Heads up! This article is only intended for Site Managers.
By the end of this article, you will be able to:
Prepare your data for a successful import
Identify and fix common data issues
Format your spreadsheet to reduce errors during upload
You can also download and print the checklist at the bottom of this article.
Before You Begin
Preparing your data ahead of time helps ensure a smooth import process and reduces errors once your files are uploaded.
Use the steps below as a checklist while reviewing your spreadsheet.
Step 1: Decide What Data to Include
Start by gathering the data you want to bring into your site.
Focus on recent data and active volunteers
Identify which data types you need (e.g., users, hours, opportunities)
Reference these import templates for guidance on available data types
Step 2: Remove Duplicates
Clean your data to avoid conflicts during import.
Remove duplicate users
Ensure there are no duplicate email addresses
Important:
Email addresses act as unique identifiers
Only one user per email address can be imported
Shared emails (e.g., family accounts) are not supported and cannot be used for multiple users
Each user must have a unique email address or be removed
Step 3: Review for Accuracy
Double-check your data before uploading.
Confirm all required fields are complete
Look for missing or incorrect information
Remove any invalid or placeholder entries
Step 4: Update Contact Information
Make sure all contact details are current.
Verify email addresses are correct and active
Update phone numbers and addresses as needed
Step 5: Check Formatting
Use consistent formatting across your spreadsheet.
Emails and phone numbers should follow a standard format
Format dates as: YYYY-MM-DD (example: 2026-04-24)
Format numbers as: ###.## (example: 123.45)
Step 6: Clean Up Your Spreadsheet
Remove unnecessary elements that can cause import errors.
Delete special characters and symbols
Remove extra spaces in cells
Step 7: Keep Data Consistent
Consistency helps prevent mismatches and errors.
Use consistent spelling (e.g., avoid “Volunteer” vs. “volunter”)
Keep capitalization uniform across entries
Step 8: Remove Extra Formatting
Simplify your file before uploading.
Remove formulas
Clear colors and styling
Unmerge cells
Delete comments or notes
FAQ
Q. Do I need to complete every step before importing?
A. Yes. Following each step helps prevent errors and ensures your data imports correctly.
Q. What happens if my data isn’t formatted correctly?
A. Improper formatting can cause import failures or incorrect data mapping.