How to import external registrations into your Eventzilla event?

Importing attendees and its usage

Importing attendees is a feature that allows event organizers to upload a list of registered attendees to their event. This is particularly useful if you have taken orders over the phone, in person, or marketed your event on other ticketing platforms.

Event organizers often need to import attendee data for various reasons, such as consolidating registrations from multiple sources or adding offline registrations. This feature is especially applicable for those who have pre prepared list of attendees to upload.

Importing attendees helps streamline event management by centralizing all attendee data, making it easier to handle communications, ticketing, and event logistics.

By importing attendee information, you can efficiently manage and communicate with all your event attendees from a central location.

Quick checklist before the import

Before you begin the import process, ensure you have the following:

• You need to have an existing event set up in Eventzilla.
• Ensure the ticket types for your event are created.
• Prepare a CSV file with the attendee data saved on your device.

• Ensure there are enough tickets available for each ticket type you plan to import.

  For example, if you want to import 100 VIP tickets, ensure the VIP ticket quantity is set to 100 or more.

Preparing the attendee list

Before importing your attendee list, make sure your data is organized and formatted correctly.

Follow these steps:

• Your list should be in a CSV (Comma Separated Values) format.

• Your CSV file can have a maximum of 50 rows.

  
  

Default columns:

The CSV file should have the following columns in order:

• First Name
• Last Name
• Email-id
• Ticket types
• Notes

Custom form fields:

Include any custom form fields created for the event as additional columns. If these fields are marked mandatory, ensure they are filled in.

Exact ticket names:

Ensure that the names of the ticket/registration types in your file match exactly with your event's registration settings.

Download template:

Click on “Download template” to download a sample CSV file.

Here is the quick snapshot of the CSV file prepared for the import

Accessing and importing the attendee list

To import the attendee list, follow these steps:

Navigate to the "People - Attendees" page >Click on "Import attendees"

Click on "Browse".

Select the updated CSV file from your computer.

Map your data fields:

Ensure each column in your CSV file matches the corresponding fields in Eventzilla.

Map fields such as First Name, Last Name, Email, Ticket Type, Order Number, Company, Phone Number, and any custom fields you have.

Review and notify imported attendees

Don't send anything: No notifications will be sent to the imported attendees.

Send confirmation emails and tickets: Choose this option to send out confirmation emails and tickets to all imported attendees.

Click on "Finish import" to successfully complete your import process.

Managing imported attendees

View imported attendees

Go to "Manage registration > View orders" page.

The payment method "Registered-Offline" indicates imported attendees.

Export orders:

The "Export orders" list will also mention the imported attendees as "Registered-Offline".

Delete imported orders:

Organizers can delete the imported orders, although there is no option to cancel them.

Add/edit notes:

Organizers can add or edit notes for individual orders on the "View orders" page.

FAQs

Q: How can I handle errors during the import process?

Eventzilla will provide error messages if there are issues with the import. Ensure your data is clean and correctly formatted before attempting to import again.

Q: Can I import additional attendees after the initial import?

Yes, you can import additional attendees at any time. Just follow the same steps to upload a new CSV file. You can import 50 attendees at a time per import.

By following this guide, you can efficiently import and manage attendee data for your events on Eventzilla, ensuring a smooth and organized event management experience.

Please write to help@eventzilla.net for any additional details.