Bonterra to monday.com Migration

monday.com lets a nonprofit keep donors, volunteers, programs and grants on one platform its own staff can adapt: build those boards, link them, then automate the follow-up.

Our articles cover why choose monday.com over Bonterra and Bonterra alternatives for nonprofits. How to prepare, what the boards look like and how the move is checked are below.

Most of a smooth move is decided before any data moves. With your team, list:

1. Your data. Donors and their gift history, volunteers, programs and grants, and for Apricot the forms and case records, with rough record counts.
2. What staff use every day. The reports, workflows and follow-up rules each team relies on, from the people who use them: what takes the most time, and what they would change.
3. What funders and government ask for. Compliance and quarterly reports, and the data each one needs, so the new boards keep it.
4. What connects to Bonterra. Email, accounting software such as QuickBooks, online forms and your payment provider.
5. What moves and what is archived. Old or inactive records can stay in an export file instead of on the new boards.

Then clean and back up:

• Remove duplicate records and fix fields that are empty or inconsistent; an open-source tool such as OpenRefine helps with large files.
• Export a full copy from Bonterra, store it securely, and keep it until every record has been checked in monday.com.
• Keep client data safe on the way: encrypted files, access only for the people doing the move, and the data-protection rules your agency follows (such as GDPR or HIPAA) carried over to the new set-up.

Each kind of record becomes a board, linked to the others the way your team works. Typical boards for a nonprofit:

monday.com runs a nonprofit program: eligible organizations get 10 free seats and 70% off additional seats. Our monday.com customization services build boards like these.

Small sets of records, such as a volunteer list, can come in through monday.com’s own import:

1. Open the board you want to import into.
2. Click the arrow next to the New item button and select Import items.
3. Choose your Excel or CSV file.
4. Map each column in your file to a board column, create a new column, or choose not to import it.
5. Review the mapping and start the import.

Before you import, make every column in the file match a column on the board, and write dates as YYYY-MM-DD. A file import creates items on one board: links between boards, gifts attached to each donor and notes with their original dates need monday.com’s API, which is how we move them.

After the load, the numbers are compared before anyone relies on the new boards:

Then:

• Start with one team. A pilot with one group, such as volunteer coordination, tries the daily work (follow-ups, shifts, grant tracking) and reports problems before everyone switches.
• Train by role. Administrators learn set-up and permissions, staff their daily boards, managers the dashboards and reports.
• Keep reviewing. Regular check-ins after go-live catch stale data, unused columns and automations that need adjusting.

Our monday.com onboarding and training covers the training.

Bonterra’s products are built for nonprofits, and some needs are hard to replace. Stay, or move only part of your work, if:

• You rely on its online giving, events and payment processing and do not want a separate provider.
• Compliance reporting for funders or government depends on Bonterra’s built-in reports.
• Your case management is regulated and the controls you need are part of Apricot today.

Other systems to move as well? Every source we move from is on our data migration services page.