The Constituents section is where you manage all the people your agents interact with — your student population (e.g. leads), their data, and the rules that determine who each agent engages with.
To get there, click Constituents in the left sidebar.
The section has four tabs: Segments, Constituents, Properties, and Provenances.
Provenances
Provenances show where your constituents came from. Each entry represents a data source that has contributed constituent records — for example, a Salesforce sync, an SFTP import, a manual upload, or a cold inbound interaction (such as a student who reached out through your webchat or inbound email).
Provenances are recorded automatically as constituents enter the platform through different channels. You can use the Provenances tab to understand where your constituent data is coming from.
Renaming a provenance: You can rename any provenance to give it a more meaningful label for your team. Click the provenance name to edit it inline, then save your changes.
Selecting a provenance for manual uploads: When performing a manual upload, you can select which provenance to associate with the uploaded records. Assigning the correct provenance at upload time ensures your constituent data is properly attributed and easier to manage.
Properties
Properties are the data fields associated with your constituents — things like admission status, enrollment year, contact information, or any custom fields your institution tracks. You'll see all properties here, including standard fields and any custom ones that have been added.
💡 Before uploading any constituents to the platform, all properties included in your upload file must be created in CollegeVine first. If a property in your CSV does not already exist in CollegeVine, create it here before proceeding with your upload.
Creating a property
Click + New.
Fill in the following:
Property name — the field label as it will appear across the platform
Property description — optional, but useful for clarifying what the field contains
Property type — select Text, Number, or another available type. Note: property type cannot be changed after the property is created.
Contains sensitive data — check this if the field contains information that should be protected. When checked, constituent authentication is required before agents can access this property.
Workflow permissions — controls how agents can interact with this property. Options:
None — if this property contains sensitive data, agents may only use the retrieve_sensitive_properties tool to read it
Read — agents may view the property but not modify it
Set when missing — agents may read the property and set its initial value for constituents, but not overwrite an existing value
Modify — agents may read or modify this property freely
Click Save.
💡 You can always go back and edit a property's name or description if you change your mind down the line. However, you can't edit the property type (text, number, boolean, string) once it's been set.
Constituents
A constituent is an individual person in your CollegeVine ecosystem (e.g., a lead, current student, parent, etc.). Your full constituent list lives here. Each row shows the constituent's name and their
Provenances — where they entered the platform (e.g., a Salesforce sync, SFTP import, or manual upload). A constituent can have more than one provenance if they've come in through multiple channels.
Searching: Use the search bar to find a specific constituent by name.
Exporting: Click Export to download your full constituent list as a CSV.
Adding constituents manually
💡 Before uploading a file, make sure all properties included in your CSV have already been created in CollegeVine. Any property that doesn't exist in the platform must be created under the Properties tab first.
Click + New to open the manual upload flow.
Upload a CSV file. At minimum, your file must include these columns (plus any additional fields you'd like to include additionally):
First name
Last name
Email
Select the provenance you'd like to associate with the uploaded records.
Check the confirmation box to confirm that all contacts in the file are expecting to hear from your organization.
Click Next to proceed to the field mapping step, where you'll match your CSV columns to constituent properties.
You can download an example CSV file from the upload modal for reference.
Segments
Segments are filtered groups of constituents (e.g. all leads from New York could make up the 'New York Segment'). Each of your agent's workflows is scoped to one or more segments — the segment determines which constituents the agent engages with for that workflow.
Creating a segment
Click + New.
Enter a Segment name.
Click + Add filter and select a constituent property to filter on (e.g. admission year, state, etc.). You can add multiple filters to narrow the group.
Click Save segment.
Once saved, the segment will appear in your list with a constituent count. You can reference it when configuring a workflow workflow.