If your Event is not integrated with Certain Platform or another 3rd party system to bring your Agenda Sessions into Touchpoint, you will need to set up your sessions directly in Touchpoint. While new Agenda Sessions can easily be created one-by-one, you likely have many Sessions with several pieces of corresponding content (Speakers, Locations, Surveys, etc.). The most efficient way to enter all of your Agenda Sessions in Touchpoint is via bulk upload.
Bulk Uploading Agenda Sessions
1. Use the Agenda Bulk Upload Template Spreadsheet to create an Excel file with (at minimum) the following columns:
- Name: Enter the name (title) of the session, as you'd like it to appear on the Agenda in the app.
- Start Date and Time: Enter the start date and time of the session, together in the same column, in this format:
MM/DD/YY HH:MM AM/PM(Ex:9/4/2020 9:00 AM).
2. End Date and Time: Enter the end date and time of the session, together in the same column, in this format: MM/DD/YY HH:MM AM/PM (Ex: 9/4/2020 9:00 AM).
- End Date and Time is optional.
- If you leave this column blank, the session will be uploaded with a Start Date and Time, with no end time displayed.
3. Parent Event Name: If you would like a session to be "nested" as a "Child Session" inside of a "Parent Session", enter the EXACT name of the Parent Session in this column.
- Create a row for the Parent Session as well.
- The Parent Session row requires only Name, Start Date and Time, and (optionally) End Date and Time.
- No other information will be displayed for the Parent Session in the app.
- There is no need to include Parent Session details in the bulk upload.
4. Note: Use the session Description column to include description text about the session, including any HTML formatting tags.
5. Event Visual Cue: An Event Visual Cue is a small icon image that appears next to the session title on the agenda list view in the app.
- You may only use 1 Event Visual Cue per session.
- Use one of the following choices in all lowercase in the Event Visual Cue column:
- working = pencil icon
- social = 2 people icon
- poster = easel icon
- food = knife & fork icon
- break = coffee cup icon
6. Location: Enter the location (i.e., room name) of the session.
- If this location has not already been created in the Touchpoint CMS, it will be created upon import.
- If this location is already created in the Touchpoint CMS, enter the Location name exactly as it is entered in the Touchpoint CMS to avoid creating a duplicate Location upon import.
7. Floor Plan Map Name: To associate the Location of this session with a floor plan map, enter the name of the map in this column.
8. Speaker Names: Enter the name(s) of the speaker(s) to be assigned to the session.
- If a Speaker's record is not already created in the Touchpoint CMS, it will be created upon import.
- If a Speaker's record is already created in the Touchpoint CMS, enter the Speaker's name exactly as it is entered in the Touchpoint CMS to avoid creating a duplicate Speaker record upon import.
- Do NOT include the Speaker's prefix (Dr.), suffix/credentials (PhD), or job title.
- These additional details can be added to each Speaker's profile using the Speakers bulk upload spreadsheet.
- Enter ONLY the first and last name of each speaker.
- Separate multiple speakers with a vertical pipe (
|).
9. Example: To assign the speakers Sandra Waller, Anthony Jones, and Rashida Morgan to a Session, enter: Sandra Waller | Anthony Jones | Rashida Morgan.
10. Survey Name: If you have created Survey(s) in the Touchpoint CMS, enter the name of the Survey that should be attached to each Session in this column.
11. Participant Types: If you are utilizing Participant Types to tailor the Sessions each Attendee can view in the app, enter the Participant Type(s) who should be allowed to view this Session in this column.
- Separate multiple Participant Types with a vertical pipe (
|). - Example: To assign the Participant Types "Marketing" and "Sales" to one Session, enter:
Marketing | Sales.
12. Capacity: If there is a capacity limit on the Session, enter the number in this column.
13. Capacity Constrained: Enter TRUE if the number of Attendees allowed for the Session should be constrained to the number entered in the "Capacity" column.
- Enter
FALSE(or leave blank) if capacity constraints are not required.
14. Registration Required: Enter TRUE if Session registration should be synced back to Certain Platform or another 3rd party event management system.
- Enter
FALSE(or leave blank) if registration is not required.
15. Group Header: _______: If you are utilizing Groups to label/filter the sessions on the app, and you have an existing Event Group in the Touchpoint CMS, enter the Group Header here, including "Group Header: ________" as the column header.
- Example: For an Event Group titled "Track", this column header should be "Group Header: Track".
- You can also create a new Event Group via this spreadsheet by adding a new "Group Header: ________" column.
- You can add as many Group columns to the Agenda spreadsheet as needed.
- In each Group column, enter the group term(s) that should be associated with the Session.
- Separate multiple group terms with a vertical pipe (
|). - Example: To assign the terms "Data Analysis" and "Exposure Response" to one Session in a "Group Header: Track" column, enter:
Data Analysis | Exposure Response.
16. Related Link: _______: To add a Related Link to a session via import, enter the title of the Related link here, including "Related Link: ________" as the column header.
- Example: For a Related Link titled "Presentation", this column header should be "Related Link: Presentation".
- You can add as many Related Link columns to the Agenda spreadsheet as needed.
- In each Related Link column, enter the URL for the related link that should have the associated title you entered in the column header attached to the Session.
17. Education Credits: Create separate columns for each Credit Type, and enter the name of the Credit Type in the column header.
- Enter the number of credits associated with each session in the column.
- Note: Before importing, you must first create each credit Credit Type under the My Credits feature in the Touchpoint CMS (My Credits > Credit Types > Manage > Add New).
- During the import process, each Credit Type column should be mapped to the "Education Credits" field.
- The credit values will be mapped to the corresponding Credit Type label you created in the Touchpoint CMS for each session.
18. Check In Type: Use this column to assign a check in to a session.
- Choices:
- Unverified: Attendee is immediately checked in upon taping the Check In button.
- Scan: Attendee must present a QR code to a designated user with scanning privileges in order to be checked in. (Please be sure to coordinate with your CSM if you are utilizing this option.)
- Code: Attendee is checked in after successfully entering in a session specific code.
- Time bounded: Attendee is checked in to session by selecting Check In button within a designated time block (within __ minutes from session start time).
- Code and time bounded: Attendee is checked in to session after successfully entering the session code within a designated time block (within __ minutes from session start time).
- None: No Check Ins (do not show Check In button on this session).
19. Check In Code: If you have designated the Check In Type as "Code", enter the Check In Code in this column.
- There is no character limit.
- Check in codes are not case sensitive.
20. External: If you have an External ID for a session, enter it in this column.
- This will be used only for internal purposes only included on exports of your Agenda from the Touchpoint CMS.
- This will not appear in the app.
21. Time Zone: If you would like to set a specific time zone on a session (different than the overall event time zone), enter it in this column.
2. Save your Excel spreadsheet on your computer.
3. On the Event Dashboard, either select the Agenda feature, then click Import > Excel in the upper right corner, or select Import Content under Related Resources on the left side menu and select Event from the Resource type dropdown menu.
4. Click Choose File, select the Excel file from your computer, then click Save.
5. Verify your field mappings.
- Notes:
- For each Credit Type column, select "Education Credits" from the field mapping dropdown menu.
- If you are importing Groups and/or Related Links that do not already exist in the Touchpoint CMS, these columns should be mapped to "Group Header: CREATE NEW" or "Related Link: CREATE NEW".
- If you are importing Groups and/or Related Links whose titles already exist in the Touchpoint CMS, these columns should be mapped to the corresponding "Group Header: [Title]" or "Related Link: [Title]", which you will see at the bottom of the dropdown menu for each field mapping.
- Example: If you already have an Event Group titled "Level" created in the Touchpoint CMS, map your "Group Header: Level" field to the existing "Group Header: Level" selection from the dropdown menu.
6. Click Confirm.
7. On the next screen, double-check your field mappings one more time, then click Import.
- This will start the import process.
- If there are any errors found while uploading the spreadsheet, you will see the errors on the screen.
- Once the import is complete, you will see a message that says "# records have been successfully imported."