Step One:
Export data and consolidate it into a single spreadsheet.
You should export the current data from other systems or spreadsheets into a CSV file to facilitate contact imports.
Step Two:
Decide what data you'd like to import into Timecounts.
This is your opportunity to start fresh and lay a good foundation for organizing data for new volunteers.
Step Three:
Create Database Fields in Timecounts.
Now that you have taken stock of your current data and the information you plan to continue to track, it's time to build out your custom database fields in Timecounts. If you plan to import more than basic field types like name, email, address, and phone, you will want to create the database fields so the data has a place to go once you import.
Step Four:
Check the column titles of your spreadsheet and review the fields.
Now, come back to the spreadsheet you plan to import into Timecounts. First, ensure the column titles match the spelling of the database fields you created in Timecounts to make it easier to sync with the database fields in Timecounts (see list below). Then, review the data in each column to ensure you are not missing any required information.
Step Five:
Save the document as a CSV- you are ready to import it!
When you download your document from Excel, Google Docs, or any other spreadsheet service, select 'CSV' as the file type. Then, you can start to import it. Here are the instructions for importing your list.
Full Name | If first and last name is inside the same cell. |
First Name | First name in a single cell. |
Last Name | Last name in a single cell. |
Primary Email | Required. Must be formatted as an email. |
Primary Phone | This is the volunteer's phone number that will be used for SMS. |
Street Address |
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City |
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State/Province |
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ZIP/Postcode |
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Country |
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Date of Birth | DD-MM-YYYY. Change the written format of Jan 1, 2024, to number format in the preferred format of your organization settings. |
Skills | Separate with a comma if more than one answer. |
Availability | No import option |
Tags | No import option |
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Custom Database Fields | Use the label created for each field type below. |
Price | No import option |
Short Answer | Up to 20 characters. |
Long Answer | Unlimited characters. |
Checkboxes | Separate with a comma if multiple answers. |
Multiple Choice | Single answer. |
Dropdown | Single answer. |
Agreement | No import option |
Date | DD-MM-YYYY. Change the written format of Jan 1, 2024, to number format in the preferred format of your organization settings. |
Number | Use only numbers. |
Phone | Use the label of the field you created. |
Website | URL format |
Email format | |
Work | There is no import option. |
School | There is no import option. |
Name | There is no import option to avoid confusion with volunteer name. |
Address | Import with commas and use the full address in the cell. This is not the primary address. |