This topic describes how you can assign, update and cancel non-fee-based agenda items on existing registrations, using the Registrations > Import page. You can also import and update registrations using the same page; see Import/Update Registrations.
This feature is available to Event Builders and Administrators. This feature is available to Registration Support users who have the Import Registration Data user access option selected on their user record.
> Note: You will need the Registration Code of each user to whom you want to assign agenda items via the import.
Video: Importing Registration Agenda Items (2 min.)
Registration Agenda Import Wizard
Steps to follow
1. Create a .csv file that includes the four columns described below.
2. Upload your .csv file. (See below for a sample file.)
3. Map all the fields in the file to columns in the database.
4. Submit the import.
Notes for success
- Agenda items being imported must not have any fees associated with them.
- The import of a row will fail if:
- An item has a fee associated with it.
- An item does not have sufficient inventory.
- Any of the three data fields are invalid: Registration Code, Agenda Code, or Agenda Status.
- 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 CSV File of Data to Import
First prepare the .csv file of data to import.
- It must be comma-separated text, with:
- the first row naming the columns,
- one row per registration per agenda item,
- one column per field (see list of four columns below).
- In Excel, save as a .csv file by selecting "Save as type:" – "CSV (Comma delimited) (*.csv)".
- International characters and special characters: See these important .CSV file notes if your import includes international or special characters.
- The file must have a .csv extension, for the import to accept it.
- It must include these four columns:
- Registration Code – Identifying the registration record.
- Agenda Code – The Unique Code from the agenda item record.
- Quantity – A positive number, to add agenda items, or 0 to cancel them.
> Note: If Quantity = 0, then Agenda Status must = "Canceled".
- Agenda Status – For example, "Registered" or "Attended".
- It must have one row per registration per agenda item.
Example: This example would assign three agenda items to the same registrant (the first three rows, with the same Registration Code but different Agenda Codes), and cancel one agenda item for a different registrant (the fourth row).
| Reg Code | Agenda Code | Quantity | AgendaStatus | | --- | --- | --- | --- | | 1234-55-122 | Workshop 1 | 1 | Registered | | 1234-55-122 | Workshop 2 | 1 | Registered | | 1234-55-122 | Workshop 3 | 1 | Registered | | 4321-55-111 | Workshop 1 | 0 | Cancelled |
- Tip: If you keep the four columns in the .csv data file in the same order as in the example, and with the same (or similar) names, that will make the automatic default mapping to the four database fields most likely to be correct.
Sample.CSV File
You can download this sample CSV file to get you started in setting your own up.
(Right-click the link, and select Save Target As, or equivalent, depending on your browser.)
It includes only the four column headings described above, and the same example data as above.
> Caution: The values in the Registration Code and Agenda Status column must match current data in your event. Be sure to delete the example data from the sample CSV file.
- Sample Registration Agenda Import CSV file
Upload the .CSV File
Registration Agenda Import Wizard
1. Select the type of data you'd like to import – Select "Registration Agenda".
2. Read the on-screen instructions about preparing your data.
3. Click Browse to locate the data file you want to import.
4. Select the .csv file and click Open. The name of the file is displayed as confirmation.
5. Click Upload. This uploads the file to Certain, but doesn't yet import it. The upload process may take a few minutes, depending on file size.
Mapping the fields
Import Registration Agenda
A pop-up Import Registration Agenda window opens.
In that window, map each of the four database fields to the corresponding columns in the .csv file.
- Registration Code
- Agenda Code
- Quantity
- Agenda Status
Click Import.
The data import is scheduled. You will receive an email when it is finished.
What happens when the import runs?
- If the agenda item does not exist on the registration, it is added with the specified quantity and the status.
- If the agenda item does exist on the registration, it is updated with the specified quantity and status.