Moving from GiftAider Self-Hosted to GiftAider Cloud is a planned handover of data, access and claim responsibilities. Your SMXi contact will agree the route and timing with you, based on your current setup.
Before the move
- Tell your SMXi contact which self-hosted version you use and when your next Gift Aid claim is due.
- Identify the administrator and HMRC authorised official who will check the cloud account.
- Review the donor, donation, declaration and claim records that must be retained.
- Agree a period when new entries and claim submissions can be paused for the handover.
- Keep your existing data and access unchanged until the new system has been checked.
Data transfer and checking
Use the transfer method supplied for your migration; do not email database files or credentials. The team will confirm when data has been received and is ready to review. Check a sample of donors, declarations, donations and claim history, including totals and dates, before treating the move as complete.
First cloud login
- Follow the welcome instructions sent to your own email address.
- Check the charity and HMRC configuration and user permissions.
- Run a small test of the workflow your team uses most, such as an import, manual donation or claim preview.
- Report any missing records or unexpected figures to your migration contact before making a live claim.
When to stop using Self-Hosted
Do this only after the agreed checks and handover are complete. Do not work in both systems for the same donations or claims unless the migration team has given you a specific reconciliation process.
If something is missing
Record the donor or claim reference and what you expected to see, without sending passwords. Contact GiftAider support or the person coordinating your migration. The transfer route and timescale should be confirmed for your particular case rather than assumed from an older article.
Related guidance
- What happens during GiftAider onboarding?
- Configure your charity and HMRC details before the first claim
- Set up users and claim permissions in GiftAider
Last updated on: October 5, 2026