Uploading registrants in bulk

  • Updated

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, addresses common CSV file errors, and outlines the emails that uploaded registrants will receive.

Tip: You may way want to use this feature to upload your Speakers and Moderators so they don't have to register on their own. 

Important: The bulk upload option is not available for the legacy Starter and Growth plans. 
  • You can only upload registrants using a free ticket and not paid tickets. Paid tickets registrations cannot be bulk uploaded.
  • Everyone added to your event in this way will count towards your total registration count whether they attend your event or not. 
  • You can upload multiple ticket types in one file.
  • You can upload custom registration form answers. Make sure you have created your custom registration form.
  • You can upload up to 1000 rows per file. If you have more registrations, you'll need to split them into several files. 

Uploading registrants

To upload a CSV file with your registrants:

  1. Go to Event Dashboard > People > Registrants.
  2. Click Upload registrants. If you already have registrants, click Upload.

  3. In the Upload registrants panel, where click Download CSV template to use it as 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 it's enabled.

  7. Depending on how many registrants you are uploading, this may take some time. Once the upload is complete, you will receive an email. 

Errors when uploading CSV files

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

Before uploading your schedule, 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 recommendation to follow what 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 mins 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 of 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 got 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.

  "Order Confirmation" "An account has been created for you"
Emails enabled
Emails disabled

Important: You cannot disable or edit the "an account has been created for you" email. This email is mandatory under different privacy laws and cannot be stopped. This email will only be sent to those who do not have a RingCentral Events account.