After attendees have been entered into Attendee Online or have accepted or declined an invitation through Attendee Online, you can download them into EventPro Planner. Ensure that you first lock the event, referring to Lock Event above.
1.
In the Event Maintenance screen, open the event containing the attendees you want to upload.
2.
Under the View Attendees tab, click on the All tab in order to view all attendees.
3.
Click the Detail Options button and select Import.
4.
In the Attendee Import Wizard, select the radio button next to Online Registrations and click Next.
5.
In the Download Attendees Options dialog, select a radio button to indicate whether you want to download New Attendees Only, New and Status Changes Only or All Attendees. Click OK.
6.
The Information dialog will tell you that it will attempt to download new attendee registrations. Click OK.
7.
This will send a DOWNLOADATTENDEES function to Attendee Online, which will save the attendee information to file in the transfer folder. After everything is saved to the transfer folder, it will return an "OK" to EventPro Planner. EventPro Planner will then copy or ftp those files back to itself and load them into the program.
8.
The next Information dialog should inform you that the attendee download was successful. Click OK.
9.
You will now move to the page of the Attendee Import Wizard in which you can review the converted data. Here, the new or modified attendees will be displayed to you and you can make changes or remove attendees before posting them into the database.
a.
The only attendees that will be downloaded will be the new attendees or those attendees who had their status changed from one to another.
b.
The only way to change the status of an attendee in Attendee Online is to create a new one or to "Accept" or "Decline" a registration. Once an attendee accepts or declines a registration, the status will be set to the default in the Online Event Information.
10.
Scroll to the right to review all of the converted data. To filter the list so that you only view certain attendees click the Set Filter button in the bottom left corner. To review how to set a filter, see Chapter 1: Overview, Common Functions:Filter Information above. To clear the filter, click the Clear Filter button.
11.
From this screen, you can also make data changes that will apply to all or selected attendees. For example, you will not be able to post the data unless all attendees have been assigned an Attendee Type and Status, so you may need to add a type and status to all attendees. If you do not want to apply the changes to all attendees, select multiple attendees by holding down the Ctrl key and clicking on the desired attendees. Alternatively, you can set a filter to view only a certain batch of attendees and consequently apply changes just to them.
12.
After you have selected or filtered the attendees, click the Multi-Edit button. The Event Attendee Multi-Edit window will appear. Make any changes you like, but be cautious about changing any distinctive fields (such as Title, Gender, etc.), as the new values will overwrite the original values for all selected attendees. Click Save. Choose whether you want to add the new information to Selected Attendees or All(Filtered) Attendees and click OK.
13.
If you do not want to import certain attendees in the selection grid, you can delete attendee records from the list. Click to highlight the record or select multiple records. Click the Multi-Delete button. The Confirm box will ask if you want to delete the selected records. Click Yes to continue deleting.
14.
When you are satisfied with the list of attendees in the selection grid, click Finish. In the Post Data dialog, click Yes to continue importing.
15.
Next, the Duplicate Checking dialog will appear. Choose how you want EventPro Planner to deal with duplicate records - Prompt, Skip (Do Not Import Possible Duplicates), Ignore (Import All) or Mark as “Flagged” (Import All) - and click OK. When importing attendees from Attendee Online, it is usually recommended to select Mark as "Flagged". Therefore, you can import all of the attendees, but still keep track of which have been recently added. You can then review the flagged attendees as necessary, and remove the flag if the information appears correct.
16.
The next Confirm dialog will ask if you want to Auto Add Registration Items. If the attendees were able to select their registration items through Attendee Online, you will click No. If you did not allow attendees to select registration items because they are all automatically registered for the same items, click Yes.
17.
The Event Recalculate dialog will appear. Choose whether you want the event recalculation to Include Attendees or Exclude Attendees and click OK. The attendees will be added to or updated in the event.
