Importing Registrations

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Got a stack of offline registrations to process? Don't add each one individually. Import up to 500 registrations at once by following the steps below.
 
NOTE: This feature is intended for modifying existing registrations, recording new and Waitlisted ones, or re-registering Cancelled registrants in bulk. Registrants do not need to be added as invitees prior to importing.

1 Ensure your event is active. You must launch your Flex or Classic event before you can import registrations.

2 Access the Registrations Import. Hover over Invitee Management and, under Import, click Registrations.

 
NOTE: If you're not seeing this option, check to make sure the event is in Active status. Still not displaying? Submit a case to have it enabled in your account.

3 Establish the import settings. If you're using multiple registration paths, choose a path. If multiple email invitations are enabled, specify which list these registrants should be added to.
 
NOTE: Any registrations imported without a value in the Registration Type column will automatically be assigned "No Registration Type," regardless of which registration path they are imported to.

Determine if a confirmation email should be sent to the registrants. Use the radio buttons to select whether to match these registrations to existing contacts by email address or source ID.


 4 Download the sample file. Click Download a file, and save the sample.
 
 User-added image
 
Locate it on your computer or network. Then right click, hover over Open with, and select Microsoft Office Excel.

5 Prepare your data to import new registrations. Do not delete anything in the first row. These are the column headers. All other rows should contain specific values for each column. Reference the following for additional formatting changes:
  • First Name, Last Name, Admission Item, and either Email Address or Source ID are required for every row.
  • Up to 500 registrations can be imported at once.
  • If you're not using Registration Types, leave that column blank.
  • If you're importing custom contact fields, you'll need to add the fields to your event prior to importing.
  • If you're importing guests, you can only do so when matching by email address. You'll also need to ensure that you've added the Guest widget to your registration process, and fill out the Primary Registrant column within the import file. This will link the guest to the primary registrant, creating the guest invitee record in your event.
NOTE: Guests cannot be imported in Classic events.

After adding your data, save the spreadsheet as a text file (.txt) or Excel workbook (.xls or .xlsx).
 
NOTE: General registration questions can be imported. However, you cannot import admission item questions, session questions, and travel questions. These will need to be updated individually from the invitee's record. 
 
Or, prepare your data to modify existing registrations. Importing modifications will allow you to exceed item capacities, and skip required fields and questions. However, the import process will still follow the registration path settings and advanced rules. For example, you cannot import registrants into a registration path where their corresponding registration type is not associated.

Prior to reporting, you'll need to confirm that registrants are in Approved status if Registration Approval enabled, and that widgets, such as a session or donation item, are on the canvas in the Site Designer on the registration path you're importing to.
 
Once you're ready to import the modification,
do not delete anything in the first row. These are the column headers. All other rows should contain specific values for each column. Reference the following for additional formatting changes:
  • First Name, Last Name, Admission Item, and Email Address are required for every row.
  • Up to 500 registrations can be imported at once.
  • Blank values in the import file will not overwrite existing values in a registrant's record.
Reference this list of fields and items that can be included in a modification import file.
 
NOTE: Agenda items with fees will auto-generate offline refund orders if they are removed from a registration. However, automatic refunds will not be issued.

After adding your data, save the spreadsheet as a text file (.txt) or Excel workbook (.xls or .xlsx).
 
NOTE: Modifications cannot be imported in Classic events.

6 Import the file. Back in Cvent, click Browse... to locate the file on your computer or network. Once you're done, click Next. Map the columns to the Cvent fields and click Next again. Give it a final once-over, then click Finish. Each row beneath the headers will be imported as a new accepted registrant.

If you have Registration Approval enabled for your event, you will not need to approve imported registrations. Registrants will automatically be added in Accepted status.
 
NOTE: If any of your records get skipped, troubleshoot why here.

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