Introduction

There may be times when you need to email people who haven't already registered but are associated with your events. For example, this might be to invite them to an event or email them with information about your event.

This article describes the process of adding people to your Eventsforce database. To view a demonstration of uploading lista. you can watch our webinar, Uploading Lists in Eventsforce.  The password is Efclient11.

Preparing your list

Whether you have a list available or need to create a new list from scratch, there are specific rules that you must follow to make it compatible with Eventsforce.  If you are working with attendee categories, you will need to create a list for each category and upload them separately.

Your spreadsheet must contain a column for the unique identifier you are using in your event as well as first name and last name. The column headings must appear exactly as they are written in the example tables below. The order of the headings in the spreadsheet is not important.

Unique identifier: Email

Unique identifier: Registration reference

Note: *PersonID can only be used when attempting to update people who already exist on the database. New people do not have a PersonID. View our article "How to update registration data using person ID" for more information.

Unique identifier: Username

Other columns

It is likely that you will need to include other columns in your spreadsheet, some related to the individual's personal details and others that are related to the event.  For example:

Personal details:

  • Job title
  • Company
  • Country
  • Phone
  • Dietary requirements

 Event-specific details:

  • Accommodation
  • How did you find out about the event?
  • Would you like to attend a similar event?

If there are columns in your spreadsheet that are never going to be relevant to your events, it is better to remove them entirely. 

Saving your file

It is important to save your file in a format that will recognize the different columns of data and all characters in your list. We recommend that you save your file as a TXT (UTF-16 unicode text) or CSV (comma separated values) file.

TXT will give you the best chance of success when you are uploading your list of people because it can represent a greater number of characters than file formats such as CSV. This means that if your list contains accented characters such as é, ö, or ñ, these will be saved correctly and imported successfully. In addition, if the separator in your spreadsheet is not a comma, your file will still be saved and imported successfully.

Field formats

When uploading into these types of fields, use the following formats in your spreadsheet:

Importing your list in Eventsforce

To import your list, take the following steps:

  1. Go to People > Lists
  2. Click "Add" to create a new list
  3. In 'List Description' type a name for your list.  Make it memorable as you will need to search for it later.
  4. If you want to have an additional method of searching for your list, enter a code. It can be letters, numbers, or alphanumeric. This is useful if you have multiple lists with similar names.
  5. If you want the same list to be available in other events, tick the checkbox next to "Span Events"
  6. Click "Save"

The 'Edit Lists of People' page allows you to import people into Eventsforce in different ways. In this article, we will focus on adding a new list to the database.

  1. Select option #5 (Import from CSV file)
  2. Click "Import" and click "Proceed"
  3. Choose and upload your saved file

Resolving items

If you have columns in your list that do not match any database items in Eventsforce, you will be asked if you want to match your headings to existing database items.

To resolve a heading, click "OK" in the warning message.

The column headings that do not have an exact database item match in Eventsforce will be listed. You can decide if you want to map it to an Eventsforce database item or ignore.

Click "Save". The column headings will now be named exactly the same as the Eventsforce database item.

If you decide to resolve a heading that you previously ignored, click the "Resolve" button at the top of the page.

Select the checkboxes or the "All/None" link for the columns of data you wish to import.

Click "Proceed".

Your list will be imported into the Eventsforce database for future use when you need to email or invite people to your event.

Receiving errors?

If there are any errors in your list, Eventsforce will highlight the relevant cells in red. Scroll down through your list to make sure there are no errors. Read our troubleshooting guide for solutions to common errors.

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