This topic describes how you can assign, update and cancel sessions on existing registrations, via the Registrations > Import page.
From the same page you can also import and update registrations and registration agenda: see Import/Update Registrations and Import Registration Agenda.
This feature is available to Event Builders and Administrators, and to Registration Support users who have the Import Registration Data user access option selected on their user record.
Video: Importing Registration Session Instances
Prerequisites
You will need:
- The Registration Code of each registrant to whom you want to assign session instances
- The Session Code and Instance Code of each session instance to be assigned
Registration Agenda Import Wizard
Steps to follow
1. Create an Excel or .csv file that includes the four columns described below. 2. Upload your file. (See below for a sample file.) 3. Map all the columns in the file to fields in the database. 4. Submit the import.
Notes for success
- The import of a row will fail if:
- A session does not have sufficient capacity
- Any of the data fields are invalid: Registration Code, Session Code, Instance ID, or Registration Session 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 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.
File requirements
- It must be an Excel (.xls or .xlsx) or comma-separated text ( .CSV ) file, with:
- the first row naming the columns
- one row per registration per session instance
- one column per field (see list of four columns below)
- It must include these four columns, although you can name them as you like:
- Registration Code – Identifying the registration record
- Session Code – Identifying the session record
- Instance Code – Identifying the instance of that session.
- Registration Session Status – "Registered", "Cancelled", "No Show, "Attended", or "Waitlisted".
Example
This import would assign three session instances to the same registrant (the first three rows, with the same Registration Code but different Session Codes and Instance Codes), and cancel one session instance for a different registrant (the fourth row).
| 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 |
Tip
Keep the columns in the .csv data file in the same order as in the example, and with similar names, to optimize the default mapping to the database fields.
Upload the File
Registration Agenda Import Wizard
1. Select the type of data you'd like to import – Select "Registration Session Instances". 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 Excel or 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
In that window, map the four database fields to the corresponding columns in the .csv file.
- Registration Code
- Session Code
- Occurrence Code
- Registration Session 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 session instance does not exist on the registration, it is added with the specified status.
- If the session instance does exist on the registration, it is updated with the specified status.