Uploading registrants in bulk

If you already have a list of registrants for your event, you can quickly upload a CSV file to import them. This guide explains how to upload registrants, update registration form answers via CSV upload, addresses common CSV file errors and outlines the registration confirmation emails that uploaded registrants will receive.

Uploading registrants

To upload a CSV file with your registrants:

1. Go to Event Dashboard > Registration > Registrants.
2. Click Upload registrants. If you already have registrants, click Upload.
   
   
   
3. In the Upload registrants panel, click Download CSV template to use it as a template for formatting your data.
   
   
   
4. Once your file is ready, click Choose CSV file to select a file from your desktop device or drag & drop it into the field to upload.
5. Click Next.
6. Map the columns from your CSV to the schedule. If the fields don't match automatically, click on the dropdown and select the match manually. Once done, click Upload.
   ✔ Uploaded attendees will receive an Order confirmation email (if enabled) and an email notifying them that a user account has been created for them (if they don't have an account yet). 
   
   
7. Depending on how many registrants you are uploading, this may take some time. Once the upload is complete, you will receive an email. 
   

Updating custom registration form answers

You can use the same process of uploading a CSV file to update custom registration form answers for existing registrants in bulk.

The system will compare the list of registrants in the file against the existing list of registrants. If there's a match in the email, we will update the custom form answers with the information in the CSV file. When there is a mix of answers with correct and incorrect formatting, the registration is updated with the answers with the correct formatting only. Incorrect formatting will be reported.

Errors when uploading CSV files

CSV (Comma Separated Value) is a file format that contains plain text values separated by commas.

Before uploading your registrants, we recommend using a default text editor (such as VS Code or Notepad on Windows or TextEdit on Mac) to review the data formatting. This helps to find mistakes that could be easily missed in table view.

Due to the ability to map columns manually, you have the flexibility to name them according to your preference.

Here is the list of rules and recommendations to follow when preparing and uploading your file:

• CSV format: Upload a CSV, not XLS / XLSX or any other format.
• No filters: Do not have filters applied in your CSV file.
• No empty rows: There must be no empty rows in the CSV document.
• Up to 1000 rows / 1 MB: Ensure your file doesn't exceed 1000 rows and 1 MB in size. If you have more registrations, you'll need to split them into several files.
• Comma as a separator: Ensure your CSV is exported as comma-separated-values, not semicolon-separated values.
• Attendee profile information: First name, Last name, and Email fields cannot be left empty or match the existing registrants. Keep in mind that these details cannot be updated/amended once you upload them.
• Email format: Must be valid for all rows (e.g. email@emailprovider.com).
• Ticket names: Required field and need to match the Ticket type names in your event settings.
• ExternalBarcode: Optional field and can be used to upload in-person attendees with pre-defined barcodes. System-generated barcodes will be assigned if left empty or not uploaded.
• Custom form questions: Single-select or multi-select answers must match the options created in your event settings. Answers to multi-select questions should be separated with | and not commas.
• Simple file name: Please try to keep the nomenclature of the CSV file name as simple as possible and do not leave spaces in the name of the CSV file or have any unique symbols.
• Unicode (UTF-8): Be sure the text encoding for the CSV file is set as Unicode (UTF-8). If this is set to anything else you may experience issues displaying special characters.

Emails received

If you have all emails enabled for your event, all of the registrants on the list will receive an "Order Confirmation" email. If you have disabled this email, then your registrants will only receive an email to say that a RingCentral Events account has been made for them.