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Adding Volunteers to GC VM

Updated

Adding volunteers individually or in bulk

Adding a Single Volunteer

1. Click “Manage Volunteers” in the navigation menu on the left side of the page > "Volunteers" tab > "Add New Volunteer" button in the top right 

2. Enter the following information about the volunteer:

  • Full Name - Volunteer's full name
  • Email - The email address the volunteer use to create a GiveCampus account
  • External ID (optional) - Volunteer's ID # in your alumni/donor database
  • Roles - Check off the role(s) you would like this volunteer to have
  • Assignment Limit (optional) - If you entered, this will override the role-based assignment limit for the maximum number of constituents the volunteer can be assigned to.
  • Class Year (recommended/required) - Determines the single class year the volunteer count as for volunteer-based reporting statistics. Role settings may also use it to determine which constituents a volunteer can see, so this is often necessary
  • Affiliations (if applicable) - This will only appear if "GC VM Affiliations" setup is required for your GC VM configuration. Like "Class Year," if using "GC VM Affiliations", this may be necessary for certain functionality. All affiliations present in your constituent data will be listed in the dropdown to choose from. The corresponding affiliation class year is not required, but highly recommended. To add multiple affiliations, click on the blue "+" button. 
    • Note: A volunteer's affiliations may be used in the Role Builder ("Roles" page). These allow you to tailor which constituents a volunteer should see dynamically based on matching affiliations and affiliation class years between your volunteers and your constituents. 

3. Click “Add Volunteer”

 

 

Adding Multiple Volunteers Through File Upload

1. Click “ Manage Volunteers” in the navigation menu on the left side of the page > "Volunteers" tab.

2. In the “Upload Volunteers" section, click “Choose file” and upload a CSV file containing the following columns in exact order: volunteer_id, email, full_name, year, roles, deactivate

  • Click here for the Volunteer Upload File Guide, which includes a glossary and sample Volunteer Upload File
  • If you see an additional header titled 'affiliations' listed under this "Upload Volunteers" section, please read the following:
    • This means that your GC VM configuration is using "GC VM Affiliations"
    • You are required to include an additional 'affiliations' column in your CSV
    • The possible affiliations to include are listed under "Affiliation Options"
    • Affiliations are case-sensitive and must precisely match the options that appear on the "Affiliation Options" list. 
    • Include the affiliation name and corresponding affiliation year for all applicable affiliations with entries formatted as "Affiliation:YYYY;Affiliation:YYYY"
    • To include multiple affiliations, separate each with a semicolon.
      • Example: “Alumni:1980;Parent:2020”

3. Click “Upload volunteers”

Additional Notes on Adding Volunteers

Adding Volunteer Records to GC VM does not automatically send them an email to register. In order to send out an automated registration email, you must click on the "Email to New Unregistered Volunteers" button from GC VM > Volunteers > scroll down to the 'Email unregistered volunteers'. This will email all of the volunteer records you've added to GC VM who have not yet created a GiveCampus account. You can also send your volunteers directly to your branded sign up page to create their GiveCampus account. For more information on how volunteers can sign up for an account, click here. 

Your GC VM Service Agreement outlines how many volunteers are included in your subscription and the cost for additional volunteers. To see how many volunteers are included in your subscription, go to your GC VM > Subscription Usage in the Administration section of the dashboard. This volunteer count includes all volunteers loaded into the GC VM, whether active or inactive. 

To remove volunteers in bulk, upload the same CSV file as if adding them but put TRUE in the "deactivate" column. We recommend deactivating old volunteers before adding new ones to ensure you do not accidentally exceed your subscription.

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