Switch to VolTrack without losing a single hour of history
Upload whatever export you have, CSV or Excel. VolTrack's AI proposes how your columns map to ours, you review the mapping, and nothing imports until you confirm. Your roster and years of service history come across. The AI importer is free on every plan. Founding schools also get white-glove migration: we do it with you.
15 minutes, screen share, no slides. We'll run your actual export through the import. Tested with exports from x2VOL, MobileServe, Track It Forward, and Helper Helper, as well as spreadsheets.
Why schools stay stuck, and what we changed
The reason schools stay stuck usually is not the software, it is the migration. Re-entering years of student history by hand is the job nobody has time for, so programs keep running on software they already dislike, renewal after renewal.
VolTrack's answer is AI-assisted import with admin review. You upload the file your current system produces, the AI proposes a column mapping from the headers, and you check it before a single record lands. The roster and the history arrive together, filed under the year each hour happened.
How the switch works
Three steps, all in Admin → Import / Migrate. Accepts .csv or .xlsx.
Export your data, any format
Download whatever your current system gives you. CSV or Excel, columns named however they are named.
AI maps the columns
VolTrack reads your column headers and proposes how each maps to VolTrack's fields. You review and adjust. Nothing imports until you confirm.
Roster and history, imported
Students and past service-hour records come over, each filed under the academic year it actually happened and labeled as imported. Existing accounts are matched by email and never duplicated. New student accounts get a welcome email to set a password.
Cost. The importer is free for every school on every plan. The founding 25 schools also get white-glove, founder-assisted migration.
Tested sources. Tested with exports from x2VOL, MobileServe, Track It Forward, and Helper Helper. Full details in the Help Center.
What comes over, and what you set up after
Being clear about what doesn't transfer is part of the trust story, so here it is in one table.
| Item | Comes over in the import? | What to do |
|---|---|---|
| Student roster | Yes. Existing VolTrack accounts are matched by email and never duplicated. | Nothing. New students get a welcome email to set a password. |
| Historical service-hour records | Yes. Each is filed under the academic year it happened and labeled as imported. | Spot-check a few students' totals. |
| Each record's status | Yes. Hours keep the status from the old system and show as approved, pending, or rejected. | Nothing. |
| Requirements and goal settings | No. | The school admin sets them on the admin page after import. |
| Per-student overrides | No. | The admin sets them on the admin page after import. |
| Verifier / supervisor emails | No, they can't transfer. | New hours use VolTrack's one-click email verification going forward. |
| Proof files and photos | No, they can't transfer. | Download them from your old system before your account there closes. |
| Organizations and opportunities | No. | Don't expect them to carry over. |
Before your old account closes, download any transcripts, certificates, proof files, or reports it generated. Those live in the old system, not in the export.
Exporting from your current system
Each vendor's own help center explains its export. Menu names are from those help centers as of September 2026 and may change.
x2VOL
VolTrack's importer has been tested with exports from x2VOL.
According to x2VOL's help center, admins run reports under the Reporting tab, including activity reports and group and goal reports, which can be exported. Export your student roster and the full hours history.
x2VOL's own import template lists the fields that describe an hour record (hours date, volunteer key, hours claimed, activity name, project description, contact details). It's a useful checklist of columns to include. Contact and verifier fields won't transfer to VolTrack.
MobileServe
VolTrack's importer has been tested with exports from MobileServe.
According to MobileServe's admin guide, admins can export Service Logs (details) to CSV and export Users (a summary of pending, approved, and total hours). The files are emailed to the admin, and exports respect the selected date range, so widen the range to cover every year you want to bring across.
Track It Forward
VolTrack's importer has been tested with exports from Track It Forward.
According to Track It Forward's help center, all data is available from Organizer Dashboard → Reports. The All Hours report lists each submission in the selected period and downloads as a spreadsheet.
Helper Helper
VolTrack's importer has been tested with exports from Helper Helper.
Export your student list plus every hour record, then upload both to VolTrack.
Other trackers
Export whatever your system gives you: the student list plus every hour record. The AI maps the columns from your headers, and you review the mapping before anything imports.
Spreadsheets, Google Forms, paper logs
Messy headers are fine. The AI maps columns named however they are named.
Include, at minimum: student name, student email, date, hours, and status (approved, pending, or rejected). Status carries over. Verifier emails don't transfer, so they aren't needed for the import.
A pre-switch checklist
Five things that hold for any migration, and one that's specific to VolTrack.
- Take a full export of everything before your old account closes. Don't assume you can get it later. Separately, save proof files, photos, and verifier contacts, which won't transfer.
- Clean duplicates and students who have left.
- Pick a cut-off date. Hours before it come from the import; hours after it are logged in VolTrack.
- Have the program owner spot-check a few students' totals after import. The coordinator, not only IT.
- Tell students and supervisors the date logging moves.
- Write down your requirements, goals, and any per-student overrides, so the admin can re-enter them in VolTrack after import. This one is VolTrack-specific: those settings don't import.
Items 1–5 follow general school-system migration guidance from Faria Service Hub and EducateSync.
How student data is handled in the AI step
The AI reads only your column headers, never any real row data or cell values: no real names, IDs, emails, dates, hours, or notes. Any example values it sees are shape-preserving placeholders, not real data. Its only job is to suggest how your columns map to VolTrack's fields. It is not used to make decisions about individuals, and the provider does not train on this data.
VolTrack acts as a school official under FERPA and will sign your district or diocesan DPA. Uploaded import rows are kept until the school deletes the import or its account. The full policy is on the Student Data & FERPA page.
You're never locked in
Admins can export all service-hours submissions to CSV at any time, and every student has an individual PDF portfolio. Founding pricing is annual: you can leave at any annual renewal, and there is no multi-year contract. When a paid subscription ends, admins are notified with an export link, and data is deleted 60 days later.
That is the answer to "can we get our data back out?" Ask any vendor you evaluate for the same in writing.
What it costs to switch
- AI importer: free on every plan, including the standard plan and the free club plan.
- Founding School Program: $1,200/year for any enrollment, first 25 schools, price locked for three years. Includes white-glove migration from spreadsheets or another tracker. Standard price after the founding cohort: $2,500/yr.
- Clubs: free. One group, up to 100 members, no time limit.
- Billing: annual invoicing with PO support, no setup fees.
Mid-year? Switching mid-year is possible, and imported hours keep their year and status. But VolTrack is an annual subscription, so if you've already paid your current vendor for the year, a mid-year switch may not be economical. It can make more sense to switch at your renewal.
Why you can trust the switch
No quotes or logos here. Things you can check instead.
- Try it before you commit. Start on the free club plan and run a real export through Admin → Import / Migrate. The club plan holds up to 100 members, so it's a test run with part of your roster. Or bring the export to a 15-minute walkthrough.
- Nothing is lost by trying. All data carries over when a club upgrades to a school plan.
- Nothing imports until you confirm, and imported records are labeled as imported.
- Locked records and an audit trail. Approved records lock, each decision is attributed to a reviewer, and every VolTrack-verified hour is audit-trailed. Exports and role changes are recorded in a per-school audit log.
- Published student-data practices. VolTrack acts as a FERPA school official, will sign your DPA, and requires two-factor authentication for school administrators.
- Easy exit. CSV export of all hours at any time, annual commitment only.
- Honest about limits. The table above says plainly what doesn't transfer.
- Tested with exports from x2VOL, MobileServe, Track It Forward, and Helper Helper.
Switching FAQ
Will students lose the hours they already logged if we switch to VolTrack?
No. VolTrack imports both your roster and your historical service-hours records, and files each record under the academic year it actually happened. Existing student accounts are matched by email, so nobody gets a duplicate profile. Each record keeps its status from your old system (approved, pending, or rejected) and is labeled as imported. New hours logged in VolTrack go through one-click supervisor email verification and lock once approved.
What file do I need to export from our current system?
Whatever your current system gives you, as long as it's CSV or Excel (.csv or .xlsx). The columns can be named however they're named: VolTrack's AI proposes how each column maps to VolTrack's fields, and you review and adjust the mapping before anything imports. At minimum, include each student's name and email plus the date, hours, and status for each service record.
Can VolTrack import our data from x2VOL, MobileServe, Track It Forward, or Helper Helper?
Yes. VolTrack's importer has been tested with exports from x2VOL, MobileServe, Track It Forward, and Helper Helper, and it also accepts spreadsheets. Upload the CSV or Excel file your current system produces. The AI proposes how each column maps to VolTrack's fields, and nothing imports until you review and confirm. The importer is free on every plan.
Is it safe to upload student data to VolTrack's AI importer?
Yes. VolTrack's AI importer reads only your file's column headers, never any real row data or cell values, so no student names, IDs, emails, dates, or hours go to the AI. It only suggests how your columns map to VolTrack's fields, and you confirm before anything imports. The AI provider doesn't train on the data. Details are on VolTrack's Student Data & FERPA page.
How long does switching take?
It depends on your data. The import is self-serve: upload your export, review the AI's column mapping, and confirm. After that, the school admin sets up your requirements, goals, and any per-student overrides on the admin page, because those don't import. Founding schools get white-glove migration, where VolTrack's founder does it with you. Book a 15-minute walkthrough with your real export to see what your switch involves.
Can we switch in the middle of the school year?
Yes. Imported hours keep their academic year and their status, so this year's hours carry over alongside past years. Be aware that VolTrack is an annual subscription. If you've already paid your current vendor for the year, switching mid-year may not be economical, and it can make more sense to switch at your renewal. We'd rather tell you that up front.
Do we have to re-invite every student?
No manual re-entry is needed. New student accounts created by an import are pre-verified and get a welcome email with a link to set their password. Students who already have a VolTrack account are matched by email. Admins can also create invite links for students or verifiers, with optional use limits or expiry dates.
Is migrating to VolTrack free?
Yes. VolTrack's AI importer is free for every school on every plan. You upload your export, review the AI's column mapping, and confirm the import yourself. The first 25 schools in the Founding School Program ($1,200/year) also get white-glove migration, where VolTrack's founder does the migration with you.
Can we get our data back out of VolTrack later?
Yes. Admins can export a CSV of all service-hours submissions at any time, including student name, email, project, date, hours, verifier, and status, plus a branded PDF portfolio for each student. Founding pricing renews annually and you can leave at the end of any year. When a paid subscription ends, admins get an export link before data is deleted 60 days later.
Does VolTrack need an app installed or IT involvement?
No app is required. VolTrack runs in any browser on any phone or laptop, so there's nothing for students, families, or IT to install, push, or learn.
Will VolTrack sign our data privacy agreement?
Yes. VolTrack operates as a school official under FERPA's legitimate-educational-interest exception and will sign your district or diocesan DPA. Its student-data practices are published at voltrack.app/legal/data-privacy.
What doesn't transfer when we switch?
Requirements, goal settings, and per-student overrides don't import; your admin sets them on the admin page after the import. Verifier emails, proof files, and photos can't transfer, so download proof files from your old system first. Organizations and opportunities don't carry over. Your roster, historical hours, and each record's approved, pending, or rejected status do come over.
Can we try the importer before we buy?
Yes. The importer is free on every plan, including the free club plan. A school can start a free club account and import a real export. The club plan holds up to 100 members, so it's a test run with part of your roster. All data carries over when you upgrade to a school plan. You can also bring your export to a 15-minute walkthrough.
Fifteen minutes and you'll know
Fifteen minutes on a screen share and you'll know whether this fits your program, and what switching would take.
15 minutes, screen share, no slides.