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  3. Importing User Profiles
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Importing User Profiles

On this page:
  1. Preparing your Data for Import 
    1. Sending us your Data 
    2. Column Definitions 
    3. Sample Spreadsheets for your Region 
    4. Enterprise Imports 
    5. Provinces, States, Counties 
    6. Country Names 
    7. Module Profile Status Options
    8. Username Prefix 
    9. Language/Region 
  2. Emailing People their Username and Password 

Preparing your Data for Import 

Note: One Standard Import of contact information for your users is included in the purchase of a PLUS account subscription.  Additional fees apply to non-PLUS accounts.  Click on your region for more information on pricing: US, Canada, Australia, Ireland, New Zealand, UK. 

File format: 

  • Spreadsheet must be saved as a Microsoft Excel file in .XLSX format. 
  • Worksheet containing the volunteer data to be imported must be named “UserData“. 

Worksheet Layout: 

  • First row of the spreadsheet must contain the column headings.  Start the volunteer contact information on row 2. 
  • Column heading names must be exactly as specified (and in the same order as) in the “Column Definitions” requirements (below). 
  • Columns that your organization does not use must not be deleted from the spreadsheet. 

Formatting: 

  • Do not merge, filter, wrap or hide columns 
  • Columns other than date columns must be formatted within Excel as “General” 
  • All date columns must be consistently formatted; as our import software requires this before we can proceed with any data imports
    • For North America, please ensure your dates are all consistently formatted as MM/DD/YYYY (Month/Day/Year)
    • For UK/EU/AU/NZ, please ensure your dates are consistently formatted as DD/MM/YYYY (Day/Month/Year) 

IMPORTANT: It is essential that any data to be imported conforms to the specifications listed above. Incomplete or improperly formatted data cannot be processed.  All columns must be included (in the correct order) even if you do not use them. 

Note: Importing of custom information (i.e. Custom Fields, Qualifications, General Interests, General Availability and Hours Log values) is subject to additional fees, as are subsequent “standard” imports.  Please contact us if you wish for a quote on your custom import. When preparing a custom import file, please ensure that there is one row per volunteer profile and the custom information is added in columns to the right of the “Status” column. 

Sending us your Data 

Let us know when your data import spreadsheet is ready.  We will enable the Setup File Exchange to enable you to securely share import and results files. Once that is done, you can upload your spreadsheet by following the steps below: 

  1. Go to: Configuration then click on “Setup File Exchange” found in the sidebar under Organization Settings 
  1. Click on the [Browse] button to select and upload your data import spreadsheet 
  1. Enter a description of your import in the “Description” field (example: you might want to let us know the desired language and username prefix here) 
  1. Click the [Submit] button. Better Impact staff will be alerted that your data import is ready to be processed 

Once your data has been uploaded, you can download the results of the import (i.e. usernames and passwords that were generated) by following the steps below: 

  1. Go to: Configuration then click on “Setup File Exchange” found in the sidebar under Organization Settings  
  1. You will see the list of file names, descriptions, and the date they were uploaded 
  1. Mouse over the Options icon to the left of the results file 
  1. Select “Download” 

Once you no longer need the file from the Setup File Exchange please delete it and let us know so we can turn off the feature. 

Column Definitions 

All columns listed below must be included in your spreadsheet. Columns where a value is required are marked with an asterisk (*). 

  • Salutation: maximum 50 characters (e.g. Mr, Miss, Mrs, Ms, etc.) 
  • *FirstName: maximum 50 characters (enter “please update” if the value is not known) 
  • *LastName: maximum 50 characters (enter “please update” if the value is not known) 
  • MiddleName: maximum 50 characters 
  • Suffix: maximum 50 characters 
  • LegalFirstName: maximum 50 characters 
  • *AddressLine1: maximum 50 characters (enter “please update” if the value is not known) 
  • AddressLine2: maximum 50 characters 
  • *City: maximum 50 characters (enter “please update” if the value is not known) 
  • *Province (Canada), State (USA, Australia, New Zealand) or County (UK, Ireland): use the appropriate code for the province/state/county (see section below for a list of codes) (enter ’00 if not known or not applicable) 
  • *Country: enter the correct country from the listing of countries (see section below for a list of countries) (enter “OTHER” if the value is not known) 
  • *PostalCode (Canada), ZipCode (USA), PostCode (UK, Australia): maximum 10 characters (enter “pls update” if the value is not known) 
  • HomePhone: maximum 25 characters, ONE phone number only (spaces permitted) 
  • WorkPhone: maximum 25 characters, ONE phone number only (spaces permitted) 
  • WorkPhoneExt: maximum 10 characters, numeric values only (no dashes, spaces or other characters) 
  • CellPhone or MobilePhone: maximum 25 characters, ONE phone number only (spaces permitted) 
  • EmailAddress: maximum 100 characters, ONE valid email address only 
  • SecondaryEmailAddress: maximum 100 characters, ONE valid email address only 
  • MobileEmailAddress: maximum 100 characters, ONE valid email address only 
  • Birthday: consistently and fully formatted (month, day and year) 
  • *DateJoined: consistently and fully formatted (month, day and year) 
  • *Status: enter the correct profile status 

Sample Spreadsheets for your Region 

A sample spreadsheet for your region can be downloaded by clicking on the desired link below: 

  • Canada: sample spreadsheet 
  • United States of America: sample spreadsheet 
  • United Kingdom and the Republic of Ireland: sample spreadsheet 
  • Australia and New Zealand: sample spreadsheet 

Enterprise Imports 

If you are importing data for profiles in multiple organizations, you’ll need to include each organization’s name as a separate column immediately after the “Status” column. 

  • Each profile in your import must belong to at least one organization (but can belong to multiple organizations) 
  • To indicate that a profile is part of an organization, enter a “1” (or “X” or “Yes”) in the column corresponding to the organization to which they belong 

Provinces, States, Counties 

Below, you will find lists of the 2-3 character codes for the provinces/states/counties used in a data import. 

CANADA: PROVINCES AND TERRITORIES
AB – Alberta 
BC – British Columbia 
MB – Manitoba 
NB – New Brunswick 
NL – Newfoundland 
NT – Northwest Territories 
NS – Nova Scotia 
NU – Nunavut 
ON – Ontario 
PE – Prince Edward Island 
QC – Québec 
SK – Saskatchewan 
YT – Yukon Territory 
Use ’00 if not known or not applicable. 
USA: STATES
AL – Alabama 
AK – Alaska 
AZ – Arizona 
AR – Arkansas 
CA – California 
CO – Colorado 
CT – Connecticut 
DE – Delaware 
DC – District of Columbia 
FL – Florida 
GA – Georgia 
HI – Hawaii 
ID – Idaho 
IL – Illinois 
IN – Indiana 
IA – Iowa 
KS – Kansas 
KY – Kentucky 
LA – Louisiana 
ME – Maine  
MD – Maryland  
MA – Massachusetts  
MI – Michigan  
MN – Minnesota  
MS – Mississippi 
MO – Missouri 
MT – Montana 
NE – Nebraska 
NV – Nevada 
NH – New Hampshire 
NJ – New Jersey 
NM – New Mexico 
NY – New York 
NC – North Carolina 
ND – North Dakota 
OH – Ohio 
OK – Oklahoma 
OR – Oregon 
PA – Pennsylvania 
RI – Rhode Island 
SC – South Carolina 
SD – South Dakota 
TN – Tennessee 
TX – Texas 
UT – Utah 
VT – Vermont 
VA – Virginia 
WA – Washington 
WV – West Virginia 
WI – Wisconsin 
WY – Wyoming 
Use ’00 if not known or not applicable. 
AUSTRALIA: STATES AND TERRITORIES
ACT – Australian Capital Territory 
NSW – New South Wales 
N T – Northern Territory 
QLD – Queensland 
SA – South Australia 
TAS – Tasmania 
VIC – Victoria 
W A – Western Australia 
Use ’00 if not known or not applicable. 
NEW ZEALAND: STATES
Please use ’00 for the state field 
ENGLAND: COUNTIES
E01 – Avon 
E02 – Bedfordshire 
E03 – Berkshire 
E04 – Buckinghamshire 
E05 – Cambridgeshire 
E06 – Cheshire 
E07 – Cleveland 
E08 – Cornwall 
E09 – Cumberland 
E53 – Cumbria
E10 – Derbyshire 
E11 – Devon 
E12 – Dorset 
E13 – Durham 
E14 – East Sussex 
E15 – Essex 
E16 – Gloucestershire
E54 – Greater Manchester 
E17 – Hampshire 
E18 – Herefordshire 
E19 – Hertfordshire 
E20 – Huntingdonshire 
E21 – Isle of Wight 
E22 – Kent 
E23 – Lancashire 
E24 – Leicestershire 
E25 – Lincolnshire 
E56 – London
E26 – Merseyside 
E27 – Middlesex 
E28 – Norfolk 
E29 – Northamptonshire 
E30 – Northumberland 
E31 – North Humberside 
E32 – North Yorkshire 
E33 – Nottinghamshire 
E34 – Oxfordshire 
E35 – Rutland 
E36 – Shropshire 
E37 – Somerset 
E38 – South Humberside 
E39 – South Yorkshire 
E40 – Staffordshire 
E41 – Suffolk 
E42 – Surrey 
E43 – Sussex
E55 – Tyne and Wear 
E44 – Warwickshire 
E45 – West Midlands 
E46 – Westmorland 
E47 – West Suffolk 
E48 – West Sussex 
E49 – West Yorkshire 
E50 – Wiltshire 
E51 – Worcestershire 
E52 – Yorkshire 
Use E00 if not known or not applicable. 
SCOTLAND: COUNTIES
S01 – Aberdeenshire 
S02 – Angus/Fofarshire 
S03 – Argyllshire 
S04 – Ayrshire 
S05 – Banffshire 
S06 – Berwickshire 
S07 – Buteshire 
S09 – Caithness 
S10 – Clackmannanshire
S08 – Cromartyshire 
S11 – Dumfries and Galloway 
S12 – Dunbartonshire
S35 – Dundee
S36 – East Ayrshire
S37 – East Dunbartonshire 
S13 – East Lothian
S38 – East Renfrewshire
S39 – Edinburgh
S40 – Falkirk 
S14 – Fife
S41 – Glasgow
S42 – Highland
S43 – Inverclyde 
S15 – Inverness-shire 
S16 – Kincardineshire 
S17 – Kinross-shire 
S18 – Kirkcudbrightshire 
S19 – Lanarkshire 
S20 – Midlothian 
S21 – Morayshire 
S22 – Nairnshire
S44 – North Lanarkshire 
S23 – Orkney 
S24 – Peeblesshire 
S25 – Perthshire 
S26 – Renfrewshire 
S27 – Ross-shire 
S28 – Roxburghshire
S45 – Scottish Borders 
S29 – Selkirkshire 
S30 – Shetland
S46 – South Ayrshire
S47 – South Lanarkshire 
S31 – Stirlingshire 
S32 – Sutherland
S48 – West Dunbartonshire 
S33 – West Lothian
S49 – Western Isles 
S34 – Wigtownshire 
Use E00 if not known or not applicable. 
WALES: COUNTIES
W01 – Anglesey
W28 – Blaenau Gwent 
W02 – Brecknockshire
W14 – Bridgend 
W03 – Caernarfonshire
W15 – Caerphilly
W16 – Cardiff
W05 – Cardiganshire 
W04 – Carmarthenshire
W17 – Ceredigion
W18 – Conwy 
W06 – Denbighshire 
W07 – Flintshire
W19 – Gwynedd  
W09 – Merioneth
W20 – Merthyr Tydfil 
W10 – Monmouthshire 
W11 – Montgomeryshire
W21 – Neath Port Talbot
W22 – Newport 
W12 – Pembrokshire
W23 – Powys 
W13 – Radnorshire 
W24 – Rhondda Cynon Taff
W25 – Swansea
W26 – Torfaen
W08 – Vale of Glamorgan
W27 – Wrexham
Use E00 if not known or not applicable. 
NORTHERN IRELAND: COUNTIES
NI1 – Antrim 
NI2 – Armagh 
NI4 – Down 
NI5 – Fermanagh
NI3 – Londonderry 
NI6 – Tyrone 
Use E00 if not known or not applicable. 
REPUBLIC OF IRELAND: COUNTIES
R01 – Antrim 
R02 – Armagh 
R03 – Carlow 
R04 – Cavan 
R05 – Clare 
R06 – Cork 
R07 – Derry 
R08 – Donegal 
R09 – Down 
R10 – Dublin 01 
R11 – Dublin 02 
R12 – Dublin 03 
R13 – Dublin 04 
R14 – Dublin 05 
R15 – Dublin 06 
R16 – Dublin 06W 
R17 – Dublin 07 
R18 – Dublin 08 
R19 – Dublin 09 
R20 – Dublin 10 
R21 – Dublin 11 
R22 – Dublin 12 
R23 – Dublin 13 
R24 – Dublin 14 
R25 – Dublin 15 
R26 – Dublin 16 
R27 – Dublin 17 
R28 – Dublin 18 
R29 – Dublin 20 
R30 – Dublin 22 
R31 – Dublin 24 
R32 – Dublin County 
R33 – Fermanagh 
R34 – Galway 
R35 – Kerry 
R36 – Kildare 
R37 – Kilkenny 
R38 – Laois 
R39 – Leitrim 
R40 – Limerick 
R41 – Longford 
R42 – Louth 
R43 – Mayo 
R44 – Meath 
R45 – Monaghan 
R46 – Offaly 
R47 – Roscommon 
R48 – Sligo 
R49 – Tipperary 
R50 – Tyrone 
R51 – Waterford 
R52 – West Meath 
R53 – Wexford 
R54 – Wicklow 
Use E00 if not known or not applicable. 

Country Names 

Below, you’ll find country names you can use in a data import. 

The following is a list of valid country names that can be included in a data import. Exact matches are required.  Use “USA” for “United States of America” and “United Kingdom” for “England”, “Scotland”, “Wales” or “Northern Ireland”. 

COUNTRY NAMES
AFGHANISTAN 
ALBANIA 
ALGERIA 
AMERICAN SAMOA 
ANDORRA 
ANGOLA 
ANGUILLA 
ANTARCTICA 
ANTIGUA 
ARGENTINA 
ARMENIA 
ARUBA 
AUSTRALIA 
AUSTRIA 
AZERBAIJAN 
BAHAMAS 
BAHRAIN 
BANGLADESH 
BARBADOS 
BELARUS 
BELGIUM 
BELIZE 
BENIN 
BERMUDA 
BHUTAN 
BOLIVIA 
BOSNIA 
BOTSWANA 
BOUVET ISLAND 
BRAZIL 
BRUNEI DARUSSALAM 
BULGARIA 
BURKINA FASO 
BURUNDI 
CAMBODIA 
CAMEROON 
CANADA 
CAPE VERDE 
CAYMAN ISLANDS 
CENTRAL AFRICAN REPUBLIC 
CHAD 
CHILE 
CHINA 
CHRISTMAS ISLAND 
COCOS ISLANDS 
COLOMBIA 
COMOROS 
CONGO 
COOK ISLANDS 
COSTA RICA 
COTE D’IVOIRE 
CROATIA 
CUBA 
CYPRUS 
CZECH REPUBLIC 
DENMARK 
DJIBOUTI 
DOMINICA 
DOMINICAN REPUBLIC 
ECUADOR 
EGYPT 
EL SALVADOR 
EQUATORIAL GUINEA 
ERITREA 
ESTONIA 
ETHIOPIA 
FALKLAND ISLANDS 
FAROE ISLANDS 
FIJI 
FINLAND 
FRANCE 
FRENCH GUIANA 
FRENCH POLYNESIA 
GABON 
GAMBIA 
GEORGIA 
GERMANY 
GHANA 
GIBRALTAR 
GREECE 
GREENLAND 
GRENADA 
GUADELOUPE 
GUAM 
GUATEMALA 
GUERNSEY 
GUINEA  
GUINEA-BISSAU  
GUYANA  
HAITI  
HONDURAS  
HONG KONG 
HUNGARY 
ICELAND 
INDIA 
INDONESIA 
IRAN 
IRAQ 
IRELAND 
ISLE OF MAN 
ISRAEL  
ITALY  
JAMAICA  
JAPAN  
JERSEY 
JORDAN  
KAZAKHSTAN  
KENYA 
KIRIBATI 
KOREA 
KUWAIT 
KYRGYZSTAN 
LAO 
LATVIA 
LEBANON 
LESOTHO 
LIBERIA 
LIECHTENSTEIN 
LITHUANIA 
LUXEMBOURG  
MACAU  
MACEDONIA  
MADAGASCAR  
MALAWI  
MALAYSIA  
MALDIVES  
MALI  
MALTA  
MARSHALL ISLANDS  
MARTINIQUE  
MAURITANIA  
MAURITIUS 
MAYOTTE 
MEXICO 
MICRONESIA 
MOLDOVA 
MONACO 
MONGOLIA 
MONTSERRAT  
MOROCCO  
MOZAMBIQUE  
MYANMAR  
NAMIBIA  
NAURU  
NEPAL 
NETHERLANDS 
NEW CALEDONIA 
NEW ZEALAND 
NICARAGUA 
NIGER 
NIGERIA 
NIUE 
NORFOLK ISLAND 
NORTHERN MARIANA ISLANDS 
NORWAY 
OMAN 
PAKISTAN 
PALAU 
PANAMA 
PAPUA NEW GUINEA 
PARAGUAY 
PERU 
PHILIPPINES 
PITCAIRN 
POLAND 
PORTUGAL  
PUERTO RICO  
QATAR 
REUNION  
ROMANIA  
RUSSIAN FEDERATION 
RWANDA 
SAINT KITTS AND NEVIS 
SAINT LUCIA 
SAMOA 
SAN MARINO 
SAUDI ARABIA 
SENEGAL  
SERBIA 
SEYCHELLES  
SIERRA LEONE  
SINGAPORE  
SLOVAKIA 
SLOVENIA 
SOLOMON ISLANDS 
SOMALIA 
SOUTH AFRICA 
SPAIN 
SRI LANKA 
SUDAN 
SURINAME 
SWAZILAND 
SWEDEN 
SWITZERLAND 
SYRIAN ARAB REPUBLIC 
TAIWAN 
TAJIKISTAN 
TANZANIA 
THAILAND 
TOGO 
TOKELAU 
TONGA 
TRINIDAD 
TUNISIA 
TURKEY 
TURKMENISTAN 
TUVALU 
UGANDA 
UKRAINE 
UNITED ARAB EMIRATES 
UNITED KINGDOM 
URUGUAY 
USA 
UZBEKISTAN 
VANUATU 
VENEZUELA 
VIETNAM 
VIRGIN ISLANDS (USA) 
VIRGIN ISLANDS (BRITISH) 
WESTERN SAHARA 
YEMEN 
ZAMBIA 
ZIMBABWE 
Use “OTHER” if the country name is not known. 

Module Profile Status Options

When performing a data import, we can import into different modules, depending on what you have purchased. Profiles for each module must be in separate spreadsheets or worksheets, formatted per the specifications. For each of the modules you have purchased, here are the list of statuses that can be specified for a profile. 

Volunteer Profile Statuses 
Applicant 
In Process 
Accepted 
Inactive – Short Term 
Inactive – Long Term 
Archived – Didn’t Start 
Archived – Rejected 
Archived – Dismissed 
Archived – Moved 
Archived – Quit 
Archived – Deceased 
Archived – Other 
If the cell is left blank, “Accepted” will be used. 
Administrator Profile Statuses
Active
Archived
If the cell is left blank, “Active” will be used. 
Client Profile Statuses
Applicant 
In Process 
Accepted 
Inactive 
Archived 
If the cell is left blank, “Accepted” will be used. 
Member Profile Statuses 
Applicant 
In Process 
Accepted 
Inactive 
Archived 
If the cell is left blank, “Accepted” will be used. 
Donor Profile Statuses 
Prospect 
Active 
Inactive 
Archived 
If the cell is left blank, “Active” will be used. 

Username Prefix 

Usernames must be at least 6 characters in length. When the data import is performed, a prefix is assigned (example: “orgvol-“), followed by a unique sequential number (example: “101”) that is generated automatically. You can specify one prefix that you would like used in generating usernames for all of your users. 

Language/Region 

You can assign one default language to all profiles that will determine the display language for MyImpactPage.com menus and how dates and times will be displayed to users. If no language is specified, the default setting on the user’s computer will be used. Volunteers can change this value without affecting you or any other user. Choices are: 

  • English (Canada) 
  • English (USA) 
  • English (UK) 
  • English (Australia) 
  • English (New Zealand) 
  • Français (Canada) 
  • Español 
  • Portuguese 

Emailing People their Username and Password 

Once the data has been imported, we’ll upload a results spreadsheet, into the Setup File Exchange, that contains the usernames and passwords that were created for your users. 

In order to communicate that information to them (without sending them that spreadsheet), you can perform a “Mail Merge”. The components are: 

  • Microsoft Outlook: to send the email 
  • Microsoft Excel: the data import results spreadsheet 
  • Microsoft Word: a document that contains the instructions you’d like to send them along with “Merge Fields” that look up the corresponding information in the spreadsheet 

If you are not familiar with how to perform a Mail Merge, there is a useful article on the Microsoft support pages, as well as one on Google Workspace for Google/Gmail users, that explain how to do that. 

Note: If you have manually created profiles for your users, you can generate a Personal Profile Export that contains their name, email address, username and any other relevant information. Since password information cannot be viewed or exported, you would need to create a column in the spreadsheet for the user’s password and enter it manually. 

Updated on March 9, 2023
Tagged: organization

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On this page:

  1. Preparing your Data for Import 
    1. Sending us your Data 
    2. Column Definitions 
    3. Sample Spreadsheets for your Region 
    4. Enterprise Imports 
    5. Provinces, States, Counties 
    6. Country Names 
    7. Module Profile Status Options
    8. Username Prefix 
    9. Language/Region 
  2. Emailing People their Username and Password 

Related Articles

  • Account Set-up: Where to Start
  • Sterling Integration
  • Account Set-up: Where to Start (Enterprise Considerations)
  • Change Management Considerations
  • Account Set-up: Optional Enterprise Features

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