The Import Groups page opens when a user clicks the Import Groups button (top right corner of any Plan > Groups page). The Import Groups page enables importing groups into an event from a CSV file. The page guides you through three steps: A: Prepare an Import File, B: Import Your Data, C: After the Import is Complete.
A. Prepare an Import File
- Start by preparing a .CSV file containing the data to be imported.
- Ensure that the columns in the file include the required fields.
- The first row must be column names. You will use these when mapping the fields.
- Best practice: Keep the columns in the same order, and using the same or similar names, as used in the mapping step, which is described below. This makes the mapping step quicker and easier, since those fields are more likely to be mapped by default.
- Note re Required fields: A file cannot be imported if any of the "Required" fields are not included. And the import of a record will fail if any of the "Required" fields have no value.
- Note re multiple attendee types: If a group being imported can have more than one attendee type as members, then the import file needs one row per attendee type. The Group Name and Group Code must be identical for each attendee type.
- Save the file as a .CSV file, where the first row contains the column headings (the field names).
- International characters and special characters: See these important .CSV file notes if your import includes international or special characters.
B. Import Your Data
- Once you have a CSV file of Groups to import, step through the Group Import Wizard to import it.
- Import Event Group Data: Browse to select a file to upload, and Upload it.
- In the pop-up window, map the columns in the import file to the data fields, which are as listed below.
- See the Groups help topic for full details of these fields.
- Group Name – (Required) A name describing the group.
- Group Code – (Required) A code identifying the group. Must be unique to the event.
- Description – An optional more detailed description of the group than provided in the Group Name.
- Attendee Type Code – (Required) Must be an existing Attendee Type. Caution: Ensure the spelling is exactly right; the group will not be imported if the attendee type doesn't match precisely.
- Target Number – The targeted number of attendees of the specified attendee type.
- Capacity – The maximum number of attendees of the specified attendee type.
Note: This Capacity is used to limit assignment to the group on a registration form.
- Agenda Items – A comma-separated list of Agenda Item codes to be assigned to group members when they register (via a Groups Section on a registration form). Note: These are Codes, not Names.
- Click Import. Your import is queued, and you receive an email as soon as it is processed. The records are then available for use.
C. After the Import is Complete
- There are some details you can add to or associate with a group when setting it up on Groups > Group List, but which you cannot include as part of an import. You can add these manually on Groups > Group List at any time after the import is complete.
- Associated User
- Notes
- Sessions (if Speaker and Session Management is enabled for the event)
- Rotations
- Airports
- Transportation Types
- Custom Fields
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