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Methods to Add New Records

Your Volgistics database will include a record for each volunteer you want to track. These are known simply as volunteer records. You can add volunteer records to your database through any combination of:

Let's take a closer look at these three options

Data Conversion

If you already have volunteer information in a computer database or an electronic file such as a spreadsheet, there's a good chance that you can transfer some, or all, of it directly into Volgistics using one of our conversion options. These tools can transfer the most common kinds of volunteer data; however, there may be some specialized data you won't be able to transfer automatically. In some cases, you might use one of these data conversion tools to transfer the bulk of your data, and then add the remaining pieces manually yourself.

If you're just getting started with Volgistics, and you have information you want to convert from another database, it's best to do this before you begin collecting online volunteer application forms or entering volunteer records manually. This is because after you import your current volunteers you may decide you want to redo the import. If you clear your Volgistics database to remove the records from your first conversion attempt, you'd also lose the other volunteer records.

The two conversion options available are the free Import Utility and our paid Jump-Start Service

Free Import Utility

Volgistics offers a free Import Utility you (or someone in your organization) can use to convert data yourself. The Import Utility can bring in volunteer information from xls, xlsx, text, and csv file. You can learn more about this option in the Import Utility section of the Import Volunteer Records help topic.

Jump-Start Service

If you would rather not run your own data conversion, Volgistics can perform your data conversion for you through the Jump-Start service. There is a one-time service fee of $500 for us to perform this service. While conversions are often completed in a matter of days, you should allow up to three weeks for a conversion under this service.

To use the service, you send your current volunteer database files to Volgistics through a secure data upload page. Volgistics checks to make sure they can convert your data and lets you know what the conversion service fee will be. Once you've paid the service fee, Volgistics performs the conversion and places your converted information right into your Volgistics account.

You can learn more about this option in the Jump-Start Service section of the Import Volunteer Records help topic.

Online Volunteer Application Forms

Another way to get new volunteer records into Volgistics is through online volunteer application forms. Creating an online volunteer application form with Volgistics is as easy as configuring a few setup options and then adding a simple HTML link on your website.

Once you've elected to receive a new application, the information the applicant entered online goes directly into your database as a new volunteer record. Volunteer records you receive this way can have a Status of Applicant so they're easily distinguished from your other volunteer records.

While you don't have to use online application forms in your account, they are a great way of gathering information from prospective volunteers without having to enter it manually.

Manual Data Entry

The last way to get new volunteer records into Volgistics is simply to add them manually. Volgistics makes data entry quite easy. You can start by entering just basic information (such as name and address) and then add more information to the record as you collect it.

Use Any Combination of These Methods

You can use all three of these methods (or any combination of them) for getting volunteer records into your database. For example, you might start by converting your existing volunteer records from another database. Then you could collect new volunteer records through a combination of the online volunteer application forms (for people who choose to apply online), and manual data entry (for people who apply in person or by way of a paper form).

No matter how a volunteer record gets into your database (through a data conversion, an online application form, or manual data entry) you can always add more information to the record (or edit the record) any time, through a variety of methods.