Event managers have the option to import registrations into a Groups & Ticketing event in situations where attendees do not need to register themselves. Importing registrations can be achieved using our Excel import template.
This article will cover:
Note: Attendees are not automatically sent a confirmation email after a successful import.
Downloading the import template
The import template will include registration questions that have been added to the attendee details page. Instructions on adding registration questions can be in our support article, “Adding content to websites”.
Once questions have been added, the import template can be downloaded by taking the following steps:
Go to People > Attendees
Click the ‘Tools’ drop-down and select “Download import template…”
For a registration to be valid, the import template will always contain and require the following columns:
Additional registration questions will be listed as columns. It is recommended that event managers have a good understanding of their registration forms, by knowing exact answer alternatives and knowing which questions are mandatory, in order to populate the import template correctly.
Note: Multiple choice and file upload questions are not included in the import template.
Importing registrations from a spreadsheet
Once the import template is populated with valid registrations and you have saved the file, the registrations can be imported by taking the following steps:
Go to People > Attendees
Click the ‘Tools’ drop-down and select “Import attendees from excel…”
Select a ticket type for the attendees you are importing
Select “Choose file…”
Browse your computer for the file and select it
A popup message will indicate how many records were successfully imported, or how many records could not be imported
Note: Registrations can only be imported for one ticket type at a time, separate imports are required for separate ticket types.
When an import is complete, records without any errors will successfully import, and only unsuccessful records will be provided in the failed records file. The failed records and their errors can be viewed by downloading the failed records file that appears as a link in the popup message - “Click here to download failed records”.
To prevent duplicates, it is recommended that event managers update and re-import the failed records file rather than the full spreadsheet.
Cells containing invalid data are marked in the error file as:
an asterisk (*) added to the start and end of the value (eg. *invalid alternative*)
Or “**” if a cell is blank but requires a value
The following are some rules for importing registrations based on the type of registration questions:
Data is required for applicable records
File upload or multiple-choice questions that are mandatory will cause the import to fail
Blank value or “No” means “unchecked”
“Yes” means “checked”
Answer alternative questions
Data in a cell must match exactly the answer alternative provided on the registration form
All dependent questions will be listed on the import template
Answers for dependent questions will only be imported for records that meet conditions
Dependent questions that are mandatory must be answered if conditions are met
Columns in template
Removing a column with a mandatory question will cause the import to fail
If the ticket type runs out of capacity during the import process, the popup message will indicate that maximum capacity has been reached
The error file will list the records that were not imported, but will not show any errors at this stage
Limit on rows
The import file can only import 100 attendees at once
The import will fail if the file includes more than 100 rows, no attendees will be imported
Sending a confirmation email to imported attendees
After successfully importing registrations, a confirmation email can be manually sent to attendees to inform them that their registration is confirmed.
Automatic confirmation emails are not sent to imported attendees. There is no option to send a system email, therefore a new template email will need to be created containing the confirmation details specifically for imported attendees.
Note: For more information on creating and sending emails, please see our support article, “Creating and sending custom email templates”.