EventPro User Manual

Importing Attendees

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Importing Attendees

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Importing Attendees

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1.Find the event into which you want to import Attendees in the Event Maintenance screen.
2.Click on the Attendees tab, the View Attendees tab and one of the List-View sub-tabs.  Functions for working with multiple attendees are found under the List-View sub-tabs, i.e. All and the sub-tabs generated by the Attendee Types assigned to the event (located to the right of the All sub-tab).
3.Click the Detail Options button to the right and select Import.
4.The Attendee Import Wizard will appear.

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5.You can import attendees from a variety of sources: CSV (Comma Separated Values) File, Microsoft Excel File, Microsoft Access Database (Use Table Name or SQL Statement), Company Contacts or Other Event.
Click to Expand/Collapse textCSV File, Microsoft Excel File or Microsoft Access Database
1.Select the dot next to CSV File, Microsoft Excel File or Microsoft Access Database, depending on which import source you want to use.
2.Click the Open icon to the left of the Import File field. Locate the file and click Open. If you are using a Microsoft Access Database, type in a Table name or SQL statement.
3.Click Next.

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 pane on the left represents a table view of the data you are importing.

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1.If you have any saved templates, you can select one from the Template drop-down list.
2.If you do not use a template, you can assign table fields to the imported data by selecting a table field on the right and drag it onto the corresponding column of imported data in the left pane. The data from the column will be imported into that field.
3.After you have assigned table fields to all of the relevant imported data columns, if you want to save your newly created template for future use, click Save Template, enter a Description for the template and click OK.
4.Click Next.
Click to Expand/Collapse textCompany Contacts

Select the dot next to Company Contacts and click Next.

The next screen will allow you to set a filter determining which contacts should be imported.

1.Click the Set Filter button.  
2.The Filter Criteria window will open.

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3.If you have any filters saved, you can select one from the Filter drop-down list.
4.To create a new filter, select your criteria under the Company and Contact tabs.  To review how to create a filter, refer to Introduction: Common Function, Setting a Filter.
5.Click OK in the bottom right corner of the Filter Criteria window.
6.A list of contacts matching the criteria in your filter will appear in the selection grid.

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7.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.
8.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 (a red dot will appear in the far left column of each selected record, and an arrow will appear next to the last-selected record).
9.Click Next.  In the Select Option box, choose whether you want to import Selected Records or All, and click OK.
Click to Expand/Collapse textOther Event

Select the dot next to Other Event and click Next.

In this screen, you will search for the event from which you want to import attendees.

1.Under Include Status and Include Lock Level, check the boxes to indicate which statuses and lock levels you want included in the search.

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2.Click a heading to search within that field (e.g. Client Name, Event Name, etc.).  Begin typing your search word in the Search field.  Matching entries will appear in the selection grid below.
3.Alternatively, check the View All box to see a list of all events.
4.Click to highlight the event containing the attendees you want to import into the current event and click Next in the bottom right corner.
6.From here, the import process is the same for all sources. The wizard will be populated with converted data for your review.
Click to expand/collapse textReview Converted Data

The Attendee Import Wizard will now be populated with attendees from the import file.

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1.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.
2.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 Filtering Attendees above.  To clear the filter, click the Clear Filter button.
3.From this screen, you can make data changes that will apply to all or selected attendees.  For example, if there is no status set for the new Attendees, the Status column will display “UNKNOWN”. You must assign a Status and Type to the Attendees before you can import them.
a.Multi-select the attendees you want to edit 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.
b.Once you have selected the attendees you want to edit, 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.
c.When you are done editing the attendees, click Save.  Choose whether you want to add the new information to Selected Attendees or All (Filtered) Attendees and click OK.  “All (Filtered)” means 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.
4.If you do not want to import certain attendees, 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 box will ask if you want to delete the selected records.  Click Yes to continue deleting.
7.The last step is to finish and post the data.
Click to expand/collapse textFinish and Post Data
1.When you have edited or deleted the attendees as required, click Finish.
2.In the Post Data dialog, click Yes to continue importing.  
3.The Duplicate Checking dialog will appear.  Choose how you want EventPro to deal with duplicate records and click OK.
a.Prompt
b.Skip (Do Not Import Possible Duplicates)
c.Ignore (Import All)
d.Mark as “Flagged” (Import All)

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4.Note that you will not be able to post the data unless all Attendees have been assigned an Attendee Type and Status.  Click the Multi-Edit button to add an Attendee Type and Status to all attendees.