Import volunteer opportunities in bulk

The volunteer bulk import feature lets you import multiple volunteer opportunities, and shifts, from a CSV file. You can add up to 50 volunteer opportunities in a single upload. And each volunteer opportunity can have up to 10 shifts.

In this article:

 

What you'll need in your CSV file

A CSV (comma separated value) file with:

  • A row for each individual Volunteer Opportunity.
  • A column for each attribute of the opportunity and shifts (name, description, location, skills, interests, start date). Think of each field in the CSV as corresponding to a field in the standard Create a Volunteer Opportunity form.
  • A header row with the name of each column.

If you don't want to create your own file, download our sample CSV file. We've also included a reference guide to help you use the sample file. 

 

How to do the bulk import

  1. Prepare your CSV file. Download our sample CSV file instead of creating one from scratch!
  2. Go to Manage > Volunteer > Import Volunteer Opportunities.
  3. Select Launch Import.

    launchimport.png

  4. Drag the file into the window, or select Upload Data from File.
  5. Select Yes if the first row in your file contains column names.
  6. Review the header mapping to make sure that each field in your file is mapped correctly. If you need to change the mapping for any field, open the drop-down in the right column and select the correct field name.
  7. Select Confirm Mapping when the columns match.

    confirm-mapping.png
  8. Select Review.
  9. Review the table and make sure to fix any errors, shown in red. You can toggle “Only show rows with problems” to quickly locate and fix the errors. Note, when you fix the problem within the window, the changes will also show up in the final CSV file. You don't need to make the change in the file as well.

    importproblems.png

  10. Select Complete.
  11. Choose Yes from the pop-up to confirm that you are ready to submit your bulk sign-ups.
  12. Success! You've completed the bulk import! For your own records, you can download a file with the information for the opportunities.
  13. Select View Bulk Manager to review and publish your new opportunities.

 

Sample file reference guide

Each row in the CSV file represents a single Volunteer Opportunity, and the columns are the details of the opportunity. The sections below are organized in the same format as those of a normal Volunteer Opportunity. 

Basic information

Column name Field required Description Format Example
name Required Opportunity Name. Short and exciting title for the opportunity Text field Donate blood
summary Required Opportunity Summary. Short summary of the opportunity Text field with a maximum of 100 characters. Donate blood and save some lives!
description Optional Opportunity Description. A more thorough description of the opportunity Text field Join your team this Saturday at the clinic to donate blood and help save some lives! Every little drop counts!
internal_notes Optional Internal Notes. Reminder notes for the person creating the opportunity Text field Remind everyone to eat a large meal before giving blood
lives_impacted Optional Lives Impacted. The number of lives directly impacted by the opportunity. Number greater than or equal to 0 12
skills Optional Opportunity related skills that would be valuable to have at the opportunity Text fields with taxonomy formatting. The | (pipe bar) character separating each skill Languages->English|Spanish
interest Optional Opportunity related interests of your volunteers that may want them to  sign up Text fields with taxonomy formatting. The | (pipe bar) character separating each interest Civil Rights->LGBT Rights|Housing->Affordable Housing 
descriptors Optional Opportunity Descriptors. Terms that help describe the opportunity Text fields with taxonomy formatting Team Event|Good for Kids|Outdoors
cause_id Optional Opportunity Cause ID Identification number for the cause you’re volunteering for 123-123456789RR0001

 

Location, date, and time

Column name Field required Description Format Example
location_is_remote Optional Opportunity is Remote (no location) Text field with options Yes or No. If left empty, defaults to No. No
location_name Required if location is not remote Opportunity Location Name (not the address) Text field Victoria Blood Donation Clinic
location_address Required if location is not remote Opportunity Location Address Complete address of the volunteer location, including city, state, postal code, and country. 1020 Malloch Rd, Victoria, BC V9C 4G9, Canada
location_notes Optional Opportunity Location Notes Text field Parking is free for volunteers!
datetime_start_date Required Opportunity Start Date yyyy-mm-dd 2019-01-15
datetime_start_time Required Opportunity Start Time 24-hour format (hh:mm) 13:00
datetime_end_date Required if the opportunity is not ongoing Opportunity End Date yyyy-mm-dd 2019-01-15
datetime_end_time Required if the opportunity is not ongoing Opportunity End Time 24-hour format (hh:mm) 16:00
datetime_timezone Required Opportunity Timezone Text field. Must be a valid timezone database name. If left empty, defaults to the timezone of the person creating the opportunity. America/Seattle
datetime_is_ongoing Optional Opportunity is Ongoing (no end date / time) Text field with options Yes or No. If left empty, defaults to No. No
datetime_notes Optional Opportunity Date / Time Notes Text field Please arrive 20 minutes early to get your volunteer shirts

 

Volunteer requirements

Column name Field required Description Format Example
volunteer_comments_
to_contact
Optional Add "Send Comments to Contact" sign up field Text field with options Yes or No. If left empty, defaults to No. Yes
volunteer_no_
email_reminder
Optional Disable track time email reminder for volunteers Text field with options Yes or No. If left empty, defaults to No. Yes
volunteer_waiver
_status
Optional Opportunity Waiver Requirement Text field with options: None, Optional, or Required If left empty, defaults to None Required
volunteer_waiver_url Required if a waiver is optional or required Link to the opportunity waiver URL address http://abc.com/waiver.pdf

 

Contact information

Column name Field required Description Format Example
contact_name Required Opportunity Contact Full Name Text field Jane Doe
contact_email Required Opportunity Contact Email Email address jdoe@blooddonor.com
contact_phone Required Opportunity Contact Phone Number Complete phone number, with area code. No dashes or brackets 4039993333
contact_disable_
notifications
Optional Disable Sign Up Notifications for Opportunity Contact Text field with options Yes or No. If left empty, defaults to No. No
 contact_url Optional Sharing Website for the Volunteer Opportunity URL address https://www.cause-site.com/volunteer-op
contact_facebook Optional Sharing Facebook Link URL address for a Facebook page https://facebook.com/path/
to/facebook/
contact_twitter Optional Sharing Twitter Link URL address for a Twitter page https://twitter.com/
cause_handle

 

Admin settings

Column name Field required Description Format Example

generated_from

Optional

Opportunity Source. Where the opportunity came from.

Text field with options: User or Company. If empty, defaults to Company

Company

approval_status

Optional

Opportunity Approval Status

Text field with options: Approved, Queued, or Denied. If empty, defaults to Approved

Approved

featured

Optional

Featured Opportunity. Adds it to the list of Featured Volunteer Opportunities

Text field with options Yes or No. If left empty, defaults to No.

Yes

featured_country

Required if the opportunity will be featured

Featured Country

Text field

USA

author

Optional

Opportunity Author. The creator of the opportunity, not the administrated who uploads the opportunity.

Email address. If left empty, defaults to the email address of the administrator.

jane@abc.com

author_disable
_notifications

Optional

Disable Sign Up Notifications for Opportunity Author

Text field with options Yes or No. If left empty, defaults to No.

Yes

comment_
permissions

Optional

Opportunity Comment Permissions. Whether users can comment on the opportunity.

Text field with options: Disabled, Read, or Read-Write. If left empty, defaults to Read-Write.

Read-Write

visibility

Optional

Opportunity Visibility.

Whether the opportunity is visible to everyone in the company or only to specific users.

Text field with options: Company-Wide or By-Invite. If left empty, defaults to Company-Wide.

Company-Wide

 

Shifts

Column name

Field required

Description

Format

Example

shift_#_name

Required if the other shift details are provided

Shift Name. A short and descriptive title for what the shift entails.

Text field

Tear down and cleanup

shift_#_start_date

Required if the shift is not ongoing (i.e. has no date and time)

Shift Start Date

yyyy-mm-dd

2019-01-15

shift_#_start_time

Required if the shift is not ongoing (i.e. has no date and time)

Shift Start Time

24-hour format (hh:mm)

16:00

shift_#_end_time

Required if the shift is not ongoing (i.e. has no date and time)

Shift End Time

24-hour format (hh:mm)

19:00

shift_#_end_date

Required if the shift is not ongoing (i.e. has no date and time)

Shift End Date

yyyy-mm-dd

2019-01-15

shift_#_is_ongoing

Optional

Shift is Ongoing (i.e. has no date and time)

Text field with options Yes or No. If left empty, defaults to No.

No

shift_#_max

Optional

Maximum Capacity for Shift. The maximum amount of volunteers for the shift.

Number greater than or equal to 0

30

 

FAQ

What roles have access to do the bulk import?

Volunteer Manager and above. 

How do I find the Cause ID?

  1. Search for the cause connected to the Volunteer Opportunity.
  2. Open their cause profile page.
  3. The Cause ID will be listed in your browser's address bar, after …/cause. For example, https://myprogram.benevity.org/en-ca/cause/124-140416140RR0001

How do I add more shifts into the template?

Each volunteer opportunity can have a maximum of 10 shifts. To add more shifts, copy and paste the "shift #" columns into new columns. Replace the hash symbol (#) with the shift number.

Where can I go to make sure the timezone name is valid?

Here's a page on list of tz database names.

How do I fill out the skills, interests, descriptors, and featured country fields on the file template?

The skills and interests fields are a bit tricky! These fields require taxonomy formatting.

  • Taxonomy lists are formatted using the vertical bar (pipe) character, "|". On most keyboards, the vertical bar key is the same as the backslash key. To write it, press Shift + \
    • Format: item|item|item|...
    • Example: hunger|child poverty|homelessness, Canada|United States|Australia
  • Taxonomy items can be either a single value or a parent-child relationship separated by a dash and a forward bracket (->)
    • Format: parent->child or item
    • Example: Languages->English|Spanish|French

Note, any whitespace before and after the arrow "->" and the pipe "|" is ignored.

 

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