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 for Reporting – This field is used for volunteer reporting and helps determine which constituents a volunteer can view.

     To check your volunteer subscription usage, go to Data Management → Subscription Usage. (This section is visible only to GC VM super admins.)

     To invite volunteers to register, navigate to Manage Volunteers and scroll to the Email unregistered volunteers section.

     If your school has texting enabled, a Cell Phone (optional) field appears in the form between Email and External ID.

     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.

Class Year for Reporting – Use this field to segment volunteer reports.

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.

  • 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.

• 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 and reactivating volunteers

Use the Deactivation Date field on a volunteer's record to mark an account inactive while preserving its history (assignments, emails, activity). You can also reactivate a deactivated volunteer by clearing this field.

Single-volunteer deactivation (UI)

1. Go to Manage Volunteers → Volunteers tab and locate the volunteer.
2. Click the volunteer's name to open their record.
3. In the Deactivation Date field, use the date picker to choose today’s date or an earlier date.
4. Click Update volunteer to save.

Effect: The volunteer’s account is marked inactive immediately, and they lose portal access. Their historical data remains on record.

To view deactivated volunteers: Select the Inactive tab on the Volunteers page.

Bulk deactivation (CSV upload)

1. Prepare a CSV file with the exact headers: volunteer_id, email, full_name, year, roles, deactivate.
2. In the deactivate column, enter TRUE to deactivate a volunteer; leave it blank or enter FALSE to keep the account active.
3. Upload the CSV via Manage Volunteers → Volunteers tab → Upload Volunteers section, and click Upload Volunteers.

Behavior: Rows marked with TRUE will have their Deactivation Date set and will be marked inactive while preserving their record history.

Reactivating a volunteer

1. From the Inactive tab on the Volunteers page, open the deactivated volunteer’s record.
2. Clear the Deactivation Date field completely.
3. Click Update volunteer to save. The account is reactivated and access is restored.

Tips

• Deactivating volunteers before bulk-adding new ones helps maintain your subscription’s active-volunteer capacity.
• The deactivation process preserves all historical data, allowing you to review past activity even after reactivation.