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How do I add or invite volunteers to my group?

This article shows group managers how to add or invite volunteers to a group.

Open your group management screen, then use the Members tab to add members.

Add one person by email

  1. Open the Members tab

  2. Click Add user

  3. Click Add via Email

  4. Enter their details in the form

  5. Submit the form — they receive an email inviting them to join Be Collective and your group

This method works best for a small number of members. Let them know to expect the invitation email.

Note: Group managers cannot invite members under 13 years of age. Child users must be part of a family group before they can join your group. If you attempt to add a child user, an error message is shown.

Add many volunteers with a spreadsheet

Bulk member imports are available to Be Collective Plus, Pro and Full Platform subscribers. See Be Collective's product plans & pricing.

  1. Open the Members tab

  2. Click Add user

  3. Click Upload a spreadsheet

  4. Click Download spreadsheet to get the member upload template

  5. Complete the template (see formatting notes below)

  6. Drag and drop the file into the upload box, or click Select file from computer

  7. Submit the upload for verification

It can take up to 2 working days for your file to be verified. When verified, an invitation is sent to each listed member — let them know to expect an email.

Template columns

First Name, Last Name, and Email are required. Optional columns include Phone, Date of birth, and Gender. Leave all column headings unchanged whether or not you use optional columns.

Formatting your data

  • Email — full address with @, valid domain, and no spaces (e.g. help@becollective.com)

  • Phone and Emergency contact phone — include the international dialling code where possible (e.g. Australian 0400 123 456 becomes 61400123456)

  • Gender — must be exactly one of: Male, Female, Non-binary, or Prefer not to say

  • Languages — separate multiple languages with / (e.g. English/Spanish/Italian)

Working With Children check columns (Australia only)

The Issue to, Card number, Issue region, and Expiry date columns are for Working With Children check details. These fields are optional, but if you import a check for a member, all four fields must be completed for that member.

Unregistered members

Members added by bulk upload are unregistered until they accept their invitations. They can still be assigned to volunteer opportunities and receive notifications, but cannot interact with your group on Be Collective until they accept.

In some cases you may add members intending to leave them as unregistered users — for example, to record volunteer activity for people who cannot join a digital platform.