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Import Function Registrations |
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Import Function Registrations |
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Import Function Registrations
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Import Function Registrations |
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Import Function Registrations |
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The Function Registration Import is primarily designed to help you transfer information from an external registration system. However, it can also be used to simultaneously import attendees and function registrations if you have the information collected in data files.
Before Using the Import
The import operates by looking at the Attendee Type of each registrant, and identifying the functions for which the registrant can register, which is determined by the applicable Attendee Type of the Registration Group containing the Functions. To ensure that an attendee is not improperly registered for duplicate functions, you must set up your registration groups properly. Please note the following requirements:
| • | If each Function is used in only one Registration Group, each Attendee Type can be used as the applicable attendee type for more than one Registration Group. |
| • | If each Attendee Type is used as the applicable attendee type for only one Registration Group, you can have Functions in multiple registration groups. Registration Groups can still have more than one applicable attendee type (again, as long as each attendee type is used only once). |
| • | You cannot have functions in multiple registration groups AND have attendee types with multiple applicable registration groups. This will cause attendees to be registered for duplicate functions. |
Correct
This configuration is acceptable because even though the same Functions are used in all three registration packages, each Attendee Type has only one applicable Registration Group.
Again, this configuration is acceptable because even though the same Functions are used in both registration packages, each Attendee Type has only one applicable Registration Group. The second Registration Group has more than one applicable Attendee Type, but each Attendee Type is used as the applicable attendee type for only one Registration Group.
This configuration is also acceptable. Each Attendee Type is used as the applicable attendee type for more than one Registration Group, but each Function is used in only one Registration Group. Incorrect
This configuration cannot be used because some Functions appear in more than one Registration Group AND the Attendee Types are the applicable attendee types for more than one Registration Group. The import may unintentionally register attendees for duplicate functions. |
Please review your registration group setup in Chapter 5: Set Up an Event, Attendee Setup: Attendee Registrations.
Ensure that all the Functions already exist in the event.
If you have a more complex registration setup that requires the combination of functions in multiple registration groups and multiple registration groups applicable to each attendee type, it is recommended that you register the attendees manually within the program. See Add Registration to Single Attendee or Add Registration to Multiple Attendees above.
Import Files
As noted above, the import is primarily designed for use with data files retrieved from an external registration system, but you can also use import data files you have compiled.
Most online registration systems allow you to retrieve registration information in spreadsheet or csv format. While you may not be able to control the format of the files, the important aspect is that there will be a separate column for each function, and an indication of whether each registrant is registered for that function. The function names in the registration system must match the function names entered for the event in EventPro Planner (except for capitalization, as the import is not case-sensitive). If you are able to control the format of the data file, the columns containing functions should all be adjacent to each other. |
If you create your own data import file, It is crucial to have it set up correctly. Please follow these guidelines:
Sample Microsoft Excel Spreadsheet:
Sample CSV File:
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Begin the Import
| 1. | Follow the instructions above in Import Multiple Attendees to begin importing attendees. |
| 2. | When the Attendee Import Wizard asks from where you want to import attendees, you will select CSV File, Excel File or Access Database, according to the import file you have. Follow the instructions under CSV File, Microsoft Excel File or Microsoft Access Database above to continue with that kind of import. |
| 3. | When you have finished assigning EventPro Planner fields to the import data columns, as described above in CSV File, Microsoft Excel File or Microsoft Access Database, you will complete the information needed to import function registrations. |
| 4. | At the bottom of the wizard, under Function Registrations, select the checkbox to indicate that the import file contains function registrations you want to import. |
| 5. | To the right, enter the numbers indicating which columns contain the function registration information (counting from the far left column as 1). You can also click and drag to select the relevant columns and click the Set Function Columns button; this will set the Start and End numbers to the selected columns. |
| 6. | When you are done, click Next. From here you can continue following the instructions under Import Multiple Attendees, continuing from Step #6. |
| 7. | NOTE: If your import file contains a function that has not yet been set up in the event, you will receive a Confirm prompt warning you that the function does not exist in the event and asking you whether you want to continue checking. You will not be able to proceed with the import. All functions in the import file must already exist in the event for the import to proceed without error. |
