When you complete a payment import in Zeffy, you have two options for where your imported data lands:
- Import into an existing active campaign — by matching the campaign name in your import sheet to the exact name of an active campaign in your account.
- Create a new archived form — if the campaign name in your sheet does not match any active campaign, Zeffy will automatically create a new form in the "Past" section of your campaigns to organize your imported historical data.
How to import data into an active campaign
To add imported payments directly to an existing active form, make sure the campaign name listed in your import sheet is identical to the name of the active campaign in your Zeffy account.
Tips for matching the campaign name:
- Copy the campaign name directly from your Zeffy dashboard to avoid typos or formatting differences
- Match capitalization, spacing, and punctuation exactly
- If the names don't match, Zeffy will create a new archived form instead of adding payments to your active campaign
How payment imports create archived forms
If the campaign name in your sheet does not match an active campaign, new forms are automatically created to organize your imported data. These forms are placed in the "Past" section of your campaigns, which keeps your imported historical data separate from your active fundraising campaigns while still allowing you to access and report on this information.
Why are some imported payments in the past campaigns section?
When there's no matching active campaign, payment imports are designed to help you manage historical transaction data alongside your current payments. By creating archived forms, Zeffy keeps your imported historical data separate from your active fundraising while still allowing you to access and report on this information.
Key points about archived imported payment forms:
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Imported forms appear under the "Past" section of your dashboard. You can access them by clicking 'Campaigns' on the left hand navigation pane, and then clicking the 'Past' section at the top.
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These forms cannot accept new payments through public form links
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They serve as containers for your historical data and reporting purposes
Understanding duplicate form names
If your import doesn't match an active campaign, each separate import creates its own set of forms, even if you use the same form name across multiple imports.
For example, if you complete your first payment import with multiple payments under a form called "Donations 2025," a donation form called "Donations 2025" will be created in your account. All payments from that import will be found under that form.
If you perform a second import and use the form name "Donations 2025" again (and there's no active campaign with that exact name), Zeffy will create a second form called "Donations 2025." The payments will not be combined under the same form—each import creates its own separate form.
💡 Note: This behaviour allows you to track when different batches of data were imported, which can be helpful for auditing and data management. To avoid duplicates and keep payments grouped under a single campaign, make sure your sheet's campaign name matches an active campaign exactly.
Using form names to filter and organize data
You can use form titles created during imports to filter your payments and contacts when pulling reports.
How to leverage imported form names:
- Use form names to identify specific campaigns or time periods
- Filter the "Payments" section by form name to view all payments from a particular import
- Generate reports for specific imported datasets using form filters
- Track donors who gave to particular campaigns or events
This allows you to segment your historical data effectively, even though the forms are archived.
Adding payments to existing active forms
There are two ways to add payments received outside of Zeffy to an existing active form:
- Use an import: Enter the name of your active campaign in the campaign column of your import sheet, making sure it matches the active campaign name exactly. The imported payments will be added directly to that active campaign.
- Use the manual payment feature: For individual transactions, you can add them one at a time without creating a new form.
Click here to learn about how to add in manual payment entries to an existing form.
Viewing imported payments
Where to find imported payments:
- Go to the "Payments" tab in your main menu
- Search by donor name, email etc., by using the search bar at the top
- All imported payments appear alongside your regular payments
- Use filters to sort and view specific imported payments
- Click on individual transactions to access payment details
Filtering by imported forms
Use the form name filter to pull reports of all donations and donors associated with a specific import or campaign.
Steps to filter by form:
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Go to the "Payments" section under "Fundraising"
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Click on the filter icon
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Select the form name(s) you want to view and click export to obtain a report or view the filtered results
Common questions and troubleshooting
Can I import payments directly into an active campaign?
Yes! To import payments directly into an existing active campaign, make sure the campaign name in your import sheet matches the name of the active campaign in your account exactly. If there's no match, Zeffy will create a new archived form instead.
Can I move imported payments to an active form after import?
It depends on the type of payment:
- Donations: Yes — imported donations can be moved to another active donation campaign after import.
- Other payment types (tickets, registrations, etc.): No, these cannot be moved from an archived form to an active form once imported.
If you want your non-donation imported payments to land in an active campaign, match the campaign name in your sheet to the active campaign before importing. Otherwise, you can undo the import and re-import with the correct campaign name.
What if I have recurring donors to import?
If you have donors with recurring monthly or yearly donations, or members with active renewal payments, you cannot transfer their payment information to Zeffy to continue their recurring payments automatically. Their recurring transactions must be stopped on your current platform, and supporters will need to initiate new recurring transactions through a Zeffy form.
For assistance with transferring historical recurring payment data, click here: Importing members and monthly donors with recurring payments.
Can I undo an import?
Yes, you can undo an import. Please note imported payments cannot be deleted individually. If you wish to delete an imported payment, you will have to delete the entire import and re-import the data without the payment you wish to remove.
For instructions on how to undo an import see here: How to delete or undo a data import