we're just getting the lay of the land here]
  • What gateway you are moving to [even WE need to know where things will start and end]
  • If you're an overachiever (you know who you are 🙂 ) you can also include your completed Schedule Import Template. We'll need this information to assess the next steps [go team!]

 

When would I need to migrate recurring schedule data?

If you are moving to a new payment gateway, you will need to move your tokens + recurring schedules from your old gateway to your new gateway. This is a two step process. The first step is to migrate the tokens. The second step is to migrate the recurring schedules.
 
 

Is your process secure?

  • Please know that Legacy RaiseDonors will NOT ever possess or handle any of your sensitive PAN information.
  • The gateway you are leaving will require encrypted and secured methods for transmitting the data to your new payment gateway. Data will only be transmitted between the two payment gateways. PCI and PAN data will never be sent to Legacy RaiseDonors and we'd advise that it is never sent to you.

 

What should I expect from the gateway I'm leaving?

Let's be honest, once you ask the payment gateway to export your tokens and schedules, they know they are loosing you as a customer. Some vendors do all they can to go above and beyond to serve you as you leave. The unfortunate truth with others, they make the process very difficult. 

  • Sometimes the processor you are leaving will charge a fee to acquire and deliver this information securely.
  • Usually the time frame to export tokens is 1-2 weeks. However, be sure to ask, sometimes the timeframe to acquire and deliver this sensitive information can be lengthy -we've seen as high as 8 weeks!
  • For legal reasons, sometimes the payment gateway you are leaving will NOT securely transmit your donor's credit cards. 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

 

How do I get started?

There are two main chunks of data that need to be migrated, Tokens and Recurring Schedules. 

TOKENS
The actual relocation of sensitive credit card and ACH information from the old gateway to the new gateway. The specifics for all of this depends on which gateway you are moving from and which gateway you are moving to. Typically, each gateway vendor has its own specific compliance, rules, and schedules for this. We've provided some instructions for the popular payment gateways we work with. If your payment gateway is not listed, you will need to reach out and obtain their procedures.

RECURRING SCHEDULES
Recurring schedules are an essential component of any growing non profit. After the payment tokens have been migrated to your new payment gateway, new recurring schedules will be created.  

The recurring schedule is very transactional in nature. It is responsible for knowing how much to charge your donor, when to charge your donor, and which payment token to use. This information is referred to as "transactional information".

All non profits desire to have richer information about the recurring schedule. For instance, which Project allocations are setup for this schedule? What are the motivation and source codes? Which page did this donor create the schedule through? This extra information is referred to as "meta data". 

 

To track both the "transactional" and "meta" information pieces on a recurring schedule, we have a template you will need to fill in. After you have completed filling in the template, our team will process the file. In doing so,

  • new and live recurring schedules will be created in your new payment gateway, ready for immediate processing. 
  • the remaining schedules in your old payment gateway will be cancelled (automatically or manually)
  • a summary log explaining which schedules were created will be provided to you

 

It's critically important the data supplied in the CSV is accurate and complete. 

 

 

What goes into the Schedule Import Template?

We're so glad you asked! Here's some helpful hints:

  • It's important to note that this file can support schedules with single or multiple Project designations.
     
  • Don't forget to make sure that all data is appropriately parsed for commas and apostrophe's to be compatible for CSV's.

  • The chart below outlines the details of the fields included in the file.
Gateway.PaymentTokenId
 
 The current token Id for this schedule. You do not know the new tokenID from the gateway you are moving to. This is the tokenID from the gateway you are moving away from.
TenderType
 
ACH or CC
Donor.OrganizationName
 
If the donor is actually an organization (optional), you can provide the organization name.
Donor.FirstName
 
 Donor's First Name
Donor.LastName
 
 Donor's Last Name
Donor.EmailAddress
 
Email address. This is a required field. If you are providing fake email addresses - please read this. 
Donor.Phone
 
Donor's Phone Number
Donor.BillingAddress
 
Donor's Billing Address for payment method
Donor.BillingCity
 
Donor's Billing City
Donor.BillingState
 
Donor's Billing State
  • ISO 2, ex: TX
Donor.BillingPostal
 
Donor's Billing Postal Code
  • ie. Zip Code
Donor.BillingCountry
 
Donor's Billing Country
  • ISO 3, ex: USA
Schedule.Amount
 
The total amount of the recurring schedule 
ex: 100.00
Schedule.NextChargeDate
 
The schedule's next charge date. This is also the first charge date of the new schedule in Legacy RaiseDonors. 
Schedule.Frequency
 
Monthly, Weekly, Quarterly, Anually.
Schedule.Currency
 
 ex: USD
Schedule.Meta.Comment
 
Optional, a comment to store with the schedule
Schedule.Meta.ForeignKey
 
Optional, a reference key to store with the schedule
Schedule.Meta.SourceCode
 
Optional, a source code to store with the schedule
Schedule.Meta.PageName
 
Donation Page to associate with schedule and donation.
  • The value must match exactly to the page name in Legacy RaiseDonors. Or you can provide the page.Id.
  • If your account has multiple gateways enabled, the gateway selected in this page is the gateway this schedule will be attached with.
Schedule.Meta.IsAnonymous
 
 If you wish to have the schedule marked as anonymous.
Schedule.Project.Code1
 
For Project designations, provide the Project code. 
Schedule.Project.Amount1
 
For Project designations, provide the Project code. 
Schedule.Project.Code2
(3,4,etc)
If there are multiple Project designations, you can provide as many iterations as needed. 
Schedule.Project.Amount2 (3,4,etc)
Ensure the sum of all Project designation amounts sum to the total provided at Schedule.Amount