Having historical data is important for many reasons -- not just to be easily accessible for all members of your team. We wanted to make it as simple and straightforward to import your volunteer data into Keela.
Before beginning, we strongly suggest conducting your import in this order:
1. Firstly, gather all of your data and review!
Be sure that your volunteer list and activity records are up to date, with all the necessary fields that you find fitting to your organization.
2. Audit your data.
Clean up any issues regarding the consistency of your data, and get rid of any columns you won't require (or add the columns that might be missing).
3. Import your files into Keela.
Once you’ve successfully completed steps 1 & 2, you’re ready to import your data!
Prepare Your Data for Import
Now that you know the steps, you’re ready to get started! Begin by opening up the Excel file that contains your volunteer records.
There are a few things you’ll want to take care of if your spreadsheet requires a little TLC:
1. Does each column have consistent data?
For example, if an individual contact had made multiple records, you’ll want to be sure that each activity is placed in its own row, complete with all contact information that is tied to that record.
2. What type of volunteer information do you intend to import?
Regardless of the information categories in your volunteer records, you’ll be able to seamlessly import them into our platform. Keela offers a wide-range of accepted headings that you’ll notice across the platform.
When importing volunteer information, commonly used headings include:
Quick Tip: When it comes to importing dates, here are the accepted formats;
- Today, Tomorrow, Last Friday, etc.
- 5 days ago
- 23 February 2017
- Sat Feb 23 2017 18:40:39 GMT+0900 (JST)
- 2017-02-23 T08:15:30-05:30
3. Formatting your File
At this point, you’ve gone ahead and organized your data to your liking. All of your columns contain consistent data, you’ve determined which headings you’d like to import as well as any custom headings you needed to create.
Sounds as though you’re ready to convert your file into CSV (Comma-Separated Value) format.
If you’re using Numbers on Mac:
Select File —> Export To —> CSV… —> Select ‘Next…’ —> Name your file, and choose where you would like it to be stored on your device, and then select ‘Export’.
If you’re using Excel on PC:
Select File —> Save As —> Select the File Format as ‘Comma Separated Values (.csv)’ —> Name your file, and choose where you would like it to be stored on your device, and then select ‘Save’.
Importing Volunteer Records into Keela
Once you’ve exported your CSV file containing your volunteer records, the next step is to import your information into Keela. Navigate to your Contacts from the sidebar in Keela.
Click on the + button and select "Import Volunteer Records". If you’ve already imported your donations, you’ll notice that this process is almost identical.
Use the ‘Choose File’ option to select the CSV file containing your volunteer data. After selecting the appropriate file, you will be led to the next step which is to identify and match the column headings within your CSV file with the accepted headings in Keela.
Note: If your CSV file includes column headings, be sure to toggle the ‘File does not contain column titles’ option so that it reads ‘File contains column titles’. You’ll notice your headings row will now appear in purple. If your CSV file does not contain column headings, leave the toggle as is and simply select your column headings from the dropdown menus.
Once you’re satisfied with your column headings, select ‘Next’ in the bottom right of the pop-up box. You will then be led to the third-step of the import process, which gives you the ability to associate the volunteer data with your contacts using three pieces of data;
- Contact ID
- Donor’s Email Address
- Donor’s Contact or Organization Name
We recommend selecting all three to avoid duplication of your records.
There you have it -- you’ve successfully imported your volunteer history!