Manually Register & Bulk Import Event Attendees

There may be a time that you need to register an attendee for an event manually on the back end, in the dashboard - either one by one, or in bulk.


Register One Attendee

1
From the Gradual dashboard, select  Events from the left-hand side menu.
2
Open the event you want to manually invite an attendee to join by clicking on the title of the event.  
3
Select Attendees from the left-hand side menu, and in the top right of that page, select the button that says ‘ + New Attendee’.
4
Enter in their email address, select the ticket type, and hit  Submit. If the user does not yet exist as a user within the community, you’ll be prompted to enter in their information. That user is now registered for the event!
Note: The automated platform emails (that are enabled) will be automatically sent to this registrant moving forward and if you have the calendar integration enabled, a calendar invite as well.

If you have a list of members who need to be registered for an event, contact the Gradual team and we can bulk import them as event attendees.

💡 Pro Tip: For the ease of managing the attendees’ calendar, set up the Google calendar integration, which will prompt the event to appear automatically within their schedule for the day. Set up this integration once, and this feature will be available for all of your events moving forward. Click here to learn how.

Bulk Register 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 or Unapproved 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.

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