We know how important volunteers are, and we want you to be able to manage your volunteers quickly and efficiently. That's why we've made it easy to record and track volunteer tasks and hours within your Contacts.
Our Volunteering tool lets you add and manage volunteer records for contacts quickly and easily. When you use this tool, you can keep your volunteer records up to date and find out how volunteers are contributing to your organization.
There are a few critical steps to ensuring a successful, clean import.
Prepare Your Volunteer Data
The most important part of importing your volunteer activity information into Keela is ensuring that our software can understand your information and how it is organized.
Make sure that your volunteer data is prepared for import and that your list is saved as a CSV (comma-separated values) file on your computer.
Beginning your Import
Once you have your CSV file saved, navigate to the Contacts screen from the left sidebar in Keela.
Import Volunteer Records
Keela makes it as easy to import volunteer records with only a few clicks.
Navigate to Contacts > Click on the plus (+) icon in the top-right hand corner of the screen > Click Import Volunteer Records
Important Note: We recommend saving a copy of your Volunteer records and formatting this as Contact Data to be imported first. This will create new Contact records for your Volunteer records and allow your data to be matched up to profiles. If you do not want to do this, you can always run our Duplicate Checker through the system afterward and ensure that any extra Contact records are combined.
This will open to Step 1 of the import, "Choose File". From here, click the "Choose File" button and locate the CSV file on your computer. Select your file, and click "Open".
Identify Fields to be Imported
After opening your CSV file, the Import Volunteering Activities screen will show an overview of your data under "Identify Fields", or Step 2 of the import.
If your CSV file included column titles in the first row, toggle the "File does not contain column titles" button so that it says "File contains column titles". This will move the information in your first row into the header, or column title, row.
Match your headers with the field that they represent by opening the "Select" drop-down list and choosing the correct column headings for the columns that you want to import. Click the "Next" button at the bottom right of your screen when you are finished.
Complete your Import
In Step 3, Import, you can upload volunteer activity records. Once you're ready to complete your import, click "Submit".
Duplicate Checking Options
Keela will automatically check if there are Keela Contact IDs or Primary Email Addresses in your data. If the system finds a match between your Volunteer Records and existing Contact, your data will be attributed to that Contact.
You can find a full explanation of how this works in our Checking for Duplicate Contacts during your Import article.
If Keela does not find a match, new Contact records will be created for each volunteer record. Not to worry! You can combine these together to create single Contact records using our Managing Duplicates Within Your Contact Database article.
I'm having trouble importing. What do I do?
If you're trying to import too much information into Keela, you may have difficulty importing successfully if the number of contacts being added through your volunteer records exceeds what is allowable through your current subscription plan.
Find out what to do if you go over the limits of your subscription plan.