This topic describes how to import and/or update registrations on the Registrations > Import page.
You can also assign agenda items to existing registrations from the same page; see Import Registration Agenda.
This feature is available to:
- Administrators
- Event Builders
- Registration Support users who have the Allow user to import registrations access option enabled in their user account.
Video: Importing Registrations (2 min.)
Overview
Using the Registration Import Wizard consists of the following major steps: 1. Prepare the external data file to be imported. 2. Upload the data file to the server. 3. Map the columns of the data file to fields in the registrations. 4. Set Import Options. 5. Confirm and Complete.
Preparing the Data File for Import
The critical first step is to prepare your data file.
- The file can be in plain tab-delimited text: a title row, one row per registrant, with one column per field (First Name, Last Name, etc.). Many software applications have an option to save data in this format. For example, in Excel, select “Save as type:” “Tab-delimited text (*.txt)”, or in “.xlsx format”.
- The file must have a.txt or an .xlsx extension, to import properly into Certain.
- You may want to convert text before importing it. Example: UPPERCASE will stay that way when imported. You may need to use Excel or another program to ensure the data looks the way you want it to in Certain, such as "Jones" instead of "JONES".
- Registration Status: If your file includes a column for Registration Status, each value must exist in the event, either as one of the custom registration statuses set up on Plan > Configure > Custom Statuses. or one of the 11 default registration statuses ( New, Requested Invitation, Waitlist Hold, Invited, Request Denied, Invitation Sent, Pre-Registered, Declined Invitation, Cancelled, No-show, Attended ), unless the account has the Show Default Statuses option cleared on Account Settings > Implementation > Security. If the account has the Show Default Statuses option cleared on Account Settings > Implementation > Security, none of the default statuses would be available. However, it is very rare for an account administrator to clear this option.
- Custom Registration Properties: Your import can include Custom Registration Properties, as configured for the event on Plan > Configure > Options > Custom Registration Properties. Import a value of 1 or True to set the property, or of 0 or False to unset it. Other values (including spaces, but excluding blanks) would generate errors; a blank in an import that updates existing record will leave the current value on that record unchanged.
- On To Do List: You can set the On To Do List property for registrations you import. Import a value of 1 or True to set the property, or of 0 or False to unset it. See the note under 'Custom Registration Properties' above about other values; the same applies to this property.
- Data formats must match those expected in Certain. Certain uses a single Postal Code field, not separate “Zip” and “+4” fields.
- If your event is in " Testing " status, the number of rows must be less than or equal to 1000.
- If you have the file open in Excel, be sure to close it before starting the import.
Updating Existing Registrations
You can update existing registrations by importing records with new information.
- Include the Profile Unique ID or Profile Username in the import.
- You can instead include the External Profile ID if your organization uses it.
- This is usually a link to a Marketing Automation system such as Eloqua or Marketo.
- Any of those fields is a unique identifier for a profile.
- If someone with that Profile ID or Username is already registered, their details will be updated with the information in the import.
- Only fields in the import are changed; all other fields are unaffected.
- For example, you might be changing only Organization and Email.
- If nobody with that Profile ID or Username is already registered, then:
- If a profile with that ID does exist, the import creates a registration for them.
- If no profile with that ID exists, the import creates a new profile and a registration.
- Note: You cannot use a Registration ID to update a registration. Why not?
Import Registration Data
Uploading the File
1. Select the type of data you'd like to import – Select " Import/Update Registrations ".
2. Read the on-screen instructions about preparing your data, and click Next.
3. Select the file to upload – Click Browse to locate the data file you want to import into Certain.
4. Select the file and click Open.
5. Select an action to take if the file being uploaded has the same name as an existing file:
- Don't upload
- Overwrite existing file
- Upload and re-name the file
6. Click Upload File. This uploads the file to Certain, but doesn't yet import it. The upload process may take a few minutes, depending on how large the file is.
7. Click Next.
Map Data Fields
Map the data fields to import:
1. In the drop-down list of uploaded files, select the file to import data from.
2. Click Preview 1st Row to see a preview of the data in the first row of the file, which should be field names.
3. The Fields to Import list shows a default initial set of fields.
- The default list of Profile fields for mapping in all events in the account is set by an Administrator on Account Settings > Registration > Profile Data.
4. Select any additional fields from the Fields Available for Event. You can type in the filter field to find a field quickly. Click » to move them into Fields to Import. You can click »» to move them all.
5. Remove any unnecessary fields from Fields to Import, by clicking «. You can click «« to move them all.
6. Reorder the Fields to Import, using the Up and Down buttons, until they match the order of the columns in the Columns in Data File preview box.
7. Click Next.
Set Data Import Options
1. Select the Attendee Type and Status to assign to the imported records.
- > Note: If your selected file includes a column for Registration Status, you must select " Do not change " for Status.
2. Specify the First row containing data. This is usually 2, because the first row is normally column headings.
- You can also use this and the next field (Maximum Number of Rows) to import a subset of data starting somewhere other than at the beginning of the data file.
3. You may restrict the size of the total import by entering a value in Maximum Number of Rows to Import.
4. Click Next.
Confirm Parameters and Complete Import
1. Review the information shown on the Confirm Upload Parameters page.
- If the information appears incorrect, click Back and rectify any errors.
- If the information appears correct, click Finish.
2. Click OK when ready to import the registrations.
3. The data import is scheduled. You will receive an email when it is finished.
4. Click the link to... import more registrations... if required.
5. Otherwise, click Finish to close the wizard..