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
- How to do the bulk import
- Sample file reference guide
- Frequently asked questions
What you'll need in your CSV file
You will need a CSV 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 volunteer opportunity creation 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 with using the sample file.
How to do the bulk import
- Prepare your own CSV file or download our sample CSV file.
- Go to Manage > Volunteer > Import Volunteer Opportunities.
- Select Launch Import.
- Drag the file into the window or select Upload Data from File.
- Select Yes if the first row in your file contains column names.
- 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 dropdown in the right column and select the correct field name.
- Select Confirm Mapping when the columns match.
- Select Review.
- 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.
- Select Complete.
- Choose Yes from the pop-up to confirm that you are ready to submit.
- Success! You've completed the bulk import! For your own records, you can download a file with the information for the opportunities.
- 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.
For further learning, check out the current skills and interests available in Spark.
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 |
Optional |
Disable Sign Up Notifications for Opportunity Author |
Text field with options Yes or No. If left empty, defaults to No. |
Yes |
|
comment_ |
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. Learn more about user roles in Spark.
How do I find the Cause ID?
- Search for the cause connected to the volunteer opportunity.
- Open their cause profile page.
- 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
- Any whitespace before and after the arrow "->" and the pipe "|" is ignored.