IMPORTANT: This process is not relevant to customers who synchronize their members with an AMS; they should use their current method of "importing" users. This process applies to those customers who manually upload members/event registrants via a .csv file.

NOTE: In Event Engagement, "registrants" refers to anyone you want to have access to your site. This includes: event attendees, staff members, event speakers, and sponsors -- as well as whomever else you want accessing your site. Further, all of your registrants must be uploaded to your site (as described herein) in order to be able to interact with the site.

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Uploading registrants to your Event Engagement site is a pretty simple process that you do "in bulk" by uploading a .csv file, but some preparation is necessary.

NOTE: After you upload a list of registrants, they can be automatically notified that they've been added and that they have to create a password to access the site. If you haven't already done so, see Enable Your Welcome/Create Password Message to learn how to set up this automatic notification in your site.

Prepare the upload file

In order to add registrants to your site, whether an initial upload or adding to existing records, you must have a list of paid registrants from your chosen payment provider.

NOTE: If the list is not in .csv format, convert it to this format.

Make sure that the file has the following required fields (column headers) and the field names appear exactly as shown below.

• LegacyContactKey (this can be any unique ID; each registrant must have a unique ID)

WARNING: The LegacyContactKey field should only contain alpha and numeric characters. Do not use special characters (e.g., –, #, *).

• FirstName
• LastName
• EmailAddress (each email address must be unique)
• CompanyName

NOTE: The order of the columns is not important for the upload. Additional fields are acceptable, but the upload will fail if any of the required fields are missing.

Save the .csv file so that it's easily accessible for the upload.

TIP: Give the file a unique name (for example, include the date) and save it. Save each subsequent upload file with a unique name.

Upload the registrants file

You'll do an initial upload of a list of paid registrants. As more people register for your events, you'll have to add them to your existing list of registrants. Each additional upload action will ADD registrants to your event site; registrant records will not be deleted or overwritten by this process.

NOTE: The add-registrants process is identical to the initial upload, but you'll use different .csv files for each subsequent upload.

To upload of a list of registrants:

1. In the Admin Toolbar, click Admin.

2. Navigate to Settings > Integration > Upload Users.

To upload/add the registrants file:

1. From the Select an action dropdown, select Import.

2. At Upload a .csv file, click Choose File.
3. Navigate to the .csv file that you prepared for the upload and select it. The file name will display next to the Choose File button.
4. Click Upload.

The page refreshes and presents a summary of the pending upload for you to review. Take a moment to review the counts to make sure they are as you expect.

NOTE: If there are any issues with the upload file, error text will indicate what they are. Fix the issues and re-try the upload.

5. Click Import Data.

TIP: Give the process a few minutes to complete, then navigate to Users > List and verify that the registrants have been added.

Users list page

This page lists all of the registrants that you've added to your Event Engagement site.

NOTE: Now that you have uploaded a list registrants, you can notify them that they have to create a password to access your Event Engagement site. See Enable Your Welcome/Create Password Message to learn how.

• Use the search and filter options above the list to refine the list.
• Click the columns count under the list to select additional columns to display.

TIP: Higher Logic recommends creating a back up of your current list. To learn how, refer to Export a list of registrants, below.

Export a list of registrants

You can export a .csv file of your current list of registrants.

TIP: Higher Logic recommends creating a back up of your current list before uploading more registrants. Follow the instructions below learn how to export your current list.

To access the Import Contacts page and retrieve your list of registrants:

1. In the Admin Toolbar, click Admin.

2. Navigate to Settings > Integration > Upload Users.

To export the current list:

1. From the Select an action dropdown, select Export.
2. Click Export.
3. Navigate to where you want to store the file, keep the default file name (Current_Contact_Data.csv) or give it a memorable name, and save it.

TIP: Higher Logic recommends giving each exported back-up list a unique name. A simple practice is to append the export date to the file name; this also clearly identifies the latest file should it be needed.

Update registrant records

When a registrant has been added to your site, that database record cannot be changed in Event Engagement. If you want to update (i.e., correct, edit) a field in a registrant record, you have to change the information in a .csv file and then upload that file in order to update the record.

EXAMPLE: Registrant Jimmy Page was incorrectly added as Jimmy Pages.

To update a registrant record:

1. Export a list of your current registrants (described in Export a list of registrants, above).

NOTE: You can either delete or leave the other registrant records in the .csv file.

2. Open the .csv file, make the update, and save the file with a unique name.
3. Upload the .csv file to correct the database record (described in Upload the registrants file, above).
4. Navigate to Users > List and verify the correction.

NOTE: No other registrant records will be affected by this process.

Deactivate/re-activate a registrant

You can deactivate registrants for any number of reasons, such as they've canceled their registration and will not attend your event. The deactivation does not erase or delete them from your account; rather, it suspends the registrant's access privileges.

TIP: You can re-activate deactivated registrants.

To access the Admin interface:

1. In the Admin Toolbar, click Admin.

2. Navigate to Users > List.

This page lists all of your current, active registrants.

To deactivate a registrant:

1. Select a registrant to deactivate.
2. Click More and select Deactivate.

3. In the dialog:

• Confirm you've selected the correct registrant.
• Specify the reason for the deactivation. (Required)
• Optionally, check the box to notify the registrant that their account has been deactivated.

NOTE: The notification email message indicates the reason you specified and it contains an email-address link if they have any questions.

• Click Deactivate.

WARNING: Do not select Delete; this removes the registrant record from the system and is irreversible.

After the page refreshes, review the list and verify that the registrant is no longer listed.

TIP: Next to the page title, click Enabled and select Deactivated. Review the list and verify that the deactivated registrant is listed.

To re-activate a registrant:

1. Select a registrant and click Enable.
2. In the dialog:

• Optionally, check the box to notify the registrant that their account has been enabled.
• Click Save.

TIP: Next to the page title, click Deactivated and select Enabled. Review the list and verify that the re-activated registrant is listed.

Next steps...

Now that you have registrants in your site, there are a few necessary management actions.

• Assign Super Admin permissions to those who will help you manage your site.
• Categorize your registrants as Attendees, Speakers, or Sponsors, depending on their role. Event Engagement makes this easy for you by using Security Groups.