Bulk Importing and Uploading Data


Members, invitees, and event attendees can be added or updated by admins through bulk imports in the dashboard and the Gradual team can import and upload bulk data like speakers, content, and events.

Dashboard Imports (Self Service)

Community Members

Import a list of community members, update members' info, and assign members to certain space(s).

Members bulk imported will not receive any welcome emails or activation notifications.

Template & Data needed

  • Mandatory data: Email, First Name, Last Name, Company, Job Title
    • The system will accept lowercase or uppercase text for email address
  • Optional data: LinkedIn URL, Space assignment, member type
    • If uploading space assignments, ensure that the Space listed is already created in the dashboard and if listing multiple spaces, divide each by “;” NOT a comma ","
  • The CSV template can be found in the dashboard from the Member menu item, Member List, when selecting 'Bulk Import Members' button in the upper right
    • File must be CSV and no more than 2MB in size

Import in Dashboard

1
Sign in to the dashboard and navigate to the Members menu item, and to Member List
2
Click the 'Bulk Import Members' button in the upper right-hand side of that page

💡 Pro Tip: Download the CSV template to ensure you have the correct column headers and mandatory fields to successfully upload all data

3
From this pop up you can import new members to the community, or update existing members with new data, space assignments, etc.

Updating existing members' profiles:

  • You cannot change or update a member's email address.
  • The system will replace the name, company, and title with the data provided in the import csv file.
  • The system will not replace space assignments if the member is already assigned to a space(s), the system will add them to the new spaces without modifying their current space assignments.
4
Choose a CSV File from your computer, or drag and drop it to the center block of that pop-up


5
Ensure that the fields are mapped correctly and the correct column headers are reflected on the mapping page - the system will mark correct mapping with a green check mark. If all is correct, select 'Next' to progress to Pre-check.

Any missing mapping or errors will be indicated with an error message at the base of the pop-up, and the field in question will be highlighted in red. You can either correct the mapping by selecting from the drop-down, or go back by clicking 'Previous', deleting the incorrect file and uploading a corrected file

6
The system will run a pre-check of the import to show how many members are valid to import, and flag any members that need to be corrected to import - you can see the error(s) by selecting the red error button on the far right and the number of valid members to import at the base of this pop-up

Potential errors and what they mean

      1. Format Error: There is a mistake in formatting for email, or text
      2. Duplicated Email: There is already this email address in the file
      3. Mandatory Field Missed: There are mandatory fields missing
      4. Space does not exist: The space does not exist in the dashboard, and must be added before importing
      5. If there are multiple errors, they are listed and divided by “,”

Note: You can download an error list of those who were unable to import from this pop-up or from the confirmation pop-up to follow

7
The import will start and the system will send you an email when the import is complete, or you can refresh the Member List page to see the newly imported members

8
From the email you can download an import report to see the status of each member, and a link to the member list to verify that the members have been uploaded

Note: Any members that are marked Pending can not be updated as they are not active members.


Event Attendees

Register attendees to an event(s) in bulk, and assign ticket types and attendee types

Attendees bulk imported will not receive any event confirmation emails or activation notifications.

Template & Data needed

  • Mandatory data: Email, First Name, Last Name, Company, Job Title
    • The system will accept lowercase or uppercase text for email address
  • Optional data: LinkedIn URL, Space assignment, member type, attendee type
    • If uploading space assignments, ensure that the Space listed is already created in the dashboard and if listing multiple spaces, divide each by “;” NOT a comma ","

Note: You can update the attendee type of currently registered members when importing Attendees as well. Attendee type is mandatory in the CSV file for import in that instance.

  • The CSV template can be found in the event dashboard from the Attendee menu item when selecting 'Import Attendees' button in the upper right
    • File must be CSV and no more than 2MB in size

Import in Dashboard

1
Sign in to the dashboard and navigate to the event, and to the Attendees menu item
2
Click the 'Import Attendees' button in the upper right-hand side of that page

💡 Pro Tip: Download the CSV template to ensure you have the correct column headers and mandatory fields to successfully upload all data

3
From this pop up you can create new attendees, and add them to the community, or update existing attendees with new attendee types.

4
If there are multiple ticket types, select which ticket type these attendees should be registered for

Note: You can only bulk register for one ticket type at a time

5
Choose a CSV File from your computer, or drag and drop it to the center block of that pop-up

6
Ensure that the fields are mapped correctly and the correct column headers are reflected on the mapping page - the system will mark correct mapping with a green check mark. If all is correct, select 'Next' to progress to Pre-check.

Any missing mapping or errors will be indicated with an error message at the base of the pop-up, and the field in question will be highlighted in red. You can either correct the mapping by selecting from the drop-down, or go back by clicking 'Previous', deleting the incorrect file, and uploading a corrected file

7
The system will run a pre-check of the import to show how many are valid to import, and flag any that need to be corrected to import - you can see the error(s) by selecting the red error button on the far right and the number of valid members to import at the base of this pop-up

Potential errors and what they mean

    1. Format Error: There is a mistake in formatting for email, or text
    2. Duplicated Email: There is already this email address in the file
    3. Mandatory Field Missed: There are mandatory fields missing
    4. Space Does Not Exist: The space does not exist in the dashboard, and must be added before importing
    5. Attendee Type Does Not Exist: The attendee type does not exist in the options
    6. If there are multiple errors, they are listed and divided by “,”

Note: You can download an error list of those who were unable to import from this pop-up or from the confirmation pop-up to follow

8
The import will start and the system will send you an email when the import is complete, or you can refresh the Attendee page to see the newly imported attendees

9
From the email, you can download an import report to see the status of each attendee, and a link to the Attendees list to verify that the attendees have been uploaded

Note: Any members that are marked Pending can not be registered for events as attendees as they are not active members. Any members marked Limited Approval can not be registered for meeting, in person or 1:1 match events.


Event Invites

Import a list of invitees to event(s) in bulk, and assign what ticket type they are invited to use.

Learn more about invitations here.

Invitees bulk imported will not receive any invitation emails or activation notifications.

Template & Data needed

  • Mandatory data needed: Email
  • The CSV template can be found in the event dashboard from the Invitations menu item when selecting '+Invitee List' button in the upper right
    • File must be CSV and no more than 2MB in size

Import in Dashboard

1
Sign in to the dashboard and navigate to the event, and to the Invitations menu item
2
Click the '+Invitee List' button in the upper right-hand side of that page
3
From this pop up you must select the ticket type and the attendee type that should be assigned to these invitees and if you'd like to add a note to their invitation, you can here
4
Choose a CSV File from your computer, or drag and drop it to the center block of that pop-up
5
Ensure that the email field is mapped correctly on the mapping page - the system will mark correct mapping with a green check mark. If all is correct, select 'Next' to progress to Pre-check.

Any missing mapping or errors will be indicated with an error message at the base of the pop-up, and the field in question will be highlighted in red. You can either correct the mapping by selecting from the drop-down, or go back by clicking 'Previous', deleting the incorrect file, and uploading a corrected file

6
The system will run a pre-check of the import to show how many are valid to import, and flag any that need to be corrected to import - you can see the error(s) by selecting the red error button on the far right and the number of valid members to import at the base of this pop-up

Potential errors and what they mean

    1. Format Error: There is a mistake in formatting for email, or text
    2. Duplicated Email: There is already this email address in the file
    3. Mandatory Field Missed: There are mandatory fields missing
    4. If there are multiple errors, they are listed and divided by “,”

Note: You can download an error list of those who were unable to import from this pop-up or from the confirmation pop-up to follow

7
The import will start and the system will send you an email when the import is complete, or you can refresh the Invitations page to see the newly imported attendees
8
From the email, you can download an import report to see the status of each invitee, and a link to the Invitations list to verify that they have been uploaded

Gradual Team Imports

Speakers

Import a list of speakers to your community database, or to a specific event

  • Mandatory data needed: Name, Company, Title
  • Optional data: Headshot URL, LinkedIn link, Bio
    • Headshot must be smaller than 5MP and will be cropped to a square
  • Template - see below

Videos

Upload videos to your content library in bulk

  • Mandatory data needed: Title, Video URL, Thumbnail URL, Duration
  • Optional data: Speaker Name(s), Summary, Transcript, Tags, URL Slug
  • Template - see below

Blogs & Resources

Upload blogs or resources to your content library in bulk

  • Mandatory data needed: Title, Subtitle, Thumbnail URL, Category, Content
  • Optional data: Author Name(s), Summary, Tags, URL Slug
  • Template - see below

Template

To provide consistent data to the Gradual team, follow the template below. There is a tab for each type of data upload or import list and comments in each column header to guide you in providing accurate data for importing.

Link: Template for Importing and Uploading Data

This link will prompt you to make a copy of the Google Sheet to complete for your community.


Timeline

Once you've submitted the completed template, the Gradual team will audit your list and the import or upload(s) will appear in your community within the week.

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