Importing Registrations

Importing Registrations uses key fields to match existing records. The key fields available are Profile Unique ID, External ID, and Username. If a line in the import file does not match an existing record, the system will create a new Profile and a new Registration in Certain.

Key Field Precedence

The import process uses 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. The Profile Unique ID is the minimum required field for matching to existing records when updating or importing Profiles.

A Profile Unique ID is the unique identifier for a profile used to match to existing records. Updating the Username via import requires including an existing Profile Unique ID or an existing External ID in the import file. Updating the External ID via import requires including an existing Profile Unique ID in the import file. You cannot update the External ID using the Username as a Key Field.

Prepare the Import File

To update Registrations, you must have a key identifier field for the system to recognize an existing Registration. The key identifier fields are Profile Unique ID, External ID, and Username. You can locate these fields on existing records from the Registration (External ID) and Profile (Profile Unique ID). The Profile will show the Username. You can also run a Registration Report and include these fields as columns in the output.

Note: If multiple key fields are included in the import file, the import process will use only one key field to identify existing records. While there are no minimum required fields for importing new Registrations, the best practice recommendation is to include, at minimum, 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

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.

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