How to import attendance recording data
Learn how to add attendance recording data using an import.
Event managers may need to manually record day and session attendance at or post-event. Event managers can import a file to update attendance data in Eventsforce.
When importing attendance data for Days, event managers can import data for multiple days in a single spreadsheet.
When importing attendance data for Sessions, event managers can only import data for a single session at a time.
Downloading the import template
The import templates for days and sessions are different. The proper import template will be available depending on which page you are on (‘Days’ or ‘Sessions’). The import template can be downloaded by taking the steps below:
Go to People > Attendance > Days or Sessions
For sessions, select a session on the left side panel
Click the ‘Tools’ dropdown and select “Download import template…”
Note: The ‘Tools’ dropdown on the Sessions page is unavailable until a session is selected.
Configuring the import template
The import templates for days and sessions are slightly different. The import file will contain the following columns:
Date (only appears in the ‘Days’ template)
The PersonID is a unique value used to locate the person in Eventsforce.
The Date is the date of your event that the person attended (only applies to attendance recording against ‘Days’). The date format is the user’s preferred date format (System Settings > My Details). The format will either be MM/DD/YYYY or DD/MM/YYYY.
The Time is the time of the day the attendee checked in (used for the attendance timestamp). The time format is the user’s preferred (System Settings > My Details). The format will be HH:MM (24 hours) or HH:MM AM/PM, and the event’s time zone will be used. Time is not a mandatory field. If no value exists, the timestamp will be left blank.
Save your file as a .xlsx (Excel Workbook) extension. This is the only file type supported for importing attendance recording data.
Import file examples
The following examples are of import files with real data.
The example below shows the import file for ‘days’ and uses the DD/MM/YYYY format with a 24-hour time format.
The following example shows the import file for a ‘session’ and uses a 12-hour time format.
The same person can be listed multiple times in the “Day import template” if the “Date” value is different (multi-day events):
The PersonID can be found by adding the ‘PersonID’ column on the Days or Sessions Attendance grids.
Importing the file
Once your .xlsx file is configured and ready to import, follow the steps below to import your file:
Go to People > Attendance > Days or People > Attendance > Sessions
If importing session attendance, select a session from the left-side panel
Click the ‘Tools’ dropdown and select “Import from file…”
Select “Choose file…”
Browse your computer for the file and select it
If import is successful, a message will indicate how many records were updated
Note: Marking attendance does not affect waiting lists. If a walk-in accepts a waiting list place for a session after being marked as attended, they stop being a walk-in and are then “Booked” and “Attended.”