How to create internal records for activities?

• You can set an activity as an internal record for easy reference within the organisation.
• Internal records do not require detailed activity information or recruitment, but you can manually add participant data.
• You can upload attendance records for multiple time periods or multiple days within the same internal record.

💡This feature is available for an upgraded account.

1. Create internal record
2. Download the template
3. Edit template
   
   • edit template via Excel (CSV)
   • edit template via Google Sheets
4. Save as a CSV file
5. Upload service record
6. Tutorial video

Create internal record

1. Click Activities
2. Click Current
3. Click + New Activity button to create a new activity.
4. Fill in the volunteer opportunity title on the basic information page.
5. Tick the box of Internal Record
6. Click Confirm

💡This activity is for internal records only and will not be published on the Social Career platform.

1. Select the service start and end dates.
2. Click "Publish" to create the internal volunteer opportunity.

💡 Please ensure that the activity takes place within the selected date range. Data beyond that range will not be uploaded to the system.

Download template

After the activity is published, you can upload the volunteers' service hours to the system by an excel file.

1. Click Activities
2. Click Attendance
3. To edit the columns, click on the ⋮ on the right side.
4. Click View details

Enter the All Time Slots page.

1. Click Import in the top right corner.
2. Click Download Template
3. A CSV template will be downloaded to your computer.

Edit template

You can input the service hours of one or multiple volunteers on the CSV template and then import it into the system. The steps may vary depending on the version of Microsoft Excel you are using, so please refer to the instructions specific to your computer version. If your version doesn't support importing CSV UTF-8 (.csv) files, you can also edit the template using Google Sheets.

Method 1: Edit the template using Excel (CSV)

Method 2: Edit the template using Google Sheets.

Method 1: Edit the template using Excel (CSV)

Office 365

Excel 2016-2021

Office 365:

1. Open a blank spreadsheet in Excel.
2. Select Data in the top row and click on Get Data in the menu. Then click on From Text/CSV in the menu.
3. In the Import Text File dialog box, choose the CSV file and click Import
4. In the Choose a File dialog box, select the downloaded CSV template and click Get Data
5. In the Text Import Wizard dialog box, click on the first row delimiter.
6. Choose Unicode UTF-8 for the file origin.
7. Select the delimiter as a comma and click Finish
8. Click OK to import the CSV into Excel.

Excel 2016-2021:

1. Open a blank spreadsheet in Excel.
2. Select File in the top row and click on Import in the menu.
3. In the Import Text File dialog box, choose the CSV file and click Import
4. In the Choose a File dialog box, select the downloaded CSV template and click Get Data
5. In the Text Import Wizard dialog box, click on the first row delimiter.
6. Choose Unicode UTF-8 for the file origin.
7. Select the delimiter as a comma and click Finish
8. Click OK to import the CSV into Excel.

Method 2: Edit the template using Google Sheets

1. Download the CSV template.
2. Go to Google Sheets.
3. Sign in to your Google account.
4. Click on the + in the bottom right corner to create a new spreadsheet.
5. Select File in the top row and click on Import in the menu.
6. In the Import File dialog box, click on Upload at the top and choose the downloaded CSV template. Then click Open and Import Data

Enter the service record data

1. The column for member ID is optional.
2. Enter the username (either in Chinese or English first name + English surname).
3. Enter a contact method (either email or phone number).
4. Enter the check-in date and time for the user (in the format specified in the template).

   💡 Please ensure that the punctuation for the date range is YYYY-MM-DD (separated by a hyphen (-) instead of a slash (/)).

5. If the user is applying for the service for the first time, you can:

• First, create a contact record in the system (refer to this article). 
• Upload one service record for the new contact to the system first, and then upload the remaining records the second time. If the same service record for the same user has already been uploaded to the system, it will not be affected by the newly loaded data. You can add additional service records to the same document for ease of operation before uploading them to the system.
• In case of any input errors, the system will indicate them in red, and files will not be able to be uploaded.

Save as CSV file:

Method 1: Edit the template using Excel (CSV)

1. Select File in the top row and click on Save As in the menu.
2. In the file types, choose CSV UTF-8 (.csv)

Method 2: Edit the template using Google Sheets

1. Select File in the top row and click on Downloada
2. Choose Comma-separated values (.csv).

Upload service records

1. After completing the Excel template,
2. Go back to the attendance record page.
3. Click Import in the top right corner > Import Attendance and click the blank box to select the Excel template. Then click Next.
4. Check the imported contact's data in the New Contact column.

• If it shows No, which means the system successfully recognized the contact, and the volunteer hours will be automatically calculated for that volunteer.
• If it shows Yes, which means the system couldn't recognize an existing contact.
• If the volunteer is a new volunteer, you can proceed to the next step.
• If you are sure that the volunteer already exists in the contact data, please click ⋮ in the volunteer's name column, and select Search and search for the contact information in the system using their name, email, or phone number. Once you have found the correct contact, click on the ✓ and then click Select

6. Click on the checkbox on the left to select all attendees.

7. Alternatively, click on the checkbox on the left of each individual attendee.

8. Click on Import. If the upload is successful, the system will automatically merge the service hours and display them in the attendance list.

Tutorial Video