Importing Event Registrants to Accelevents
Suppose you're using a different platform to sell tickets for your virtual event. In that case, you can add registrations to Accelevents through the Attendees > Add Attendee tab on your admin console. Since these registrants have already paid for their tickets elsewhere, you need to give them a free ticket in Accelevents so that they can enter your event.
Before proceeding with importing registrants, make sure that you have created a ticket type. If you still need to create a ticket, click here to learn how.
IMPORTANT NOTES BEFORE UPLOADING
Do not include conditional questions in your CSV upload. The answers will not upload, but the attendees will still be uploaded.
Profile_Image_URL should be in the 5th column of the CSV if you are uploading profile pictures. If you place it in a different column, it will still tell you the upload is successful, but the images will not show in the profile. Please do a test upload before proceeding to ensure images appear when attendees enter the event.
Do a couple of test imports before you upload your final list to ensure that all the fields populate.
Import Registrants via CSV file
Go to Attendees > Add Attendees
Click Import Buyers / Holders
Select the ticket type to assign to the registrants
You can select an add-on if these registrants also purchased an add-on
Select your CSV file. After adding, you should see a confirmation that all items are valid.
Click Import
Locate Uploaded Registrants
Once uploaded, the registrants should appear in the Attendees > Order tab. If an add-on is included, the order should also reflect the add-on in the order.
Order Confirmation Email
Registrants should automatically receive an order confirmation email after being added to the event. This is the default setting, but you can disable the order confirmation email if you don't want them to receive the notification.
As an admin, you should receive a confirmation email that the upload is successful.
CSV Format
The CSV template has 4 required columns, but if you want to add more columns to your list, please make sure that the column titles are the same as those found in the Registration tab > Order Form (e.g., Job Title and Organization).
The 4 required fields below should appear first; additional columns can be added to the right. The Transaction ID field is optional and can be left blank, but the header must remain.
Include the Profile Image URL in the Upload
In the template below, we have added this header Profile_Image_URL. You can add an image URL to that column. When the attendee is uploaded, the image will appear as their profile picture in the virtual event hub and attendee app. The image dimensions should be 200 x 200 pixels in JPEG format. The image can only be added through the CSV. It cannot be added after the attendee has been added to the event.
IMPORTANT NOTE: This will only work if Profile_Image_URL is in the 5th column of the CSV
If you place it in a different column, it will still tell you the upload is successful, but the images will not show in the profile. Please do a test upload before proceeding to ensure images appear when attendees enter the event.
After uploading, go to Attendee Analytics to check if the image uploaded correctly. The image should show up in the profile.
CSV Uploading Format
Please ensure to follow the data format stated below to successfully upload attendees.
Transaction ID can only be numbers, with a maximum of 45 digits
Numbers cannot contain commas
First and last names should have a maximum of 50 characters
Email should contain one email address and be a maximum of 75 characters
The Profile_Image_URL dimensions should be a 1:1 ratio with a minimum of 200 x 200 pixels.
States should be displayed in full and not abbreviated
Multiple answers for multiple question types should be separated by a | without any extra spaces. (e.g., Answer 1|Answer2|Answer3)
Answers to subquestions of a conditional question cannot be uploaded.
Error in Uploading
If you're getting an error message that the upload file header names are incorrect or not in the proper sequence, and you are sure all the headers are correct, open your CSV file using Text Edit on Mac or Notepad on PC.
If you see extra commas at the end of every line, that's what's causing the issue. Remove the extra commas, save the file, and try again.
This usually happens when converting an Excel or Numbers file with extra blank columns to a CSV file. If you're using Google Sheets converted to CSV, it does not count the extra blank columns.
Upload Add-ons Only
If you're uploading add-ons only, only those with Accelevents tickets can be imported. If there are add-ons for users in your list who don't have a ticket yet, you will be notified that these add-ons have not been uploaded.
Upload Multiple Attendees to 1 Order
If you want multiple attendees to appear in 1 order, the value in the Transaction ID column should be the same for those attendees.
Important Note: This will work if you're uploading tickets or add-ons only. It will not work if you upload tickets and add-ons at the same time.
Add Registrants One by One
If you need to add just one or a handful of attendees, you can manually add them instead of uploading a CSV.
Go to the Attendees tab
Click Add Attendees
Select the number of tickets for the order
Click Register
Enter the ticket buyer and holder information
Click Submit
