Step One: Export and consolidate data
Begin by exporting data from your existing systems or spreadsheets into a .csv file. Consolidating data into one spreadsheet will make importing contacts easier.
Step Two: Decide on the data to import
Consider what data you need to bring into Timecounts. This is a chance to start fresh and organize your data with new volunteers in mind.
Step Three: Create database fields in timecounts
After reviewing your data, set up custom database fields in Timecounts for anything beyond basic fields like name, email, address, and phone. This ensures your data has a designated place when you import it.
Step Four: Check column titles and data
Double-check that your spreadsheet’s column titles match the database fields in Timecounts. Ensure each column has all the necessary information to make syncing and importing smoother.
Step Five: Save as a .csv and import
When saving your document, select “.csv” as the file type from Excel, Google Sheets, or another service. You’re now ready to import the file into Timecounts—follow these instructions to import 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. |