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Bulk Import Participants

Import participants in bulk using CSV or Excel files. This is useful for pre-registered events, corporate bookings, or migrating from other systems.

When to Use Bulk Import

  • Corporate events with pre-registered attendees
  • Internal events with employee lists
  • Migrating from another registration system
  • Community events with membership lists
  • Pre-approved participant lists

Import Process Overview

  1. Download the import template
  2. Fill in participant data
  3. Upload the file
  4. Map columns to fields
  5. Review and validate
  6. Confirm import

Preparing Your File

Download Template

  1. Go to Participants
  2. Click Import
  3. Click Download Template

The template includes all standard and custom fields.

File Formats

FormatExtensionNotes
CSV.csvUniversal, recommended
Excel.xlsxPreserves formatting
Excel.xlsLegacy format

Required Columns

ColumnRequiredDescription
nameYesParticipant's full name
emailYesValid email address
ticket_typeYesMust match existing ticket type name

Optional Columns

ColumnDescription
phonePhone number
[custom_field]Your custom field responses

Template Format

Standard Template

name,email,phone,ticket_type
John Smith,[email protected],+60123456789,General Admission
Jane Doe,[email protected],+60198765432,VIP

With Custom Fields

name,email,phone,ticket_type,dietary_requirements,t_shirt_size
John Smith,[email protected],+60123456789,General Admission,Vegetarian,L
Jane Doe,[email protected],+60198765432,VIP,None,M

Uploading the File

Upload Steps

  1. Go to Participants > Import
  2. Click Choose File or drag and drop
  3. Select your CSV or Excel file
  4. Click Upload

File Validation

The system checks:

  • File format is valid
  • Required columns are present
  • Data types are correct

Column Mapping

After upload, map your columns to GatherHub fields:

Auto-Mapping

Common column names are automatically mapped:

  • "name", "full_name", "participant_name" → Name
  • "email", "email_address" → Email
  • "phone", "telephone", "mobile" → Phone

Manual Mapping

For unrecognized columns:

  1. Click the dropdown for each column
  2. Select the matching GatherHub field
  3. Or choose "Skip this column"

Data Validation

Validation Checks

CheckError if...
Email formatInvalid email address
Duplicate emailEmail already registered
Ticket typeDoesn't match existing type
Required fieldsEmpty values
Custom field optionsValue not in allowed options

Validation Results

StatusDescription
ValidRow will be imported
WarningWill import with notes
ErrorRow will be skipped

Handling Errors

Viewing Errors

After validation, you'll see:

  • Total rows in file
  • Valid rows
  • Rows with warnings
  • Rows with errors

Click on errors to see details.

Common Errors

ErrorSolution
Invalid emailFix email format
Duplicate emailRemove duplicate or update existing
Unknown ticket typeCheck ticket type name spelling
Missing required fieldFill in the value

Fixing Errors

  1. Download error report
  2. Fix errors in your spreadsheet
  3. Re-upload corrected file

Import Options

Import Settings

OptionDescription
Skip duplicatesIgnore rows with existing emails
Update duplicatesUpdate existing records
Send confirmationsEmail confirmation to imported participants
Mark as paidSet payment status to paid

Payment Handling

OptionUse When
Mark as paidPre-paid or complimentary
Mark as pendingNeed to collect payment later
Generate invoiceSend invoice for payment

Confirmation Emails

During Import

Choose whether to send confirmation emails:

OptionBehavior
Send confirmationsEach participant gets confirmation email
Don't sendImport silently, send later

After Import

Send confirmations to imported participants:

  1. Filter by import date
  2. Select participants
  3. Click "Resend Confirmation"

Import History

View Past Imports

  1. Go to Participants > Import
  2. Click Import History

History Details

InfoDescription
DateWhen import occurred
File nameOriginal file name
Rows importedSuccessfully imported
Rows skippedFailed validation
Imported byUser who performed import

Best Practices

Preparing Data

  • Clean data before import
  • Validate email addresses
  • Use consistent formatting
  • Remove empty rows

Testing

  • Test with a small file first
  • Verify data appears correctly
  • Check confirmation emails
  • Validate custom field data

Large Imports

  • Break into smaller batches (500-1000 rows)
  • Import during off-peak hours
  • Monitor for errors

Data Formatting Tips

Names

  • Consistent format (First Last)
  • Remove titles if not needed
  • Check for extra spaces

Emails

Phone Numbers

  • Consistent format
  • Include country code
  • Numbers only (or consistent separators)

Custom Fields

  • Match exact option values
  • Use correct format for dates/numbers
  • Leave empty if not applicable

Import Templates

Corporate Training

name,email,phone,ticket_type,company,department,job_title

Conference

name,email,ticket_type,dietary_requirements,session_preference

Workshop

name,email,phone,ticket_type,experience_level,goals

After Import

Verify Data

  1. Review imported participants
  2. Check random samples
  3. Verify custom field data
  4. Test check-in for a few

Follow Up

  • Send event details
  • Share joining instructions
  • Confirm any special requirements

Troubleshooting

Import stuck or slow

  • File may be too large
  • Split into smaller files
  • Check internet connection

Wrong data in fields

  • Check column mapping
  • Verify template format
  • Look for extra columns

Participants not receiving emails

  • Verify email addresses
  • Check spam settings
  • Review email delivery logs

Next Steps

Previous
Managing Participants
Next
Registration Status