If you have attendee information organized in files or databases, you can use EventPro Planner’s import function to avoid manual data entry and save time.
1.
In the Event Maintenance screen, find the event into which you want to import Attendees.
2.
Click on the Attendees tab and the View Attendees tab. Choose one of the List-View sub-tabs. Functions for working with multiple attendees are accessible under the List-View sub-tabs, i.e. All and the sub-tabs generated by the Attendee Types assigned to the event.
3.
Click the Detail Options button to the right and select Import.
4.
The Attendee Import Wizard will appear.
5.
You can import attendees from a variety of sources: CSV (Comma Separated Values) file, Microsoft Excel file (.xls. or .xlsx), Microsoft Access Database (Use Table Name or SQL Statement), Company Contacts, Other Event or Online Registrations. Select the radio button next to the import method you want to use. The instructions below will guide you through importing from the different sources, which converge at Step (6).
Click the Open icon to the left of the Import File field. Locate the file and click Open.
2.
If you are using a Microsoft Access Database, type in a Table Name or SQL Statement.
3.
Click Next.
4.
The next screen will allow you to review the imported data and associate it with fields in the program. The list of Import Table Fields on the right displays all fields in the program into which you can import data. The grid on the left represents a table view of the data you are importing.
5.
If you have any saved templates, you can select one from the Template drop-down list.
6.
If you are not using a template and need to assign individual fields for import, select a field on the right and drag it onto the corresponding column in the left pane. The data from the column will be imported into that field. Continue dragging and dropping fields until you have assigned fields to all of the columns you want to import.
7.
If you want to save your newly created template for future use, click Save Template, enter a Description for the template and click OK.
8.
If you are importing Function Registration information, you will need to fill in some information at the bottom of the window. Before you import registrations, your data import file needs to be set up in a specific way for the function registration import to work. Please consult Register Attendees: Import Function Registrations for more information before continuing.
9.
When you are done associating the data with the appropriate EventPro Planner fields, click Next. Move forward to Step (6) below.
Select the radio button next to Company Contacts and click Next.
2.
The next screen, which will initially be blank, will allow you to set a filter determining which contacts from your database should be imported. If you want to see all contacts in your Companies/Contacts database click Clear Filter.
3.
If you just want to see certain contacts, click the Set Filter button. The Filter Criteria window will open. If you have any filters saved, you can select one from the Filter drop-down list. To create a new filter, review the instructions in Chapter 1: Overview, Common Functions: Filter Information. When you are done creating the filter, click OK in the bottom right corner of the Filter Criteria window.
4.
A list of contacts matching the criteria in your filter will appear in the selection grid. Click the Clear Filter button if you want to see a list of all Contacts, or click the Set Filter button again to alter your filter until you have the list of individuals you want. You can import this whole list of contacts as attendees, or you can select certain contacts. To multi-select, hold down the Ctrl key and click on the records you want to import.
5.
Click Next. In the Select Option dialog, choose whether you want to import SelectedRecords or All, and click OK. Move to Step (6) below.
Select the radio button next to Other Event and click Next.
2.
In the next screen, you will search for the event from which you want to import attendees. To review how to search for a record, see Chapter 1: Overview, Common Functions: Find a Record.
3.
Select the appropriate event in the selection grid and click Next in the bottom right corner. Move forward to Step (6) below.
For all information related to the Attendee Online module, see Chapter 20: Attendee Online. For specific information about importing attendees from online registrations, see Download Attendees.
6.
At this point, the import process is the same for all sources. The wizard will be populated with data for your review.
7.
Scroll to the right to review all of the converted data. You can click on a heading (Attendee Type, Last Name, Status, etc.) to sort the list by that heading. Click the heading a second time to reverse the order.
8.
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.
9.
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.
10.
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. “All (Filtered)” refers to all of the attendees visible in the selection grid. Therefore, if you set a filter so that only twenty-five of fifty attendees are visible, those twenty-five represent “All” for the purpose of multi-editing.
11.
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.
12.
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.
13.
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). Click OK.
14.
The next Confirm dialog will ask if you want to Auto Add Registration Items. When you created Registration groups earlier in Chapter 5: Set Up an Event, Attendee Setup: Attendee Registrations, you had the option to activate the auto-add feature, so that the registration package could be automatically added to each attendee of certain attendee types. Click Yes to add the auto-add registration package(s) to these attendees or No if you do not want to add the registration packages. If you clicked Yes to add the registration package(s), the next Confirm dialog will ask if you want to abort import if registration limits are exceeded. Click Yes or No.
15.
The Event Recalculate dialog will appear. Choose whether you want the event recalculation to Include Attendees or Exclude Attendees and click OK.
16.
The new imported attendees will be added to the event.
