How To: Importing Users into Event Website

How To: Importing Users into Event Website

Task

Collate and prepare Users Information to Import into your Event. 


evexus actively supports data migration, whereby the product facilitates the import of registration data from other systems or sources, which can save time and reduce manual data entry.

Pre-requisites

Instructions

  1. Within the Admin Tools Dashboard, navigate to the “Event Config” module and then “Imports" via the charcoal navigational bar on the left-hand side of the platform.

  2. From this page, click the “Select Importer” tab on top of the screen

  3. Select “Import Users” from the dropdown list

  4. You can download the CSV file template via the Blue "Download Import Template" link as per below image. When you click this link, the CSV template will download to your computer for you to then input your data. 

    Open image-20240409-031315.png

  5. When you have completed inputting your data, you will need to ensure your document is saved as a CVS UTF-8 (Comma-delimited) (.csv) file. You may need to "Save As" your document to ensure it's saved as this file type. 

  6. Please refer to the below table to note the fields which are required for a User Import.

CSV Column Letter

Column Name

Mandatory (Yes/No)

URL SLUG

Information/Notes

A

id

No 

 

 

B

title

No

 

 

C

first_name

Yes

 

 

D

last_name

Yes

 

 

E

email

Yes 

 

This needs to be a unique email. If the User already has a User Profile, their record will not be imported and you will receive an error message, similar to the below example but stating that the "User already exists" 

F

phone

No

 

 

G

client_id

No

 

 

H

company

No

 

 

I

job_title

No

 

 

J

state

No

 

 

K

country

No

 

 

L

external_id

No

 

 

M

profile

No

 

 

  1. Once you have completed all of the details within the CSV file, you can now go back to the Platform to import your data. (/admin/users/import)

  2. Before the commencement of your import, always check to ensure your Trigger Notifications are set to either TRUE or FALSE based on what you require. (/admin/emails) 
    Please refer to Trigger Notifications for further information about how these function.

  3. It is always good practice to import only one User as a test, to ensure this imports correctly before you import the whole document. 
    Within the Users Import page, you will need to click "Choose File" and upload your CSV. Once your file has uploaded with the name of the file next to the button, you can now press "Submit" and commence the import process.

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  4. The Import may take a few minutes to complete based on how many Users are within the document. You can refer to the Users Admin page (/admin/users) to check in on the progress of the import, refreshing every so often to ensure you are seeing the most up to date User list. 

  5. If any of your columns are not completed correctly for a successful import, you will receive an email which outlines the errors. Where there is an error in your document, the import will cease at this row, and not import anything after this error/row. An example of an error is as per below, this CSV did not have an Event ID in the relevant column and therefore did not import. If you do have any errors in your CSV, you will need to rectify these and complete the import/upload process again.  

    You can also see your successful or failed imports at the bottom of the imports page. They will show within this section.

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  6. Once your import/upload is complete, it's also good practice to cross check to ensure all of the Users have imported correctly. 

Outcome

Once complete, all your Users inputted into your CSV file will now be imported into the event website/platform and will available within the Users admin page. 

 


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