This article contains instructions for exporting your membership data to VoterVoice’s online database. If you are not going to perform the data export yourself, please send a link to this article to your database administrator.
What you’ll need is a CSV (comma separated values) file from your in-house database that includes the relevant information you’ll want to have in the VoterVoice system:
The file you upload must contain a unique identifier for all of your contacts. If your file comes from an in-house database, the unique ID is by far the most important field we need in the file.
In your in-house database, each record should have an ID that will remain constant over time. This ID should be a unique, alphanumeric code. The name for the unique ID varies between databases, but is usually something like MembershipID, MemberNumber, ContactID, ConstituentID, etc. It is extremely important that every single record in the file have a unique contact ID. When performing future updates to your list through the Upload Tool, the system determines which contact records to add, update, or even remove based on the unique contact ID.
If you don’t have unique contact IDs because you don’t have an in-house database or have
some other situation, you can use email address as the unique value for each record. In this
method, each email address in the file needs to be valid and unique.
There are a number of others fields which we highly recommend you include in the file. You do not have to have include these, but the more of this ‘standard’ data you include, the more information will be pre-filled for your contacts when they take action on a campaign through the call to action email sent through our system. For advocacy campaigns, the system normally requires Prefix, First Name, Last Name, Email Address, and Home Address fields. If you do not have that information for your members, that is still okay—they will be prompted to enter that in the first time they take action, and that information will be stored in VoterVoice.
Also, please note that you DO NOT have to name the fields in your file the exact same names as below. When you upload your list, you will match the fields within your CSV file to the appropriate places for the data in VoterVoice.
- UNIQUE CONTACT ID
- FIRST NAME
- LAST NAME
- EMAIL ADDRESS
- PHONE NUMBER
- FAX NUMBER
- HOME ADDRESS
- HOME CITY
- HOME STATE
- HOME ZIP
- BUSINESS NAME
- BUSINESS TITLE
- BUSINESS ADDRESS
- BUSINESS CITY
- BUSINESS STATE
- BUSINESS ZIP
You can also include custom fields in your data. These fields are particular to your organization and how you ‘sort’ your membership. For example, fields like "member type" or "newsletter list" fall into this category. You can create custom fields yourself at any time. For your initial upload, though, we recommend contacting support to ensure that all fields are created in a way that exactly matches the data you have.
Uploading Your Contact List
Please reach out to our Support Team at firstname.lastname@example.org with any questions.