We are thrilled to help you with your transition to Salsa CRM and Salsa Engage. This guide is designed to clear up some questions of the onboarding and data migration/conversion process. Further information about your conversion can be found here.
Are Salsa CRM or Engage the same system as Salsa Classic?
The Salsa Engagement Platform joins together the power of Salsa CRM, a donor management database tool, with the versatility of Salsa Engage, our online engagement tool for developing email marketing and online fundraising forms.
What's the difference between CRM and Engage?
Salsa CRM is the hub for all your supporter data. Engage is one fundraising channel, accomplishing supporter communications, email marketing, and online fundraising through credit card transactions. All of that information syncs to Salsa CRM. Eventually, all of your fundraising channels should funnel into Salsa CRM, and all your development decisions will be based on CRM reporting.
Can I begin with Engage right away?
Yes. While it may take a number of weeks to convert Classic data to Salsa CRM, depending on the complexity of the source content. Salsa Engage, on the other hand, can be provisioned and useable within days. Once your Engage account is provisioned, design and publish Emails, Sign-up Forms, Targeted Actions, and Petitions immediately. Once your Merchant Services account is finalized, create and publish your Fundraising, Event, or Peer-to-Peer Forms.
Can I convert my Membership data into CRM?
Optional CRM modules, like Membership, are often demonstrated in the sales process. However, at this time there is no direct data conversion of historical information into this module. Implementing these modules after conversion is preferable, once the core functionality is adopted.
Why are there so many duplicates in my data?
Salsa Customer Support has a way to deduplicate a client's database on request, prior to extraction and migration. A full deduplication makes sure that only one supporter exists for each email. This service is free of charge and typically takes only a couple of days. A data backup is created before this starts and we make the backup available to our clients. Please request this prior to conversion.
How long is Classic going to be available to me?
Once you've accepted the data conversion and signed off on the process, you have 90 days to access Classic. After that time, the Classic database will be retired permanently.
I don't plan on converting records that do not have a transaction history. However, I don't want to lose that information. How can I export that data to a file?
Please send an email request to Customer Support requesting help with a custom query and export.
Why was my foundation imported with the first name: Phillips and last name: Foundation?
Constituents in Salsa CRM are defined as individuals or organizations with whom you interact. Salsa Classic does not have the concept of organization records. We recommend that these records should be pulled from your individual data and put into a separate file for import as an organization. With Salsa CRM, you can import the organization record, and import individuals related to that organization, then link the two manually after import with a defined Relationship (for example, Employee and Employer).
My supporters only have a first name. Can I import them into Salsa CRM?
Salsa CRM requires that individual records contain a first and last name, as well as the flag for the "Individual" Constituent Type. Classic did not require first and last names. Therefore your data may be incomplete. It is not recommended to "fudge" first or last names (for example, "Unknown" for the first or last name) for records that do not contain one or the other, nor is it recommended to attempt to import them directly into Salsa CRM.
Salsa Engage requires only an email address. First and Last Names are not required but will not synchronize to Salsa CRM until they are acquired. It is recommended that records with incomplete names and emails are uploaded into Engage instead of Salsa CRM. Encourage supporters to update information by creating an email blast which points to a special sign-up form. Supporters who update full names would then be synced to CRM.
My Engage Event puts my ticket payments into Salsa CRM as "donations" and they're not. Can you change that?
More important than what we call the transaction is whether any portion of the transaction was tax-deductible (or not) and to which financial income account you need to designate it.
Every Event in Engage can be configured with what part of the ticket sale is tax-deductible (if any) and to which Fund/Campaign/Appeal to which you need to direct that record (if you also integrate with Salsa CRM). As a refresher for our definitions, a Fund designates where the money is to be used by your organization, i.e., Is it a restricted or unrestricted account?
What do I do with donations where the supporter was deleted?
In Classic, donations for which the supporter was deleted, were retained along with other donations. Your data may contain records that don't tie to a constituent. Make sure you discuss with your conversion specialist on how to handle these. Would you want them tied to an Anonymous record? Should they just not be imported at all?
Can I convert my email and form templates?
Salsa Engage uses a modern, user-friendly Visual Editor that has best practices and mobile optimization built-in. You no longer need to customize your emails or forms using custom code to ensure that they will look good and be responsive to mobile devices. When you upgrade to Salsa Engage, your email and form templates will not directly transfer. However, using your originals as a guide, Salsa's onboarding team will work with you to recreate your email or design using Engage's enhanced Visual Editor. This will ensure that your new forms and emails take advantage of the best-practice design options that have been built into the tool.
Can I convert my email and activity history?
Salsa CRM and Engage use Groups to segment constituent records. Classic Groups are a perfect complement to Engage or CRM Groups. Groups can also be created for specific actions taken in Classic, prior to gathering the data for migration.
Select tags will be converted to Notes in Salsa CRM, based on an explicit conversation with your Conversion Specialist.
Can I move my existing recurring donors to Engage?
We can, in most circumstances, migrate recurring donors and card profile data only. You will need to manually re-create the recurring payments after those tokens are moved to Salsa CRM (not to Engage) and securely retain that giving history and credit card information. The caveat is that your previous merchant processor may not be inclined to share the information with us. It is a lengthy, bureaucratic process, with many checks and balances built-in to ensure PCI compliance and data integrity. Therefore, we can only do this once your data conversion is complete and your Salsa CRM implementation is "live".
We recommend this course of action if you have more than 100 recurring donors. If there are fewer, or if you are an Engage-only subscriber, we highly recommend attending our Engage Smart Start program, to learn how to create an email appeal focused on getting those historic donors to re-establish their recurring donations in the new system.
How do I subscribe supporters to just one Message Topic?
Message Topics are set up by campaign managers to categorize their communications to supporters (for example, General, Fundraising, etc.). Engage automatically opts all new supporters into all Message Topics. There is no choice to be made. Supporters manage whether they wish to continue to receive your Message Topics or whether they wish to receive any emails at all from you from a link at the end of every email communication generated from Engage. They receive every kind of email you generate unless they are in a Group that is excluded from that mailing or they have already updated their preferences to exclude themselves from that type of mailing AND your email configuration respects that. Whether someone is subscribed to receive ANY email from you is independent of the message topics they wish to receive.