After syncing with your FACTS SIS, you can import past volunteer hours into Track it Forward. 

IMPORTANT: If you have your API key set up to sync the hours from Track it Forward back to FACTS, you will need to reach out to Track it Forward at support@trackitforward.com to request a pause in your auto-hour syncing while you do the import. This is to ensure that your FACTS SIS hours do not get doubled during the import into Track it Forward. 

Exporting Service Hours from FACTS SIS 

Next, run a report with your students’ or parents’ service hours and email addresses in FACTS SIS. In FACTS SIS, click on Reports from the left column menu > Reports Manager. Select Create a Report > Create a Report: Student or Create a Report: Family for either student or parent hours respectfully. 

Set your filter for student/family type and move all contacts to the Selected List by clicking on the “>>” button. Click View Report. 

For PARENT accounts

Click Add Fields. Next click under Family Members > Contact Information and check the box next to Email. Under Family Members again, click on Service Hours and check the box next to Cumulative Service Hours. Click Done in the upper right hand corner of the column. Your filters should look like this:

Next click Display results and Export to CSV. 

For STUDENT accounts

Click the X on the right hand side of the auto populated fields, these are not needed. Next click Add fields. Under Student, select Contact Information and check the box next to Email. Next, under Student Academic Information, click Student Service Hours and check the box next to Cumulative Service Hours. Click Done in the upper right hand corner of the column. Your filters should look like this:

Next click Display Results and Export to CSV.

 

Importing hours into Track it Forward

From the Organizer Dashboard in Track it Forward, click on the Volunteers tab, then in the Add Volunteers section, click on the Import tab. Under Volunteers click on Import Hours. 

Follow the instructions on the page to edit the exported document from FACTS SIS with the appropriate information. The column labels will depend on how you have your Hour Log settings configured on your Track it Forward site. You can fill in the date column as the current date, and the state should be set as “approved.” You can leave columns blank if there are certain fields that do not apply to your current import, but still include the column titles on your document. 

IMPORTANT: If you reached out to Track it Forward to pause your hour syncing, please let us know when you have completed the import and we will reinstate the hour syncing feature.