Importing Registrations

Source:

Keywords: Registrations, Import, Profile Unique ID, External ID, Username, Import/Update Registrations Guide

Document ID: https://platform-support.certain.com/hc/en-us/articles/360044431953-Importing-Registrations#split1

Importing Registrations

Some organizations choose to use the Username as the key field for updating existing Registrations. Some organizations use the Profile Unique ID or External ID. Note the details below on precedence of key fields used for import.

Precedence of Key Fields

The options for the key identifier field are Profile Unique ID, External ID, and Username. If there is no match found to an existing record using one of these fields, the line item in the import file represents a new record, and a new Profile and Registration is created in Certain. The Profile will show the Username. You can run a Registration Report and include these fields as columns in the output. If multiple key fields are included in the import file, the import process will use only one key field to identify existing records. If the import file includes a Profile ID, use Profile ID. If the import file does NOT include a Profile ID, but does include an External ID, use External ID. If the import file does NOT include a Profile ID or an External ID, but does include a Username, use Username.

Definitions

Profile Unique ID is the internal identifier used to uniquely identify a Profile. External ID is an alternative identifier that may be used to locate existing records. Username is the user-facing identifier shown on the Profile.

Updating the Username via Import

You MUST include an existing Profile Unique ID or existing External ID in the import file.

Updating the External ID via Import

You MUST include an existing Profile Unique ID in the import file.

You cannot run an import to update the External ID using the Username as a Key Field.

Best Practices for Fields

There are no minimum required fields for importing new Registrations. The best practice is to include First Name, Last Name, and Email at a minimum. For updating existing Registrations or importing existing Profiles, Profile Unique ID is the minimum required field for matching to existing records. See above for additional key field options.

Import the File

1. Select Import from the Event dashboard.

2. Select Import/Update Registrations in the import wizard.

3. Specify the prepared file, ensuring that the file is formatted as tab delimited text, and includes only those fields to be imported.

4. Map Data Fields for import, ensuring that the order matches with the column headers.

5. Select Import Options.

6. Confirm Upload Parameters.

7. Commit the upload and finish the process through the import wizard.

8. You will receive an email when the import is complete.

Notes on Import Behavior

If there are multiple key fields included in the import file, the import process will use only one key field to identify existing records. The precedence order is Profile ID, External ID, then Username. When updating, you may need to adjust the import file to reflect the appropriate existing record using one of the key fields. The Profile Unique ID is the recommended field for identifying existing records in updates. If you need to update External ID, you must include an existing Profile Unique ID in the import file. If you need to update Username, you must include an existing Profile Unique ID or External ID in the import file.

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