How to Import Event Registrants Manually

Carlo Magdangal

June 08, 2021 15:10

This article will detail the steps required to add a list of Registrants to an Event manually.

You may need to use the import tool because your attendees registered elsewhere or maybe there’s not enough time for them to register themselves, or to go through the formal process.

Regardless of the circumstances, this article will show you how to add Registrants to your Event manually, without going through the formal process!

Note #1

Because you will have added them manually, no invoices will be tied to the imported registrations.

If you need to charge the Contact and the registration window is still open, encourage them to register themselves. Alternatively, register on their behalf through the Impersonate tool.

If the above suggestion is not possible but you still need to charge your registrant, create a manual invoice. Please note that your Manual Invoice will not link to the imported registration, and it will not update your Event’s Financial Reporting.

Note #2

You CANNOT delete registrations that you have imported manually.

Before proceeding with the steps in this article, be aware that the Contacts you import to the event cannot be later removed from the Registration List.

Reviewing Your Contact List

Before you can import an Event Registrant, they must already exist as a Contact in your system or the registration will not be tracked on the member profile. Verify that your prospective registrants are indeed Contacts before proceeding with the import.

1. From the Member365 Administrator Dashboard, hover over 'Contacts' at the top of the page.

2. On the dropdown that follows, click ‘View Contacts‘.

view contacts.png

3. Use the search bar to confirm that the registrants you are importing exist as Contacts in the system.

search bar for contacts.png

If there is someone you wish to import who does not exist as a Contact, you will need to create a record for them before proceeding with the rest of the steps.

Accessing the Import Feature

4. Hover over the ‘Events‘ button on the bar at the top of the screen.

hover over events.png

5. On the dropdown that follows, click ‘Reports’.

click reports.png

6. Locate the Event to which you want to import registrants, using the search bar if necessary, then click its name.

search for events.png

7. Click the ‘Import‘ tab.

importt button.png

Filling and Importing the Registration Template

8. Click the text ‘Get started by downloading the Import Template‘ to initiate a download of the Excel Template.

import trmplace.png

9. Make a copy of this Excel File for each Ticket Type combination that you will be assigning registrants to.

To clarify:

You want a separate Excel File for every set of ticket purchases that differs.

For example, if your event had two different Ticket Types, you might need three separate Excel Files: one for any registrants only getting the first ticket, one for any registrants only getting the second ticket, and one for any registrants getting both tickets.

10. For each Ticket Type option, populate the Excel file with its relevant Contacts row-by-row under the ‘Email Address’ cell.

Image indicating the 'Email Addresses' column in the Event Import excel file.

You can use ‘Member Number’ instead of ‘Email Address’ if that suits your workflow better. Save the Excel File once you have populated the list of registrants for this Ticket Type.

11. Back in Member365, click the ‘Choose File’ button to add an Excel File. Check off the subset of tickets that applies to this Excel File, then click ‘+ Import’.

Image indicating the 'Choose File' button, and showing that we're adding everyone on this Excel File to the 'General Ticket' but not the "Guest Ticket'.

12. Repeat Step 11 for each of your Excel Files, changing the Ticket Type checkboxes as necessary for each import.

Congratulations, you now know how to import Event Registrants manually!