How to confirm volunteer hour (Import template)

💡 If you need to confirm hours for a large number of volunteers, you can use the "Import" method to upload attendance records.

• Free account: you can set different sessions in the volunteer opportunity, and upload the volunteer hours in different session pages. You can confirm the volunteer hours in the same session for multiple volunteers at once
• Paid accounts: You can set volunteer opportunities as an internal record (see this article for details) and upload multi-session/multi-day volunteer hours to the same internal record. You can confirm multiple sessions for multiple volunteers at once

1. Download template
2. Import File
3. Enter service record information
4. Upload service record
5. Tutorial Video

Download template

• Once the 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
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

Import file (Google Spreadsheet)

1. Go to Google Spreadsheets
2. Click File > Import
3. Select the CSV template
4. Uncheck "Convert text to numbers, dates, and formulas"
5. Click Import data

Enter service record information

1. Member/ volunteer number is optional
2. Enter 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)
   • Or, 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