Adding Volunteers in Volunteer Management (GC VM)

You can add volunteers to GC VM one at a time or in bulk using a CSV file.

Add a Single Volunteer

1. Go to Manage Volunteers from the left navigation menu.

2. Select the Volunteers tab.

3. Click Add New Volunteer (top right).

4. Fill out the volunteer’s details:

   • Full Name – The volunteer’s full name.

   • Email – The email address the volunteer will use to create their GiveCampus account.

   • External ID (optional) – The volunteer’s ID number in your alumni/donor database.

   • Roles – Select one or more roles for this volunteer.

   • Assignment Limit (optional) – Set a custom limit for how many constituents this volunteer can be assigned (overrides the role default).

   • Class Year (recommended) – Used for volunteer reporting. May also determine which constituents the volunteer can view.

   • Affiliations (if applicable) – Only appears if affiliations are enabled in your configuration. Choose from the dropdown, and use the + button to add more than one. Example: “Alumni 1980” or “Parent 2020.”

5. Click Add Volunteer.

Add Multiple Volunteers (CSV Upload)

1. Go to Manage Volunteers → Volunteers tab.

2. In the Upload Volunteers section, click Choose File and upload a CSV with these columns, in this exact order: volunteer_id, email, full_name, year, roles, deactivate

   👉 See the Volunteer Upload File Guide for a glossary and sample file.

3. If you see an Affiliations field in this section:

   • Add an extra affiliations column to your CSV.

   • Use only the exact values listed under Affiliation Options (case sensitive).

   • Format entries as:

     • Affiliation:YYYY for one affiliation.

     • Affiliation:YYYY;Affiliation:YYYY for multiple affiliations.

     • Example: Alumni:1980;Parent:2020.

4. Click Upload Volunteers.

Next Steps After Adding Volunteers

• Send Registration Emails: Adding volunteers does not automatically send them an invite.

  • To invite them: Go to GC VM → Volunteers → Email unregistered volunteers.

  • Or, share your branded sign-up link directly with volunteers. Learn more about volunteer sign-up.

• Check Your Subscription:

  • Your GC VM agreement includes a set number of volunteers.

  • To view usage: Go to GC VM → Administration → Subscription Usage.

  • The count includes all volunteers (active and inactive).

• Deactivate Old Volunteers:

  • To remove in bulk, re-upload your volunteer CSV with TRUE in the deactivate column.

  • Deactivating volunteers before adding new ones helps avoid going over your subscription limit.

Deactivating Volunteers

How to Remove a Volunteer from GC VM

To deactivate a volunteer who should no longer have access to the system (such as test volunteers or volunteers who are no longer active):

1. Navigate to Manage Volunteers from the left navigation menu

2. Select the Volunteers tab

3. Find the volunteer you want to deactivate

4. Click on their name to access their volunteer record

5. Set their End Date to today's date or an earlier date

6. Save the changes

• The volunteer will be immediately deactivated in the platform
• They will lose access to the VMS
• They will no longer receive notifications or system emails