Some organizations choose to use the Username as the key field for updating existing Registrations, while others use the Profile Unique ID or External ID.
Note the details below on precedence of key fields used for import.
Key fields and precedence
Key fields identify existing records when importing Registrations.
Key fields are Profile Unique ID, External ID, and Username.
If there is no match found to an existing record using one of these fields, the import will create a new Profile and a new Registration in Certain.
You can locate these fields on existing records. The Registration shows External ID and the Profile shows Profile Unique ID.
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.
Order of precedence for the import operation:
- 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.
If you need to update the Username via import, you must include an existing Profile Unique ID or existing External ID in the import file.
If you need to update 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.
While there are no minimum required fields for importing new Registrations, it is best practice to include First Name, Last Name, and Email.
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
Select Import from the Event dashboard.
Select Import/Update Registrations in the import wizard.
Specify the prepared file. The file must be formatted as tab delimited text. Include only those fields to be imported.
Map Data Fields for import. Ensure that the order matches the column headers.
Select Import Options.
Confirm Upload Parameters.
Commit the upload and finish the process through the import wizard.
You will receive an email when the import is complete.