Admins can import new data into their event as well as import updates to existing data.
📣 NOTE: The limit of records that can imported per file is 1000.
Importing Speakers + Sessions
First, you will need to import your speakers. Once imported, speakers will appear within the Contacts module until they are assigned to a session.
Once you have imported your speakers, next, you can import your sessions. Within the session import template, you will have the ability to attach speakers to their associated sessions using a comma-separated list of speaker emails.
Importing Contacts + Sponsor/Exhibitor Groups/Organizations
First, you will need to import your group contacts within the Contacts module.
Once you have imported your contacts, next, you can import your exhibitor/sponsor groups. Within the group import template, you will have the ability to attach contacts to their associated groups/organizations using a comma-separated list of contact emails.
Importing New Data
For this demonstration, we will review importing contacts; however, this workflow can be followed for importing sessions, speakers, exhibitors, sponsors, and team members.
Within your event, select 'People' from the left navigation panel and click 'Options' > 'Import' to the right of the page.
NOTE: To import team members, select the button 'Import' to the right of the button 'Add User'.
Admins will be prompted with the option to either import a file or generate a template to assist you with importing.
NOTE: Templates will automatically download to your device as a CSV file.
NOTE: When using the session import template, do not assign a Session Friendly ID to your sessions as these IDs will be assigned automatically after import. This field within your file can either be left blank or removed completely.
TIP: Before generating a template, ensure your dashboard view includes all of the fields you would like to import data for so that the template also includes these fields as columns.
After you have created your file for import, select 'Upload a file to import' and admins will be prompted to either select a file on their device to import or copy and paste table data. Please note the following:
Only CSV, XLSX, and XLS files are accepted.
Phone numbers must be in the following format: +1 (123)456-7891
URL links (i.e. website, LinkedIn URL) should be provided in the following format: https://sample-website.com
Session dates and times should be in the following format: DD/MM/YYYY HH:MM
NOTE: The formatting of session dates and times ensures that Sessionboard is most consistent across North America and Europe (as well as future regions).
Select if your file has a header or not to continue with the importing process. Once completed, select the blue 'Next' button at the bottom right-hand corner of the screen.
NOTE: The system will automatically detect the first row as a header.
Map your fields: Within this window, you will have 2 columns. The left column provides all of the fields within the event while the right column shows you what fields were included in your imported file. Map your file fields to the fields reflected in the event. Once completed, select the blue 'Next' button at the bottom right-hand corner of the screen.
The last step is to verify that the data is correct. The system will highlight any rows that may need additional attention if a field is invalid. Click on the red cell(s) to identify the error and make updates as needed.
Click the blue 'Complete' button at the bottom right-hand corner of the pop-up window for the system to proceed with importing your data.
Once your data has been successfully imported into your event, you will receive a confirmation message on the screen.
How to remove date/time formatting in Excel file:
Select the cell(s) that you’ll enter numbers into.
Press Ctrl + 1 (the 1 in the row of numbers above the QWERTY keys) to open Format Cells.
Select Text, and then click OK.
Update Existing Data
To import data so that it updates existing records, you will need to include the following fields within your spreadsheet. These fields allow the system to locate the existing records and not create a new record.
Updating Contacts (i.e. Speakers): Email
Updating Sessions: Session ID
Updating Groups (i.e. Exhibitors, Sponsors): Name
Additionally, the column 'Update record if already exists' should be included in your document with records that need to be updated marked as 'TRUE'.
Global/System Field Types
Attached, is a list of all the field types Sessionboard offers as well as formatting options for each.