Feedback on: EventPro Planner Manual - Importing Attendees from Online EventImporting_Attendees_from_Online_EventChapter 21: New Attendee Online (Version 3) > Importing Attendees from Online Event /Dear EventPro Planner Documentation Department,
Importing Attendees from Online Event
If you have not already, please ensure that you Lock the Online Event before importing attendees.
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. Select the radio button next to Online Registrations and click Next.
5.
In the Download Attendees Option 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.
a.
New Attendees Only: This option will only import new attendees that are not already in the database.
b.
New and Status Change Only: This option will import new attendees and update status changes for existing attendees. If an attendee is already in Planner, but the status changes, the status set online will overwrite the existing status in Planner. For example, when a registrant replies to an Accept/Decline Invitation, the registrant's status will be changed to the default status you chose for accepting or declining attendees (see Editing Online Event Information: General).
c.
All Attendees: This option will save all attendees. If the attendee already exists, you will have the option to overwrite the existing information.
6.
The Information dialog will tell you that it will attempt to download new attendee registrations. Click OK.
7.
The next Information dialog should inform you that the attendee download was successful. Click OK.
8.
You will now move to the page of the Attendee Import Wizard in which you can review the converted data. Here, the attendees will be displayed and you can make changes or remove attendees before posting them into the database.
9.
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.
10.
From this screen, you can also make data changes that will apply to all or selected attendees.
a.
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 apply changes just to them.
b.
After you have selected or filtered the attendees, click the Multi-Edit button.
c.
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.
d.
Click Save. Choose whether you want to add the new information to Selected Attendees or All (Filtered) Attendees and click OK.
11.
If you do not want to import certain attendees in the selection grid, you can delete attendee records from the list.
a.
Click to highlight the record or select multiple records.
b.
Click the Multi-Delete button.
c.
The Confirm dialog 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.
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". That way, 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.
14.
The next Confirm dialog will ask if you want to Auto Add Registration Items.
a.
If the attendees were able to select their registration items through Attendee Online, you will click No.
b.
If you did not allow attendees to select registration items because you want them to be all automatically registered for the same items, click Yes. This requires you to set up the registration items so that they apply to the correct attendees. Review your registration setup in Chapter 5: Set Up an Event, Attendee Setup: Attendee Registrations, Create Attendee Registration Group. Pay particular attention to the "Auto Add" options when creating the registration group; remember that you have to activate the auto add, and choose the attendee types to which the auto add applies. Also, when you import the attendees, ensure that they have been assigned the correct attendee types so that the auto add applies.
15.
If you are importing existing attendees, another dialog appears, and you can select the update option for existing attendees: Do NOT Update, Update STATUS Only, or Update ALL Information. If the attendees have made any changes online, for example, to their registration details, accommodations, travel arrangements or requirements (as they may for an accept/decline registration), you need to "Update All Information" in order to pull those details back into the EventPro Planner database. Note, however, that updating all information will overwrite any changes you have made in the attendees' information in the Planner database. If you choose to update all information, a Confirm dialog will ask if you are sure you want to overwrite all information for existing attendees.
16.
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.
