This page is designed to answer the most common questions about integrating your CRM with CollegeVine. If you need further assistance, our support team is always just a message away at [email protected].
General Information 💡
Is there a limit to how many different files we can send to CollegeVine, the frequency of sending files, or how we organize which leads are in each file?
As long as all the lead files have identical column structures, there is no limit to the frequency of sending files or the number of lead files you can send to CollegeVine, or how you choose to batch which records are contained in each file.
Every time CollegeVine sees that you’ve sent a new file to the SFTP folder, we will begin ingesting it.
How often will CollegeVine send files back to us?
CollegeVine will usually send back files daily around 12:00 am ET.
How do I generate the key pair needed for the integration
Which records are included in the files I get back from CollegeVine?
Who:
We send you leads that you’ve uploaded to CollegeVine, as well as all of your CollegeVine-sourced connections (leads) that your AI recruiter has engaged with.
How:
We send only the leads that have been updated since the last time we sent you a file. (i.e. delta/differential)
Files will be sent in batches of 5,000 leads per file.
For example, if 12,500 records were updated since yesterday, you will receive 3 files of sizes: 5,000 leads, 5,000 leads, and 2,500 leads.
It is expected that you will get all your records back on your very first export, and then the differential going forward.
If, at any point, you send us new data for all your leads and update your mapping accordingly, we will send you back all your leads with that new value included (we see this as an update to the record!)
What columns are included in the files I get back from CollegeVine?
The files you receive back will include:A. All of the columns that are successfully mapped in your import, using the naming convention from YOUR CRM to make it easier for you to ingest.
The field values will be updated if your AI Recruiter learns anything new while engaging with the lead.
Example:
The field values will be updated if your AI Recruiter learns anything new while engaging with the lead
B. Additional AI engagement data for each lead:
Summary of all AI communicationsNumber of chat messages sent by AI recruiterNumber of chat messages sent by the leadNumber of emails sent by the AI recruiterNumber of emails opened by the leadNumber of emails clicked by the leadNumber of outbound phone calls made by the AI recruiterNumber of outbound phone calls answered by the leadNumber of inbound phone calls made by the leadFor those with Website Recruiter included:
Self-reported identity
This field list was last updated on: 3/11/25
If you would like for these fields to show up in your CRM, you will need to create new fields or map them to existing fields that you already have in your CRM. We recommend creating new CollegeVine specific fields in order to maximize reporting efficiency.
Notes:
Each AI engagement stat represents all-time engagement per lead
If the data you imported contains columns with exactly the same column names as the AI engagement data above (which is possible, but unlikely), the CollegeVine metric columns will take priority.
We will update this documentation as new AI engagement data fields are added in the future. We will also send an email to all our AI partners notifying them when new fields are added.
If you have any questions or suggestions, please reach out to [email protected] or your Project Manager.
Which of the default CollegeVine properties are required for the file to process and for each lead to be successfully imported?
First name
Last name
Email
Admission year (YYYY)
Date of birth (YYYY-MM-DD)
I’m getting a few errors when trying to import records. Can you explain what each one means?
Date of birth missing - DoB is a required field (YYYY-MM-DD) and if a student record is missing a value in your DoB field, they cannot be imported.
First name missing - First name is a required field and if a student record is missing a value in your first name field, they cannot be imported.
Last name missing - Last name is a required field and if a student record is missing a value in your last name field, they cannot be imported.
Email missing - Email is a required field and if a student record is missing a value in your email field, they cannot be imported.
Admission year missing - Admission year (YYYY), also known as Entry or Enrollment Year, is a required field and if a student record is missing a value in your Admission year field, they cannot be imported.
Invalid email format - The email address provided is not formatted as an email. This often happens when you pass a name or phone number in the email field by accident.
Unsafe email - The email associated with the record was flagged by our email validation process, which screens all emails for potential bounces before importing them. If an email is likely to bounce, we mark it as “unsafe” and exclude that contact from the import. They won’t count toward your total amount. This process helps keep your AI Recruiter’s email deliverability high and maintains a strong sending reputation. There’s no action needed on your end for these records, it’s simply a tool in our verification system to ensure your AI Recruiter email health remains in top shape!
No new data available for import - There was no new data in the SFTP folder for CollegeVine to process.
Internal record creation failure - This means something went wrong during the import process on the CollegeVine side. We monitor these errors closely, but if you see this error, please flag it to your CollegeVine team.
File '[name.csv]' contained unknown columns: [column names] - This means that there is at least one unmapped field detected in the file you sent and you need to go back and update your data schema configuration to ensure each of your fields is mapped a CollegeVine field. Otherwise, we won’t know how to interpret the file and the import will fail.
To update your field mapping, go to your Data Schema and click More details > Edit:
File '[name.csv]' was missing columns: [column names] - This means that the file was missing at least one field that you had previously mapped. Ensure your file has all the fields, or update your field mapping to remove the field you no longer wish to send.
Timed out: There was an issue with the import that caused it to time out. This is typically an error on the CollegeVine side and should happen infrequently. If you see this error, please flag it to your Project Manager or [email protected].
How do I update the fields included in my sync?
Update your query in Slate and send the new file via the SFTP connection
You might receive an "error" message for that first import because you now have newly unmapped fields - have no fear - this is expected!
Go into CRM sync settings page under AI Recruiter>Students
Click "More details" in the Data schema configured section.
Click "Edit"
Find your newly added fields and map them to a CollegeVine Property or create a new Custom Property
Note: If you don't see the new fields, try waiting 5-10 minutes and then refresh the page. This should give our system enough time to read the fields of the new file you sent.
Don't forget to save by clicking "Next"
Click the button that says "Retry 1 recent failed import"
What happens to previously loaded files added to the to_collegevine SFTP folder in the Auto-CRM sync?
The system will keep these files unless deleted. In the event of an import (CRM to CollegeVine) attempt, the system will process the most recent file added. If the import encounters an error, the system will attempt to reprocess the failed file. Previously loaded files will not be used if a new file has already been added to the directory.
You may manually trigger a reprocess by clicking on "Retry N recent failure/s". Once an import is successful, you are unable to retry importing a previous file.
Should we also add our exported connections from the Network Integration to the Auto-CRM sync? Will these records count against our allotment?
Yes, you should include your CollegeVine sourced leads in your sync to ensure that your AI recruiter has the most up to day information on these students
No, these will not count against your lead uploads allotment
Slate-specific 📘
Which records should we include in our import to CollegeVine?
Slate’s default options are:
“Retrieve all records each time the query runs” or
“Retrieve only new records since the query was last run”.
We recommend you choose “Retrieve all records each time the query runs” in this case!
Queries > Your Query > Edit Query > Edit Properties
You can add new leads to your query/import file at any time, up until you hit your contracted amount.
(non-Slate) CRM 📚
Which records should we include in our import to CollegeVine?
Initially, you should send CollegeVine all the leads you want to treat.
Going forward, you can either send the full list every time or just the differential file (only new and updated leads since the last time you sent CollegeVine a file).
We recommend a differential file, but either will work.
You can add new leads to your import file at any time, up until you hit your contracted amount.