Moving from Subsplash to One Church Software comes down to three steps: export your data from Subsplash, bring it into One Church, and help your givers move their recurring gifts. This article walks through each one.
Before you start
Export everything before you cancel Subsplash. Subsplash subscriptions renew automatically, so contact your Subsplash Client Success Manager at least 30 days before your renewal date (shown under Settings > Subscription). Ask them how long your data stays available after your contract ends.
Keep the ID columns in your exports (such as the profile_id column). They keep families together and link each person's giving, notes, and group memberships to the right profile when your data is imported.
Subsplash exports come out as CSV files, so they're ready for the import tools.
Hold off on adding custom fields in One Church. If our team is importing for you, we'll recommend which fields to create and set them up during the import.
Choose how your data gets imported
You have two options. Either way, you'll use the exports described in the next section.
Have our team import it
You will need the Full Account permission to submit a data import request.
Click your user avatar in the top right of the toolbar and choose Request Data Import.
Fill in the form. Mention that you're coming from Subsplash and describe what you'd like brought over.
Our Import Specialists review your files and send you a migration plan to approve before anything is imported.
For cost, timing, and what our team can import, see How can I request for someone to import my data into One Church?
Import it yourself
You will need the Import permission to use the import tools.
Go to Settings & Tools (Cog icon in the tool-bar) > Tools/Utilities > Import Data, click + New Import, choose a Type, and upload a CSV file. Import people first, then the records that link to them, such as notes, group members, and transactions.
For field mapping and tips, see How do I import data into One Church?
Tip: Map the Subsplash person ID to External ID and the household ID to Family ID. That's what lets later imports find the right person and keeps households together.
Export your data from Subsplash
Subsplash exports each area separately. Some data lives in the main dashboard and some in the older Management (Church Management) dashboard. Menu names below match Subsplash's help center at the time of writing.
People and households
People: People > All People. Clear any filters, then click Export. Only the people in the current list are exported.
Households: in the Management dashboard, go to People > Contacts. Use the gear icon to add the Family household, Household role, and Family Household ID columns, then export to CSV.
Custom fields: in the Management dashboard, go to People > Contacts > Table Settings, select each custom field by name, and click Export to CSV.
Giving
Giving history: Giving > Transfers. Select a transfer and click Export. These are gifts that have already been deposited.
All gifts in a date range: Giving > Gifts, set the range, and click Export.
Event and form payments: Giving > Payments > Export.
Recurring gifts: download the Upcoming Recurring Gifts report from Giving Analytics. You'll use it to follow up with givers.
Delete any balance adjustment rows from the giving files before importing.
Forms, events, and sermons
Form submissions: open the form, click View All, then Download Submissions.
Event registrations: open the event's Registration tab and download the registrant list.
Sermon details: Media > Bulk Import/Edit, then Download .CSV. This includes titles, speakers, dates, and scripture.
Subsplash doesn't offer a bulk download of your audio and video files, so keep your original files or ask Subsplash for them. If you'll host your podcast in One Church, ask Subsplash Support to redirect your old podcast feed so subscribers follow you.
Groups and messaging
Subsplash doesn't offer an export for group rosters or messaging contacts. Ask Subsplash Support or your Client Success Manager for these before your contract ends.
What doesn't transfer
A few things need to be set up fresh in One Church:
Recurring gifts and saved payment methods. Card and bank details stay with Subsplash, so givers set up their recurring gifts again in One Church Giving (see below).
Forms and workflows. Rebuild these in One Church. Export past form responses if you want to keep a record of them.
Email and text message logs, and calendars.
Your church app and website. These are separate Subsplash products, so plan their transition with your Client Success Manager.
Attendance history can't be brought in with the self-import tools. Include your attendance exports with a Data Import Request and our team will let you know what can be imported. Profile photos and files can only be imported from a few systems, so ask about them in your request too.
Move your recurring givers
Set up One Church Giving. See Setting up Giving Portal
Pick a switch-over date and tell your givers ahead of time.
Ask each recurring giver to set up their gift in One Church, then cancel the matching gift in Subsplash. Starting the new gift after their last scheduled Subsplash gift keeps anyone from being charged twice or missing a gift.
Use your Subsplash recurring gift export to follow up with anyone who hasn't moved yet.
Tip: Givers can set up recurring gifts from their phone. Share How do members give through the My One Church App?
After your import
Spot-check a few families and giving totals against Subsplash.
Merge any duplicate profiles. See How do I merge two profiles together? and How do I find duplicate person profiles?
Work through the rest of your launch plan. See How do I set up and launch One Church Software at my church?