Conference Tracker - How do I import data?
Introduction
The Import Data section in Conference Tracker allows you to import CSV files to expedite your conference setup. You can import your Attendees, Exhibitors, Administrators, Sessions, Groups, and much more! This article will show you how the importing process works and will provide you with examples of how to achieve this.
Step-By-Step
STEP 1 - Go to Advanced Options > Import Data:
STEP 2 - Learn how to run the imports
The first section on this screen, Instructions, guides how to complete the import process. You can skip this if you are already familiar with it. Otherwise, click the hyperlink to access a page with detailed information on how the CSV files should be formatted for each type of item to be imported.
Use the learning screen to check the formatting for each file.
In the “Learn How to Import Your Data” screen, you can see the required headings for your CSV files, including file format, valid headers, sample files, and additional notes.
Note: More information about the imports can be found in our Conference Tracker Administrator Manuals.
Download/check sample files as a learning tool.
Scroll down to see or download sample files, which you can open in Notepad or MS Excel to check. These files are very useful and can often be reused as source files to reset or import data.
Once you download the sample files, you can see actual (dummy) data, for example, here:
STEP 3 - Check your time zone
It allows you to check that your time zone is set correctly. Click on the hyperlink in that section or navigate to it from the Advanced Options > Settings > General section from the main menu.
Make sure your time zone is correct. If your time zone is not in the list, disable the Show U.S. timezones only option to display all available time zones.
STEP 4 - Upload your files
In the “What do you want to import” field, select the type of import you need from the dropdown list.
For example, to import attendee information, select Attendees from the list and click “Upload a File” to locate the CSV file on your computer.
Wait a few moments, and if successful, you will see a message with a green background.
The log shows the processes performed by the server for the import job and should end with “All done. It finished successfully.”
STEP 5 - Check your import process results
It’s a good idea to randomly check a few items that the system imported, just to double-check (using the CSV files for reference). For example, if you imported attendees, go to the Attendee menu and review a few records to make sure all data is correct and complete.
Conclusion
Once you have completed the steps in this guide for each of the most common imports, "Attendees", "Presenters", "Sessions", "Resenters' Sessions", etc., then the conference should have all the data loaded to start tracking attendance. If you need to run future imports, just format the file the same way, and you can reload the same users and new users in the system. The email matching will ensure they are not duplicated. And for Sessions, the name matching will do the same. If you need further help, please reach out to support!
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