How to create an internal record

• Organisation can set the volunteer opportunities as an internal record for your organisation's internal reference
• The internal record does not require filling in detailed service information or recruiting, participant information can also be manually added
• You can upload multi-session/multi-day volunteer hours in the same internal record
• This feature is a paid feature

1. Create an internal record
2. Download template
3. Import File (Excel)
4. Enter service record information
5. Upload service record
6. Tutorial video

Create an internal record

• Create an internal record volunteer opportunity, please follow these steps,
  1. Go to Volunteering
  2. Click Current
  3. Click +Create Volunteering
  4. Fill in the title on the Basic Information page
  5. Choose Internal record
  6. Click Confirm

 💡 This volunteer opportunity is only for the internal record, all the information will not be published for the external recruitment purpose.

1. Choose the Start and End date of the service
2. Click Publish to create this internal volunteer opportunity

💡 Please confirm the volunteer opportunity is held within the date range you chose, as the system will only upload the information within the date range you set for this volunteer opportunity, data that is outside this date range will not be uploaded to the system.

Download template

Once the internal volunteer opportunity is published, you can upload the service hours to the system

1. ClickVolunteering
2. ClickService hours
3. Click the menu bar of the event "⋮ "
4. Choose View details

1. Click Importon the top right corner
2. ChooseDownload template
3. A CSV template will be downloaded to your computer

Import file (Excel)

1. Open an Excel file for importing the template or download here
2. Choose the CSV template and click the first row Punctuation mark
3. Choose Unicode UTF-8 in the File origin 
4. Choose the delimiter as Comma, and then click "Finish"
5. Click "Yes" to import this CSV template to the Excel file

Enter service record information

1. Member/ volunteer number is optional
2. Each record needs to input the user name (Chinese name or English first+last name)
3. Need to enter at least 1 contact information (Email or Mobile number)
4. Input the entry of service date and time (must follow the template format)

   💡 Please make sure the punctuation mark of the date range is YYYY-MM-DD 
   (separated with a hyphen (-) but not slash (/) )

5. If it is the first time the applicant to apply for the service, you can: 
   • Create a new contact in the system (please refer to this article)
   • Upload one service record of the new contact to the system, and then upload the rest of the service records the second time. You can add other service records to the same file and upload it to the system for easy operation.
     • It will not pose any impact on uploading the latest (same) record to the system if the system has already possessed the same record from the user.
     • You can add other service records on the same document and upload it to the system for better operation.

💡 Please note: The system can ONLY check those duplicated records of the user which has already been "saved in the system" (NOT on "Upload the form"). To avoid duplicate contact information in the system, you need to create new contact information first and then upload the rest of service records. (We will improve this part at a later stage)

• If the input is incorrect, the system will prompt in red, and the file cannot be uploaded successfully

Upload service records

1. After completing the Excel template
2. Return to the Volunteer service page
3. Click Import attendance
4. Double click the blank space to choose the Excel file
5. If the upload is successful, the system will automatically merge the service hour information and display them in the Attendance List

Tutorial video