Importing Volunteer Profiles

Preparing Your Data For Import

Better Impact staff can import the “standard” contact information for your volunteers into Volunteer Impact for you if you provide it to us in an Excel spreadsheet formatted as required.
File format:

  • Spreadsheet must be saved as a Microsoft Excel file in .XLSX format.
  • Worksheet containing the volunteer data to be important must be named “UserData“.

Worksheet Layout:

  • First row of the spreadsheet must contain the column headings.  Start the volunteer contact information on row 2.
  • Column heading names must be exactly as specified (and in the same order as) in the “Column Definitions” requirements (below).
  • Columns that your organization does not use must not be deleted from the spreadsheet.

Formatting:

  • Do not merge, filter, wrap or hide columns
  • Columns other than date columns must be formatted within Excel as “General”
  • All date columns must be consistently formatted as either “Month/Day/Year” or “Day/Month/Year

 

IMPORTANT:

It is essential that any data to be imported conforms to the specifications listed above. Incomplete or improperly formatted data cannot be processed.  All structural columns must be included (in the correct order) even if you do not use them.

Importing of custom information (i.e. Custom Fields, Qualifications, General Interests, General Availability and Hours Log values) is billable as are subsequent “standard” imports. Please contact us if you wish for a quote on your custom import. Please ensure that there is one row per volunteer profile and custom information can be added in columns to the right of the “Status” column.

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Sending Us Your Data

  1. Save your data import spreadsheet to your Document Library. We will be able to download it from there and perform the import.
  2. Use the “Description” field for the document to let us know the following information:
    • Username Prefix: This is the unique prefix to be used in generating the usernames for the profiles (see below)
    • Language: This is the default language (“region” setting) to be applied to all profiles (see below)
    • Password: If you have stored your spreadsheet securely with a password, please indicate that password here
  3. Let us know when you have done this so we can perform the import!

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Column Definitions

All columns listed below must be included in your spreadsheet. Columns where a value is required are marked with an asterisk (*).

  • Salutation: maximum 50 characters
  • *FirstName: maximum 50 characters (enter “please update” if the value is not known)
  • *LastName: maximum 50 characters (enter “please update” if the value is not known)
  • MiddleName: maximum 50 characters
  • Suffix: maximum 50 characters
  • LegalFirstName: maximum 50 characters
  • *AddressLine1: maximum 50 characters (enter “please update” if the value is not known)
  • AddressLine2: maximum 50 characters
  • *City: maximum 50 characters (enter “please update” if the value is not known)
  • *Province (Canada), State (USA, Australia) or County (UK, Ireland): use the appropriate code for the province/state/county (see section below for a list of codes) (enter “00” if not known or not applicable)
  • *Country: enter the correct country from the listing of countries (see section below for a list of countries)
  • *PostalCode (Canada), ZipCode (USA), PostCode (UK, Australia): X
  • HomePhone: maximum 25 characters, ONE phone number only (spaces permitted)
  • WorkPhone: maximum 25 characters, ONE phone number only (spaces permitted)
  • WorkPhoneExt: maximum 10 characters, numeric values only (no dashes, spaces or other characters)
  • CellPhone or MobilePhone: maximum 25 characters, ONE phone number only (spaces permitted)
  • EmailAddress: maximum 100 characters, ONE valid email address only
  • SecondaryEmailAddress: maximum 100 characters, ONE valid email address only
  • MobileEmailAddress: maximum 100 characters, ONE valid email address only
  • Birthday: consistently and fully formatted (month, day and year)
  • DateJoined: consistently and fully formatted (month, day and year)
  • Status: enter the correct profile status

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PROVINCES, STATES, COUNTIES

Below, you’ll find lists of the 2-3 character codes for provinces / states / counties used in a data import

  • AB – Alberta
  • BC – British Columbia
  • MB – Manitoba
  • NB – New Brunswick
  • NL – Newfoundland
  • NT – Northwest Territories
  • NS – Nova Scotia
  • NU – Nunavut
  • ON – Ontario
  • PE – Prince Edward Island
  • QC – Québec
  • SK – Saskatchewan
  • YT – Yukon Territory

Use “00” if not known or not applicable.

  • AL – Alabama
  • AK – Alaska
  • AZ – Arizona
  • AR – Arkansas
  • CA – California
  • CO – Colorado
  • CT – Connecticut
  • DE – Delaware
  • DC – District of Columbia
  • FL – Florida
  • GA – Georgia
  • HI – Hawaii
  • ID – Idaho
  • IL – Illinois
  • IN – Indiana
  • IA – Iowa
  • KS – Kansas
  • KY – Kentucky
  • LA – Louisiana
  • ME – Maine
  • MD – Maryland
  • MA – Massachusetts
  • MI – Michigan
  • MN – Minnesota
  • MS – Mississippi
  • MO – Missouri
  • MT – Montana
  • NE – Nebraska
  • NV – Nevada
  • NH – New Hampshire
  • NJ – New Jersey
  • NM – New Mexico
  • NY – New York
  • NC – North Carolina
  • ND – North Dakota
  • OH – Ohio
  • OK – Oklahoma
  • OR – Oregon
  • PA – Pennsylvania
  • RI – Rhode Island
  • SC – South Carolina
  • SD – South Dakota
  • TN – Tennessee
  • TX – Texas
  • UT – Utah
  • VT – Vermont
  • VA – Virginia
  • WA – Washington
  • WY – West Virginia
  • WI – Wisconsin

Use “00” if not known or not applicable.

  • ACT – Australian Capital Territory
  • NSW – New South Wales
  • N T – Northern Territory
  • QLD – Queensland
  • SA – South Australia
  • TAS – Tasmania
  • VIC – Victoria
  • W A – Western Australia

Use “00” if not known or not applicable.

  • E01 – Avon
  • E02 – Bedfordshire
  • E03 – Berkshire
  • E04 – Buckinghamshire
  • E05 – Cambridgeshire
  • E06 – Cheshire
  • E07 – Cleveland
  • E08 – Cornwall
  • E09 – Cumberland
  • E10 – Derbyshire
  • E11 – Devon
  • E12 – Dorset
  • E13 – Durham
  • E14 – East Sussex
  • E15 – Essex
  • E16 – Gloucestershire
  • E17 – Hampshire
  • E18 – Herefordshire
  • E19 – Hertfordshire
  • E20 – Huntingdonshire
  • E21 – Isle of Wight
  • E22 – Kent
  • E23 – Lancashire
  • E24 – Leicestershire
  • E25 – Lincolnshire
  • E26 – Merseyside
  • E27 – Middlesex
  • E28 – Norfolk
  • E29 – Northamptonshire
  • E30 – Northumberland
  • E31 – North Humberside
  • E32 – North Yorkshire
  • E33 – Nottinghamshire
  • E34 – Oxfordshire
  • E35 – Rutland
  • E36 – Shropshire
  • E37 – Somerset
  • E38 – South Humberside
  • E39 – South Yorkshire
  • E40 – Staffordshire
  • E41 – Suffolk
  • E42 – Surrey
  • E43 – Sussex
  • E44 – Warwickshire
  • E45 – West Midlands
  • E46 – Westmorland
  • E47 – West Suffolk
  • E48 – West Sussex
  • E49 – West Yorkshire
  • E50 – Wiltshire
  • E51 – Worcestershire
  • E52 – Yorkshire

Use “E00” or “00” if not known or not applicable.

  • S01 – Aberdeenshire
  • S02 – Angus/Fofarshire
  • S03 – Argyllshire
  • S04 – Ayrshire
  • S05 – Banffshire
  • S06 – Berwickshire
  • S07 – Buteshire
  • S08 – Cromartyshire
  • S09 – Caithness
  • S10 – Clackmannanshire
  • S11 – Dumfriesshire
  • S12 – Dunbartonshire
  • S13 – East Lothian
  • S14 – Fife
  • S15 – Inverness-shire
  • S16 – Kincardineshire
  • S17 – Kinross-shire
  • S18 – Kirkcudbrightshire
  • S19 – Lanarkshire
  • S20 – Midlothian
  • S21 – Morayshire
  • S22 – Nairnshire
  • S23 – Orkney
  • S24 – Peeblesshire
  • S25 – Perthshire
  • S26 – Renfrewshire
  • S27 – Ross-shire
  • S28 – Roxburghshire
  • S29 – Selkirkshire
  • S30 – Shetland
  • S31 – Stirlingshire
  • S32 – Sutherland
  • S33 – West Lothian
  • S34 – Wigtownshire

Use “00” if not known or not applicable.

  • W01 – Anglesey
  • W02 – Brecknockshire
  • W03 – Caernarfonshire
  • W04 – Carmarthenshire
  • W05 – Cardiganshire
  • W06 – Denbighshire
  • W07 – Flintshire
  • W08 – Glamorgan
  • W09 – Merioneth
  • W10 – Monmouthshire
  • W11 – Montgomeryshire
  • W12 – Pembrokshire
  • W13 – Radnorshire

Use “00” if not known or not applicable.

  • NI1 – Antrim
  • NI2 – Armagh
  • NI3 – Londonderry
  • NI4 – Down
  • NI5 – Fermanagh
  • NI6 – Tyrone

Use “00” if not known or not applicable.

  • R01 – Antrim
  • R02 – Armagh
  • R03 – Carlow
  • R04 – Cavan
  • R05 – Clare
  • R06 – Cork
  • R07 – Derry
  • R08 – Donegal
  • R09 – Down
  • R10 – Dublin 01
  • R11 – Dublin 02
  • R12 – Dublin 03
  • R13 – Dublin 04
  • R14 – Dublin 05
  • R15 – Dublin 06
  • R16 – Dublin 06W
  • R17 – Dublin 07
  • R18 – Dublin 08
  • R19 – Dublin 09
  • R20 – Dublin 10
  • R21 – Dublin 11
  • R22 – Dublin 12
  • R23 – Dublin 13
  • R24 – Dublin 14
  • R25 – Dublin 15
  • R26 – Dublin 16
  • R27 – Dublin 17
  • R28 – Dublin 18
  • R29 – Dublin 20
  • R30 – Dublin 22
  • R31 – Dublin 24
  • R32 – Dublin County
  • R33 – Fermanagh
  • R34 – Galway
  • R35 – Kerry
  • R36 – Kildare
  • R37 – Kilkenny
  • R38 – Laois
  • R39 – Leitrim
  • R40 – Limerick
  • R41 – Longford
  • R42 – Louth
  • R43 – Mayo
  • R44 – Meath
  • R45 – Monaghan
  • R46 – Offaly
  • R47 – Roscommon
  • R48 – Sligo
  • R49 – Tipperary
  • R50 – Tyrone
  • R51 – Waterford
  • R52 – West Meath
  • R53 – Wexford
  • R54 – Wicklow

Use “00” if not known or not applicable.

 

COUNTRY NAMES

Below, you’ll find lists of the 2-3 character codes for provinces / states / counties used in a data import

The following is a list of valid country names that can be included in a data import. Exact matches are required.  Use “USA” for “United States of America” and “United Kingdom” for “England”, “Scotland”, “Wales” or “Northern Ireland”.

  • AFGHANISTAN
  • ALBANIA
  • ALGERIA
  • AMERICAN SAMOA
  • ANDORRA
  • ANGOLA
  • ANGUILLA
  • ANTARCTICA
  • ANTIGUA
  • ARGENTINA
  • ARMENIA
  • ARUBA
  • AUSTRALIA
  • AUSTRIA
  • AZERBAIJAN
  • BAHAMAS
  • BAHRAIN
  • BANGLADESH
  • BARBADOS
  • BELARUS
  • BELGIUM
  • BELIZE
  • BENIN
  • BERMUDA
  • BHUTAN
  • BOLIVIA
  • BOSNIA
  • BOTSWANA
  • BOUVET ISLAND
  • BRAZIL
  • BRUNEI DARUSSALAM
  • BULGARIA
  • BURKINA FASO
  • BURUNDI
  • CAMBODIA
  • CAMEROON
  • CANADA
  • CAPE VERDE
  • CAYMAN ISLANDS
  • CENTRAL AFRICAN REPUBLIC
  • CHAD
  • CHILE
  • CHINA
  • CHRISTMAS ISLAND
  • COCOS ISLANDS
  • COLOMBIA
  • COMOROS
  • CONGO
  • COOK ISLANDS
  • COSTA RICA
  • COTE D’IVOIRE
  • CROATIA
  • CUBA
  • CYPRUS
  • CZECH REPUBLIC
  • DENMARK
  • DJIBOUTI
  • DOMINICA
  • DOMINICAN REPUBLIC
  • ECUADOR
  • EGYPT
  • EL SALVADOR
  • EQUATORIAL GUINEA
  • ERITREA
  • ESTONIA
  • ETHIOPIA
  • FALKLAND ISLANDS
  • FAROE ISLANDS
  • FIJI
  • FINLAND
  • FRANCE
  • FRENCH GUIANA
  • FRENCH POLYNESIA
  • GABON
  • GAMBIA
  • GEORGIA
  • GERMANY
  • GHANA
  • GIBRALTAR
  • GREECE
  • GREENLAND
  • GRENADA
  • GUADELOUPE
  • GUAM
  • GUATEMALA
  • GUINEA
  • GUINEA-BISSAU
  • GUYANA
  • HAITI
  • HONDURAS
  • HONG KONG
  • HUNGARY
  • ICELAND
  • INDIA
  • INDONESIA
  • IRAN
  • IRAQ
  • IRELAND
  • ISLE OF MAN
  • ISRAEL
  • ITALY
  • JAMAICA
  • JAPAN
  • JORDAN
  • KAZAKHSTAN
  • KENYA
  • KIRIBATI
  • KOREA
  • KUWAIT
  • KYRGYZSTAN
  • LAO
  • LATVIA
  • LEBANON
  • LESOTHO
  • LIBERIA
  • LIECHTENSTEIN
  • LITHUANIA
  • LUXEMBOURG
  • MACAU
  • MACEDONIA
  • MADAGASCAR
  • MALAWI
  • MALAYSIA
  • MALDIVES
  • MALI
  • MALTA
  • MARSHALL ISLANDS
  • MARTINIQUE
  • MAURITANIA
  • MAURITIUS
  • MAYOTTE
  • MEXICO
  • MICRONESIA
  • MOLDOVA
  • MONACO
  • MONGOLIA
  • MONTSERRAT
  • MOROCCO
  • MOZAMBIQUE
  • MYANMAR
  • NAMIBIA
  • NAURU
  • NEPAL
  • NETHERLANDS
  • NEW CALEDONIA
  • NEW ZEALAND
  • NICARAGUA
  • NIGER
  • NIGERIA
  • NIUE
  • NORFOLK ISLAND
  • NORTHERN MARIANA ISLANDS
  • NORWAY
  • OMAN
  • PAKISTAN
  • PALAU
  • PANAMA
  • PAPUA NEW GUINEA
  • PARAGUAY
  • PERU
  • PHILIPPINES
  • PITCAIRN
  • POLAND
  • PORTUGAL
  • PUERTO RICO
  • QATAR
  • REUNION
  • ROMANIA
  • RUSSIAN FEDERATION
  • RWANDA
  • SAINT KITTS AND NEVIS
  • SAINT LUCIA
  • SAMOA
  • SAN MARINO
  • SAUDI ARABIA
  • SENEGAL
  • SERBIA
  • SEYCHELLES
  • SIERRA LEONE
  • SINGAPORE
  • SLOVAKIA
  • SLOVENIA
  • SOLOMON ISLANDS
  • SOMALIA
  • SOUTH AFRICA
  • SPAIN
  • SRI LANKA
  • SUDAN
  • SURINAME
  • SWAZILAND
  • SWEDEN
  • SWITZERLAND
  • SYRIAN ARAB REPUBLIC
  • TAIWAN
  • TAJIKISTAN
  • TANZANIA
  • THAILAND
  • TOGO
  • TOKELAU
  • TONGA
  • TRINIDAD
  • TUNISIA
  • TURKEY
  • TURKMENISTAN
  • TUVALU
  • UGANDA
  • UKRAINE
  • UNITED ARAB EMIRATES
  • UNITED KINGDOM
  • URUGUAY
  • USA
  • UZBEKISTAN
  • VANUATU
  • VENEZUELA
  • VIETNAM
  • VIRGIN ISLANDS (USA)
  • VIRGIN ISLANDS (BRITISH)
  • WESTERN SAHARA
  • YEMEN
  • ZAMBIA
  • ZIMBABWE

Use “OTHER” if the country name is not known.

 

MODULES

When performing a data import, we can import into different modules, depending on what you have purchased. Profiles for each module must be in separate spreadsheets or worksheets, formatted per the specifications. For each of the modules you have purchased, here are the list of statuses that can be specified for a profile.

  • Applicant
  • In Process
  • Accepted
  • Inactive – Short Term
  • Inactive – Long Term
  • Archived – Didn’t Start
  • Archived – Rejected
  • Archived – Dismissed
  • Archived – Moved
  • Archived – Quit
  • Archived – Deceased
  • Archived – Other

If the cell is left blank, “Accepted” will be used

  • Active
  • Archived

If the cell is left blank, “Active” will be used

  • Applicant
  • In Process
  • Accepted
  • Inactive
  • Archived

If the cell is left blank, “Accepted” will be used

  • Applicant
  • In Process
  • Accepted
  • Inactive
  • Archived

If the cell is left blank, “Accepted” will be used

  • Prospect
  • Active
  • Inactive
  • Archived

If the cell is left blank, “Active” will be used

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Username Prefix

Volunteer usernames must be at least 6 characters in length. When the data import is performed, a prefix is assigned (example: “orgvol-“), followed by a unique sequential number (example: “101”) that is generated automatically. You can specify one prefix that you would like used in generating usernames for all of your volunteers.
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Language / Region

You can assign one default language to all profiles that will determine the display language for MyVolunteerPage.com menus and how dates and times will be displayed to volunteers. If no language is specified, the default setting on the user’s computer will be used. Volunteers can change this value without affecting you or any other volunteer. Choices are:

  • English (Canada)
  • English (USA)
  • English (UK)
  • English (Australia / New Zealand)
  • Français (Canada)
  • Español
  • Portuguese

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Sample Spreadsheets for Your Region

A sample spreadsheet for your region can be downloaded by clicking on the desired link below:

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Emailing Volunteers Their Username and Password

Once the data has been imported, we’ll send you a results spreadsheet that contains the usernames and passwords that were created for your volunteers.

In order to communicate that information to your volunteers (without sending them that spreadsheet), you can perform a “Mail Merge”. The components are:

  • Microsoft Outlook: to send the email
  • Microsoft Excel: the data import results spreadsheet
  • Microsoft Word: a document that contains the instructions you’d like to send them along with “Merge Fields” that look up the corresponding information in the spreadsheet

If you are not familiar with how to perform a Mail Merge, there is a useful article on the Microsoft support pages that explains how to do that.

If you require assistance with this, please let us know.

NOTE:

If you have manually created profiles for your volunteers, you can generate a Personal Profile Export that contains their name, email address, username and any other relevant information. Since password information cannot be viewed or exported, you would need to create a column in the spreadsheet for the volunteer’s password and enter it manually.

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