Importing a Guest list into your Event can be done in EventsDesk with just a few simple steps. In cases where you may a list ready with all your Guest' details, a simple import would save you time from having to add them one by one.
Steps required to import a Guest list into your Event
1. When importing a Guest list, it is imperative that the list is in a CSV format. You can do this in excel by going to File > Save As > Select "Comma Delimited" under the name field of your Excel file.
2. To import your Guest list into the registration tab, you are going to access the registration tab > under the Ad-hoc dropdown, select Bulk guest import.
3. Once you have clicked into this section a modal will appear. You will be able to click into the dotted-lined box, or drag your file into it. This will bring up your device's folders and files, and you'll need to select your CSV file from there.
4. Click upload, and another modal will display, requiring you to map out the fields of your guests correctly. The mandatory fields in this are Ticket Name, Registration Status and Email. The ticket name should coincide with the available tickets in your Ticket Type tab.
- For free events, enter in the status Registered for the Guest list you are importing. For paid events it's important to note whether the Guest is Paid or Unpaid.
- In cases where you need to upload a list of staff, you can enter Staff into your excel spreadsheet, under the column "Registration Status"
- If your event is one that has a limited capacity, uploading a Waitlist is also optional. This would mean the list would be placed into the Waitlist status.
- The example above, is a free event, so the team has simply applied the status as registered for this particular Guest list.
5. In the final step, you will need to specify whether you want to send the Guest list a ticket or an invoice (for paid events). The checkboxes below the mapping of fields, will allow you to send those auto-responder emails.
How do I check if I have successfully uploaded the correct data for each Guest?
Checking your Guests' data requires the correct fields enabled in your Registration tab. To do that, you can follow these steps here.
Clicking into each registrant will provide you with their registration history via the timeline.
How is the booking agent applied to each guest I have uploaded using this feature?
As the end-user uploading the Guest list, you will be set as the booking agent automatically. However, the email address uploaded will receive the auto-responder emails (Confirmation ticket and invoice).
What have we learned?
- We have learned how to import a list of Guests via the bulk import guest function in Events Desk.
- That the statuses available for the bulk import guest function are Paid, Unpaid, Registered, Staff and Waitlist.
- Booking-agents for each Guest registered via the bulk import guest function, will be the end-user processing the upload.
- The mandatory fields for all bulk import guest processes are Registered Status, Ticket Name and Email Address.
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