Community Impact shows each person's volunteering: hours, causes, skills shared and upcoming opportunities. Be Collective doesn't have an API yet, so for now HR uploads a CSV file. When the API arrives, the same pages will fill in automatically.
Before you start
- Community Impact has to be on your plan. If you don't see My impact, Opportunities or Volunteering data under Community, ask PeopleTeam to switch it on.
- Nothing made up is ever shown. Until you upload a file, Community Impact shows "No volunteering data yet" instead of numbers.
- People are matched by work email. The email in each row must be the person's work email in PeopleTeam (capitals don't matter).
Upload a file
- Go to Community → Volunteering data.
- Download the Blank template (or the Filled-in example to see what good rows look like). Column rules downloads the rules below as a spreadsheet.
- Fill in one row per activity, or export from Be Collective and rename the columns to match the template.
- Save as CSV (in Excel: File → Save As → CSV UTF-8).
- Drop the file on the upload box. Every row is checked straight away and nothing is saved yet.
- If there are problems, you'll see each one with its row number and column. Fix them in the file and upload it again. The whole file goes in or none of it does.
- When every row passes, choose how to apply it and press Import:
- Add and update adds new activities and updates ones already uploaded. Use this for a monthly export.
- Replace everything deletes all existing volunteering data first. Use this for a full export from Be Collective.
Column rules
| Column | Required | Accepts |
|---|---|---|
employee_email | Yes | The person's work email in PeopleTeam. |
activity_date | Yes | YYYY-MM-DD or DD/MM/YYYY. Completed activities can't be in the future. |
hours | Yes | A number from 0 to 24, up to two decimal places (e.g. 2 or 3.5). Use 0 for applications. |
opportunity_title | Yes | Up to 200 characters. |
organisation | Yes | The charity or community group, up to 200 characters. |
status | No | completed (default), confirmed, applied or unsuccessful. |
cause | No | One of the causes listed on the upload page. Anything else is saved as "Other". |
location | No | Suburb or city, up to 120 characters. |
remote | No | yes or no (also true/false, y/n, 1/0). Blank means no. |
skills | No | Skills used, separated by ; (e.g. Mentoring; Excel). Up to 10. |
applied_on | No | Date they applied, same formats as activity_date. |
activity_id | No | Be Collective's ID for the activity. Include it if you have it so re-uploads update instead of duplicating. |
Other things to know:
- Column names aren't case-sensitive and spaces become underscores, so
Employee Emailworks. - Extra columns are ignored (you'll get a warning).
- Up to 5,000 rows and 2 MB per file.
- The same person, date, opportunity and organisation twice in one file is flagged as a duplicate.
- Text with commas must be in double quotes. Excel does this for you.
Who sees what
- Everyone sees their own volunteering under My impact.
- Managers see their reporting line under Team impact.
- HR and admins see the whole organisation and are the only people who can upload.
- Reports include volunteering only when Community Impact is switched on.
Test environments
On staging and demo organisations, PeopleTeam shows sample volunteering data marked "Sample volunteering data (test environment only)" until a file is uploaded. Sample data is never shown on the live site.