Read this whole article!
It's only going to annoy you if you upload and discover that some data did not upload.
Importing Attendees to Accelevents Through CSV
Suppose you're using a different platform to sell tickets, or you already have a list of attendees in your Google Sheet, you can add these attendees to your event in one go by uploading a CSV file. If you just have a handful of attendees, you can also add them manually.
Before You Begin
Before you begin make sure you've already done the following:
✅ The ticket type or add on is already created and the quantity is enough for the attendees you will upload
✅ The Ticket Holder fields that will be included in the upload are "Active" in order form
✅ The Order Confirmation Email is disabled if you don't want them to receive an email after uploading
✅ Before uploading your file, ensure that the data format is correct and you understand what will happen if your data format is incorrect.
IMPORTANT NOTES BEFORE UPLOADING
Check all your formats before uploading.
Do not include conditional questions in your CSV upload. The answers for the subquestions will not upload, but the attendees will still be uploaded.
Do not include image / file urls in your CSV upload. The files cannot be opened after uploading them, but the attendees will still upload. We're improving this!
Do not add multiple attendees with add ons to the same order, this will cause issues and you may have to delete and re-upload.
Do a couple of test imports before you upload your final list to ensure that all the fields populate.
1. Prepare Your CSV Column Headers
🟢 First Name, Last Name and Email Columns
When uploading attendees, you're required to upload at least 3 columns. You'll need to upload the attendee First Name, Last Name and Email.
🟢 Transaction ID Column for Cell Phone
If you're adding the Cell Phone field, make sure that you also add a Transaction ID column or else it will not upload the cell phone number. The Transaction ID value can be left blank, it just needs to be mapped in the upload.
🟢 Transaction ID Column for Uploading Attendees to the Same Order
If you want attendees to appear in the same order after they are uploaded, you can add the same value for all the attendees in the same group. The Transaction ID value should only be numbers with a maximum of 45 digits.
Important Note: This will not work if if you're uploading tickets and add ons at the same time - this will cause issues, just leave it blank.
If you're not adding a Cell Phone or you don't need to group them, you can remove the Transaction ID column or leave it there, just make sure the cells are blank.
🟢 Columns For Other Order Form Fields
If you want include more information in your upload like Job Title or Organization, you can add more columns to your CSV. Make sure that these ticket holder fields are also Active in the Order Form.
Suggestion: Name your columns exactly the same as the order form field labels, this way it will automatically map identical fields. If they're not identical, you'll have to manually map them.
2. Enter the Correct Data Format
Please ensure to follow the correct format as stated below. Read the third column to know what happens if your format is incorrect, but here's a summary:
You'll get a warning that there's an error if it's for the Name, Email, Phone Number or Transaction ID fields. But for the other fields, if you enter the incorrect format, you won't get an error and it will either upload the attendees leaving the field blank or it will not upload the whole CSV.
Field | Format | Will it upload the attendee if I enter the incorrect format? |
First Name and Last Name | First Name and Last Name should have a maximum of 50 characters | ❌ No, the attendee will be excluded from the upload, the rest will be uploaded. |
Email should contain one email address with a maximum of 75 characters | ❌ No, the attendee will be excluded from the upload, the rest will be uploaded. | |
Transaction ID | Transaction ID can only be numbers, with a maximum of 45 digits or you can leave it blank if not needed.
| ❌ No, the attendee will be excluded from the upload, the rest will be uploaded. |
Cell Phone | ⚠️ This will upload only if you have also mapped the Transaction ID column
| ❌ No, if at least 1 phone number has an incorrect format, it will not let you upload the CSV.
All the items will have the same error so you won't be able to identify in the upload window which phone number is causing the issue. Review the guidelines and make the adjustment. |
Birthday | Birthday should be MM/DD/YYYY format (e.g. 12/25/1995) | ❌ No, the whole CSV will not upload.
⚠️ But you will still get a confirmation email that it has been uploaded, but CSV won't be uploaded. |
Image Field and Upload Field | ⚠️ This cannot be uploaded.
If you upload an image url, it will show as a broken image in the order and the URL will have the incorrect format, therefore it cannot be opened. | ✅ Yes the attendee will be uploaded. ❌ This field will have errors.
⚠️ When you open the order or the report, the image and URL will be broken, and you will NOT get a warning that this attendee will be uploaded with errors in this field. |
Country and State | You cannot upload just States, you must include the Country.
Both should be displayed in full and not abbreviated, and should follow the same values found in Accelevents | ✅ Yes the attendee will be uploaded. ❌ This field will be blank.
⚠️ You will NOT get a warning that this attendee will be uploaded with this field left blank. |
Billing and Shipping Fields | This field is composed of 6 fields.
Address|Address 2|City |State|Zipcode|Country
Example:
2 Franklin Road|Apartment 6|Beverly Hills|California|90210|US | ✅ Yes the attendee will be uploaded. ❌ The field will be blank.
⚠️ You will NOT get a warning that this attendee will be uploaded with this field left blank. |
Number Question | Numbers cannot contain commas | ✅ Yes the attendee will be uploaded. ❌ This field will be blank.
⚠️ You will NOT get a warning that this attendee will be uploaded with this field left blank. |
Dropdown Question | The value should be identical in the order form field | ✅ Yes, the attendee will be uploaded, even the answer is not in the choices.
⚠️ It will still upload the information even though it's not one of the choices. If you have an integration to a CRM, a record might not be created or this field might be blank depending on your integration mapping settings and the CRM. |
Multiple Choice Question | Multiple answers for a Multiple Choice question should be separated by a | without any extra spaces. (e.g., Answer 1|Answer2|Answer3)
The answer must be identical to the choices in Accelevents | ✅ Yes, the attendee will be uploaded.
⚠️ In the order it will say single, multiple or all options selected, but none of the options are checked, unless the option in the CSV is available in the order form. If you have an integration to a CRM, a record might not be created or this field might be blank depending on your integration mapping settings and the CRM. |
Single Checkbox question | The Single Checkbox value should be
⚠️ It will not work if it's in uppercase. | ✅ Yes the attendee will be uploaded. ❌ This field will be unchecked.
⚠️ You will NOT get a warning that this attendee will be uploaded with this field left unchecked. |
Conditional Question | The answer for the initial question must be identical to the choices in Accelevents
⚠️ The subquestion answers will not be uploaded | ✅ Yes the attendee will be uploaded. ❌ This field will be blank.
⚠️ You will NOT get a warning that this attendee will be uploaded with this field left blank. |
Date Question | Date should be MM/DD/YYYY format (e.g. 12/25/1995) | ✅ Yes the attendee will be uploaded, and update the field even if it's text or wrong date format that you added. |
3. Upload The CSV File
When your CSV is ready, you can start uploading.
Suggestion: Do a test import before uploading your real file to see if all the data will upload.
Go to Attendees > Add Attendees
Click Import Attendees
Upload your CSV File
Select the ticket type to assign to the registrants
You can select an add-on if these registrants also purchased an add-on
Click Upload & Review
Check the mapping and make adjustments if needed.
Click Next
Review your data before importing.
If there are invalid data for Name, Email and Transaction ID they will be excluded from the upload.
If it's an invalid data for Cell Phone, you won't be able to upload any of the attendees, you'll need to adjust the format.
If the invalid data is for a Birthday field, you won't see an error and it will confirm that the CSV is uploaded, but orders won't be created.
If it's invalid data for other fields, you won't see an error and it will upload the CSV and leave the fields blank for those with invalid data.
Click Confirm Import
You should receive an email confirmation after uploading.
Check the Attendees > Orders tab to see the newly imported attendees
Note: If you have required fields, you can bypass those fields when uploading a CSV.
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 see them in the Invalid Rows and they will be excluded from the upload.
Add Attendees Manually
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
Note: If you have required fields, you can bypass those fields when registering attendees through the add attendees tab.