Once your Virtuous Giving Forms are live on your website, in order to migrate recurring donations from your former payment processor to Virtuous Giving (powered by WePay), you’ll need to follow these steps:
Send an email to your former processor to authorize the migration and release of your data to WePay. Feel free to use the template below:
Hi [CURRENT PROCESSOR],
I’m reaching out as the financial admin for [NON-PROFIT NAME] to approve and request the migration of our recurring donations from [CURRENT PROCESSOR] to WePay.
WePay will be reaching out to you directly within the next 2-3 business days requesting the following data points for our recurring donors:
- Current card token that partner uses to reference the card
- Cardholder name
- Card number
- Expiry date
- Issue number (UK Maestro cards only)
- Card type
- Billing Address
- Zip or postal code
- Email address
WePay will provide all information on data transfer and next steps. If you have any questions, please let me know as soon as possible.
After this email has been sent, you can fill out WePay’s import form. There should be one entry per former processor - for example, if you currently have three processors processing recurring donations for you, the form should be filled out three times. This will notify WePay and prompt them to contact your former processors via email and handle the majority of the communication. You will be copied on this email. The current processor will securely send the files to WePay, and once WePay has completed the credit card token migration, they will send the file to Virtuous. This process can take up to 30 business days.
After this file has been sent to Virtuous (you will be copied on that email to receive the notification), you will need to send Virtuous a file including the recurring donation schedule. This should include the Recurring ID (or other unique ID tying the record to the WePay data), and for each Recurring ID you will need:
- Amount - the amount should be the base amount (excluding any processing fees they might have elected to cover)
- Next Expected Donation Date
- Frequency (Monthly, Weekly, Etc.)
- Email Address
- Project Designation (if applicable) - we must be able to map these designations to Virtuous Project IDs. You may need to replace these designations with Virtuous Project IDs, or provide a mapping document to Virtuous.
Virtuous can then use the token migration file from WePay, and the schedule file from you, to finish the migration of the recurring donations. You will need to decide on a date to start processing through Virtuous Giving, to ensure you are able to disable processing with your former processor the previous day. Virtuous will need a notice of at least 7 business days.
Virtuous will confirm the completion of the migration and send you a file of “Exceptions” that weren’t able to be migrated once complete. We recommend reaching out to these donors to request they re-submit their recurring donation through the Virtuous Giving Donor Portal for your organization. Common exceptions include:
- Invalid credit card number
- That credit card expiration date has already passed
- Invalid zip code
Start to finish, you can expect this process to take up to 60 business days. If you run into any road blocks, please contact your Virtuous Customer Success Coach directly and they will be happy to help!