Importing Attendees into an Event

If you're using a third-party registration system or have some other reason for bringing attendees into your event from a source outside PheedLoop's own registration system, you're going to want to import attendees. Importing attendees is extremely simple and easy to do, either as individuals or in bulk. You can do this as often as you like as well, without duplicating data.

Duplicate Attendee Profiles

The unique identifier for an attendee in the PheedLoop system is their email address. As long as that is the same, no matter how many times you import the same attendee into the system, PheedLoop will simply update that attendee's record, not create a duplicate. If you do notice what you believe is a duplicated profile, open that attendee's record in your dashboard via the Attendee module, and compare it to the one you believe is the duplicate. You are likely to find that there is a subtle difference in the email address.

The capitalization (i.e. upper or lower cases) of email addresses does not matter, as all email addresses are immediately converted to lower case email addresses when brought into PheedLoop.

1. Importing a Single Attendee

1. From the Event Dashboard, navigate to Attendees > Attendees
2. Above the attendee table, select Create
3. Fill out the required details of Email, First Name, and Last Name
   1. The rest of the details in attendee creation are not required for the profile to be saved but still allow for extensive customization.

Quick tip - In the case that the attendee already exists in your database, you may need to edit the existing profile instead of creating a new one.

2. Importing Multiple Attendees

To import attendees in bulk, say prior to a PheedLoop powered event for which you've been using a third-party registration tool, a simple to use bulk import tool exists.

Accessing the Bulk Upload Template:

1. From the Event Dashboard, navigate to Attendees > Attendees
2. Above the attendees table, select the cloud icon with an upward pointing arrow on the left hand side
3. Select Download Template
   1. This will download a CSV file which can be opened in any spreadsheet editor.

Filling Out and Uploading Attendee Data:

1. From the downloadable CSV file template, fill out the required information firstName, lastName, and email fields then save the file 
   1. There are other fields to fill out as well, these are optional.
   2. When assigning multiple tags or other fields, please separate them with a comma.
2. From the Event Dashboard, navigate to Attendees > Attendees
3. Above the attendees table, select the cloud icon with an upward pointing arrow on the left hand side
4. Upload the filled out CSV file in the Click or Drag to Upload section
   1. A preview of the data you will be uploading will appear to review.
5. Select Submit

Quick Tip - If there is a field that you don't want to fill out for your attendee import - just simply remove the column. The only required fields are in step #1.

Quick Tip - if you are updating attendees in bulk using our import tool - please note that the document will update the attendee's profile. As a result, be careful with the import. For example if an attendee has a field filled for organization and the uploaded CSV file has nothing filled in, in that organization column, the updated profile will delete that data.

How to Bulk Tag Attendees Using the Attendee Import

When importing attendees in bulk, there are a considerable amount of columns and pieces of information to include. One of these is the tag feature which could be immensely helpful to organize all the attendees you have and which tags should be associated with them.

Getting the Tags Code

1. From the Event Dashboard, navigate to Attendees > Tags
2. Above the tags table, select the cloud with the downward arrow icon
3. From the tags CSV file, copy the tag code under the code column

Implementing Tags in the Attendee Import

1. From the downloadable attendee import CSV file template, under the tags column, paste the tags code
   1. If you want to add multiple tags to the attendee, separate each tag code with a comma.
2. Fill out the required information under firstName, lastName, and email
   1. Under the codeInternal column, fill out the information required for Internal Code. This is used if the event or organization has internal codes for individual profiles, for example, a contact ID.
3. Save the document as a CSV file
4. From the Event Dashboard, navigate to Attendees > Attendees
5. Above the attendee table, select the cloud with the upward arrow icon
6. Upload the filled out CSV file in the Click or Drag to Upload section
7. Select Submit

Headings in the Attendee Import Template

email - this is the email which will be designated to the attendee profile. This is a required field.

firstName - the first name of the attendee. This is a required field.

lastName - the last name of the attendee. This is a required field.

title - the title of the attendee.

designations - the designation the attendee holds.

organization - the organization the attendee is representing.

codeInternal - used if the event or organization has internal codes for individual profiles, for example, a contact ID.

dietaryRestrictions - list any dietary restrictions the attendee might have.

accessibilityRequirements - list the accessibility requirements the attendee might have.

about - fill out a bio about the attendee.

addressLine_1 - the first line of the address.

addressLine_2 - the second line of the address.

addressCity - the city affiliated with the address of the attendee.

addressState - the state affiliated with the address of the attendee.

addressZip - the zip code affiliated with the address of the attendee.

addressCountry - the country affiliated with the address of the attendee.

addressPhone - the designated phone number affiliated with the attendee.

unsubAnnouncementEmailNotifications - this will toggle on or off from the Unsubscribe From Announcements checkbox, fill out TRUE or FALSE.

isAllowingChatRequests - this will toggle on or off from the Attendee Messaging Allowed checkbox, fill out TRUE or FALSE.

tags - fill out the code affiliated with the tags which the attendee will be categorized as for the event.

profileVisible - this will toggle on or off from the Profile Visible checkbox, fill out TRUE or FALSE.

3. How to Download Attendee Information

If you are looking to update information about existing attendees, you are able to do this using the import tool. For this you would need to first download the existing attendees. To do this:

Creating an Attendee Custom Report:

1. From the Event Dashboard, navigate to Data & Reports > Custom Reports
2. Above the custom reports table, select Create
3. Under Report Type, select Attendees from the list
4. Fill out the required field of Name
   1. Under Fields, select fields like Full Name, Email, and others relating from gamification, information, check-in details and more.
5. Select Save Changes

Downloading the Attendee Custom Report:

1. From the Event Dashboard, navigate Data & Reports > Custom Reports
2. Select the custom report you would like to download from the list
3. Above the custom reports table, select Actions > Generate Report
4. Select Download Previous Report beside the selected custom report when it becomes available

Using PheedLoop's Open API

PheedLoop's open API ( available here) provides a highly customizable way for you to bridge different software systems and/or automate your workflows. While we cannot provide support with the development of your own code, we suggest exploring the "attendees" section of the API. Specifically, the add attendees PUT endpoint can be used to import attendees via custom code.