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Document ID: https://platform-support.certain.com/hc/en-us/articles/30518359601559#split1

Import Registration Session Instances

The Import Registration Session Instances feature assigns, updates, and cancels session instances for existing registrations. The feature is accessed via Registrations > Import. The feature is available to Event Builders and Administrators, and to Registration Support users who have the Import Registration Data option enabled on their user record.

Prerequisites

Speaker and Session Management must be enabled for the event. You will need the Registration Code of each registrant to whom you want to assign session instances. You will also need the Session Code and Instance Code of each session instance to be assigned.

Steps to follow

Step 1 — Create a data file for import

Create an Excel (.xls or .xlsx) or CSV (.csv) file that includes four columns. The first row must name the columns. There must be one row per registration per session instance. There must be one column per field. The four columns are:

Example data shows multiple session instances for a registrant and one cancellation for another registrant.

Example table headers: Registration Code, Session Code, Instance Code, Registration Session Status

Example rows:

Tip: Keep the columns in the data file in the same order as the example and with similar names to optimize mapping to database fields.

Step 2 — Upload the data file

Registration Agenda Import Wizard

Step 3 — Map the fields

Import Registration Session Instances

A pop-up Import Registration Session instances window opens. In that window, map the four database fields to the corresponding columns in the .csv file:

Click Import. The data import is scheduled. You will receive an email when it is finished.

What happens when the import runs?

Step 4 — Notes and success criteria

If the import of a row fails, only that row fails, not the rest of the import.

You will receive an email upon completion of the import detailing any records that failed.

Create a File of Data to Import

First prepare the data file to import.

International characters and special characters: if your import includes international or special characters, best practice is to use a CSV file.

It must be an Excel (.xls or .xlsx) or comma-separated text (.CSV) file, with:

It must include these four columns, although you can name them as you like:

Example data table shown above demonstrates these fields.

Registration Code | Session Code | Instance Code | Registration Session Status 1234-55-122 | Demo | Demo_7592 | Registered 1234-55-122 | Wshop | Wshop_7597 | Registered 1234-55-122 | Knote | Knote_7608 | Registered 4321-55-111 | Demo | Demo_7592 | Cancelled

Registration Agenda Import Wizard (continued)

1. Registration Agenda Import Wizard — Select the type of data you'd like to import – "Registration Session Instances".

2. Read the on-screen instructions about preparing your data.

3. Browse to locate the data file you want to import.

4. Open the Excel or CSV file. The name of the file is displayed as confirmation.

5. Upload the file. The upload uploads the file to Certain, but does not import yet. The process may take a few minutes.

Mapping the fields (continued)

A pop-up Import Registration Session Instances window opens. In that window, map the four database fields to the corresponding columns in the .csv file:

Import (continued)

Click Import. The data import is scheduled. You will receive an email when it is finished.

Video

Video: Importing Registration Session Instances

Prerequisites

The Registration Code of each registrant and the Session Code and Instance Code of each session instance are required to perform this import.

What to expect after import

If a session instance does not exist on the registration, it is added. If a session instance exists on the registration, it is updated.

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