Importing Air Actuals

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Data entry is never fun. Here's how to get to something more exciting faster by importing up to 1,000 rows worth of air actuals into your event at the same time.
 
NOTE: Your event must be active and invitees must register before you can import their flight reservation information.
1 Access the Air Actual Import Wizard. Begin by selecting your event. Hover over Invitee Management and, under Import, click Air Actuals.

2 Choose how the import file updates existing passengers. Determine what will happen to matched passengers next to "Keep the existing flights of matched passengers." Your options include:
  • Yes only adds new flights to the database.
  • No, replace them overwrites registrants' existing flight information and adds flights for unmatched registrants.

2 Download the sample file. Click Download a file, and save the sample.

Locate it on your computer or network. Then right click, hover over Open with, and select Microsoft Office Excel.

3 Prepare your data. Do not delete anything in the first row. These are the column headers. All other rows should contain specific values for each column.

Additional formatting requirements include:
  • Your file must be a text file (.txt) or Excel Workbook (.xls or .xlsx).
  • Required fields are Email Address, Passenger Name, Departing From, Departure Airport Code, Arriving At, Arrival Airport Code, Departure Date, Departure Time, Arrival Date, Arrival Time, Airline, and Flight Number. Do not leave any of these fields blank or enter "N/A."
  • For multi-leg flights, each leg must be on its own row. The passenger name and confirmation number must match in order to link these flights together.
  • Do not include currency symbols in the Ticket Price column. The currency format must resemble 123.00, with two decimal places.
  • Avoid commas and quotation marks.
  • The departure and arrival date and time formats should match the format of your locale.
 
NOTE: Importing the ticket price? Then Currency Code is required as well. Click the second Download a file for a full list.

After adding your data, save the spreadsheet as a text file (.txt) or Excel workbook (.xls or .xlsx).

4 Import the file. Back in Cvent, click Browse... to locate the file on your computer or network. Once you're done, click Next.

Map your columns to the Cvent fields and click Next again. Give it a final once-over, then click Finish.

 

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