When CollegeVine receives your import file, you'll need to tell the platform how each column corresponds to a field in CollegeVine. Here's a summary of the process:
(1) Ensure the correct file is loaded
(1) Ensure the correct file is loaded
See file name under Loaded initial data
(2) Map each field to either a CollegeVine property or a custom property, selecting the correct field type
(2) Map each field to either a CollegeVine property or a custom property, selecting the correct field type
Set you mappings under CollegeVine Property
When Creating a custom property, choose a property name (ideally something similar to the initial field you imported, and select the field type)
For dates, ensure you select the correct date format type.
(3) Certify that all contacts are expected to hear from your organization
(3) Certify that all contacts are expected to hear from your organization
Check this box
(4) Save your mappings to complete the import
(4) Save your mappings to complete the import
Hit Next
(5) Return to settings and update your unique identifier to a stable field (e.g., Student ID)
(5) Return to settings and update your unique identifier to a stable field (e.g., Student ID)
Hit Edit under Field mappings
Select a unique identifier of your choosing. The options will align with the fields you just mapped to.
When you'll be prompted to map fields
You'll be prompted to map fields:
On your first import — as part of the initial integration setup
Any time your import file changes — including if you rename the file, add or remove columns, or rename any field
CollegeVine properties vs. custom properties
When mapping a field, you'll choose whether to map it to a CollegeVine property or a custom property.
CollegeVine property
A built-in field with a specific purpose in the platform. Certain CollegeVine properties are used directly by the system — for example, to contact students or to process records correctly. Only data mapped to the right CollegeVine property will be used for those functions.
Custom property
A free-form field you define yourself. Custom properties are stored on the student record, and your AI agent can reference them to personalize messaging. You can also use custom properties to define segments or target specific audiences in Missions.
Fields that must map to a CollegeVine property
The following fields should always be mapped to their corresponding CollegeVine property:
Field | Why it matters |
First Name | Used by the AI agent in communications with students |
Last Name | Required for record processing |
Only the email mapped to the CollegeVine property is used to contact students. A secondary email mapped to a custom property will be stored but not used for outreach. | |
Phone | Same as email — only the CollegeVine-mapped phone field is used for calls and SMS |
Date of Birth | Required for record processing |
Admission Year | Required for record processing |
AI Consent | Must be recognized by the platform to help suppress or allow AI outreach |
Partner Opt-Out SMS | Proactively suppresses the student from AI SMS outreach |
Partner Opt-Out Phone | Proactively suppresses the student from AI phone outreach |
Partner Opt-Out Email | Proactively suppresses the student from AI email outreach |
Partner Opt-Out Global | Proactively suppresses the student from all AI outreach |
All other fields
Any additional fields you send can be mapped to a custom property. When creating a custom property, select the field type that matches your data:
Type | Use for |
Text | Names, free-form values, IDs, most things |
Number | Numeric values (scores, counts) |
Boolean | True/false fields (opt-outs, checkboxes) |
Date | Date fields |
When in doubt, use Text.
Setting your unique identifier
After mapping your fields and creating respective custom properties, you'll have the option to select which field CollegeVine uses as the unique identifier for each student record. This determines how CollegeVine matches incoming records to existing ones — and how it avoids creating duplicates.
The default is email address, but you may want to change this — students sometimes change their email, and a new email on an incoming record can result in a duplicate instead of an update.
If your CRM uses a stable, permanent ID for each student (such as a student ID), we recommend mapping that field and setting it as your unique identifier instead.
⚠️ Removing a field from your import doesn't remove it from CollegeVine. If you stop sending a field, the last synced value stays on the student record. To remove the field and its data from CollegeVine entirely, contact your CollegeVine team.
⚠️ You can't edit a field name or type once it's been mapped. If you need to make a change, create a new custom property with the correct name or type, and ask your CollegeVine team to archive the old one. You can then remap on your next import.
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