How do I Add Multiple Participants?

Bulk Upload and Import Participants

Overview

The Bulk Upload feature allows users to add or update multiple participants at once using spreadsheet files. It supports XLSX and CSV formats, provides flexible field mapping for a wide range of field types, highlights import errors in an editable format, and enables re-imports using identifiers to efficiently update existing participant records or create new ones.

Step-by-Step Approach

1. Access the Participants Module

• Open an existing event where you want to add or update participants.
• Navigate to Participants from the left-hand navigation menu.
• Select the Participants sub-menu.
• The Participants list is displayed on the screen.

2. View the Participants List and Default Columns

• The participants grid displays all available participants.
• By default, the following columns are visible:
  • First Name
  • Last Name
  • Email
  • Stage

3. Add Multiple Participants via Bulk Upload

• Click Add Participants or Bulk Upload.
• Upload a file in one of the supported formats:
  • XLSX
  • CSV
• You can reset or re-upload the file at any point during the import process.
• Click Save and Proceed to move to the next step.

4. Map and Import Participant Fields

• Map spreadsheet columns to participant fields.
• The following field types are supported:
  • Text
  • Select
  • Multi Select
  • Date
  • Time
  • Date-Time
  • Number
  • Integer
  • Email
  • Travel Date-Time
  • Checkbox
  • Image
  • Document
  • URL
  • Opinion Scale
  • Rating
• Click Save and Proceed after completing the mapping.

5. Review, Validate, and Correct Import Data

• The system validates uploaded data before submission.
• Import errors are displayed in an editable tabular format.
• Errors can be corrected directly in the list.
• Use single-row or multi-row actions to update multiple records efficiently.
• Validation helps reduce data entry errors before final submission.

6. Manage Duplicate Records

• View the total count of duplicate records detected during import.
• Duplicate entries are listed separately.
• Resolve duplicates using bulk actions.
• The system prevents duplicate participant creation based on defined identifiers.

7. Import Summary and Final Upload

• Review the import summary, including:
  • Total records imported
  • Total records failed
• Upload all non-error participant records into the system.
• Access successfully imported participants via View Participants.

8. Combine Participant Updates and New Participant Creation (Using Identifiers)

This feature allows you to update existing participants and create new participants within the same import file.

• Re-upload a participant import file that contains an identifier field.
• During the mapping step, map the identifier field to the corresponding participant field.
• Supported identifiers include:
  • Participant ID
  • Email
  • Custom identifier defined by the user

Import behavior:

• Incoming data is automatically matched with existing participant records using the identifier.
• When the identifier already exists:
  • Existing participant details are updated.
  • Only the fields selected during field mapping are updated.
• When the identifier does not exist:
  • A new participant is automatically created.
  • A confirmation is shown for newly created records.

Additional controls and benefits:

• The identifier field is locked and cannot be mapped to other fields.
• Duplicate participants are prevented by relying on the identifier.
• Participant values can be bulk-updated, eliminating the need for manual record-by-record edits.
• Import results clearly indicate which records were updated and which were newly created.

Summary

The Bulk Upload and Import Participants feature enables efficient large-scale participant management by supporting file-based imports, advanced field mapping, validation, error correction, duplicate prevention, and identifier-based updates. This approach ensures data accuracy while significantly reducing manual effort.