As you get started with Timecounts, you probably already have a list of current or former volunteers. The easiest way to bring that information into Timecounts is by importing it! We support uploads in CSV format, which most spreadsheet or CRM software can save or export. This means you can quickly and easily get your volunteer data in your new system.
Add a volunteer
To input a single volunteer, click the Add Volunteer button in the top right corner of the Volunteer view of the Directory. A popup will appear, allowing you to add a person manually. Enter the new volunteer's first name, last name, and email.
Once you’ve added them, they’ll pop up in the Import column of the Onboarding flow. From there, you can either move them directly to the Directory or send them an invite to complete the onboarding form you’ve set up. If you have more than one volunteer to add or want to import additional information, just follow the instructions below to import a list.
Importing a volunteer list
Before you import your list, here’s what you need to do:
Create Database Fields: Make sure you’ve set up database fields for any information you plan to import. This way, everything has a place to go.
Prepare Your Data: Check that your spreadsheet's column titles match the database field names in Timecounts and scan for any formatting errors.
Save as CSV: Save your document as a .csv file.
To start importing, go to the Directory > Onboarding view. Click the Import CSV button in the top right corner. A popup will appear where you can select your .csv file and kick off the import process. Timecounts will take a moment to scan your document for any errors.
If everything looks good, you’ll have the chance to review and match your columns with the database fields in Timecounts. If you spot any errors marked in red, just use the dropdown at the top to pair the database fields with your imported data. You can also scroll to the right to see additional data columns. Don’t worry if not everyone appears in the preview—it’s just a sample!
Feel free to import multiple times if you need to update or add more information. Just remember to use the same email address that matches their Directory profile; it will overwrite any existing data.
What to do after you've imported your volunteers
Once you’ve successfully imported your list, any volunteers not already in the Directory will appear in the Import tab of Onboarding. This lets you review them and decide whether to add them to the Directory or invite them to complete your selected onboarding form. Importing does not trigger communication with the volunteer; it's strictly an administrative task.