Person Volunteer Hours Import Type

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Overview

The Veracross Data Importer allows you to import volunteer hours in the form of person volunteer hour records and associate them with person records in your database. This import type is considered importer only  — it allows you to import and create new person volunteer hour records, but not update person volunteer hours that already exist in your database.

Additionally, these must already be set up in your database before using this import type:

  • Grading Periods
  • Job Categories
  • Job Organizations

Uploading person volunteer hours with the Veracross Data Importer involves the following two steps:

  1. Preparing the data for upload using the Person Volunteer Hours Import Type template, which is provided before data import on the Importer site.
  2. Uploading the data using the Veracross Data Importer.

Preparing the Data for Upload

Prepare a comma separated value (CSV) file containing all data to import. This file must contain all columns in the order listed below, even if no content is populated in the columns. If there is no content in a column, that row must be left blank.

Recommendation: Use the import template provided at import.veracross.com/your_school, rather than creating your own CSV file. This can eliminate many unintentional errors.

Fields in the Import Type Template

There are a mix of columns in this import type where columns are required to be populated by a value and where the column being populated is optional. These are detailed in the Value Considerations column below.

Column (Field) NameValue Considerations
Required fields:
person_id
or
person_reference_type and person_reference_value
person_idNumeric format. The person_id can be found in the Person ID field in a standard Find Person query.
person_reference_type

Text/numeric format. Must be an already existing person reference type. This information can be found in a Person Reference Type query. Must be either of the following:

  • person reference type id (numeric format)
  • person reference type description (text/numeric format)
person_reference_valueText/numeric format. This value is the reference value in a Find Person Reference Number query.
school_yearRequired field. Text format. The year in which the volunteer hours were worked. Populate this with the value in either the Year or School Year columns in the Years query.  
  • NOTE: The use of summer school years is strictly forbidden for volunteer hour data.
grading_periodRequired field. Text format. The grading period in which the volunteer hours were worked. Populate this with either:
organization_idNumeric format. The ID of the associated organization that this person volunteered with/for. You can find this value in the Organization ID column of this Find Organization query.
event_idNumeric format. The ID of the associated event that these person volunteer hours should be associated with. You can find this value in the Event ID column of the Find Group Events query on the System homepage.
volunteer_dateRequired field. Date format. The date in which these volunteer hours took place. This date must be in the MM/DD/YYYY format.
volunteer_job_categoryRequired field. Text format. The job category that these volunteer hours fall into. Populate this with one of the following fields on this Volunteer Job Categories query:
  • ID
  • Description
volunteer_hoursRequired field. Numeric format. The number of volunteer hours worked (e.g., 5, 3.75, 5.5).
volunteer_hours_requiredNumeric format. The number of volunteer hours required to be worked, if applicable (e.g., 5, 3.75, 5.5).
approvedSpecial format. Whether or not these volunteer hours are approved. Populate this value with one of these options:
  • Y, Yes, or 1
  • N, No, or 0

This value appears as the "Approved" column in this Volunteer Hours query.

notesText format. Any additional notes you'd like to include about these volunteer hours. This value appears as the "Notes" field on the Volunteer Hours record and has a character limit of 500 characters. 

Q&A

In addition to the criteria set in the table above, this import type has a number of additional considerations that should be taken into account.

QuestionAnswer
Can I adjust existing volunteer hour records with this import type?No — this import type is only for uploading completely new volunteer hour records. To adjust existing volunteer hour records, you must update them manually in Axiom.
Can I create new organizations, job categories, and grading periods with this import type? No — grading periods, job categories, and job organizations must be configured prior to using this import type.
What should I do if I have any questions about this import type?If you have additional questions about this import type, please reach out to us by generating a ticket in the client support portal. Be sure to include:
  • Which import type the question pertains to
  • Your question
  • Any error messages received (if applicable)