Import Registration Session Instances

Accessed via: (Event) > Manage > Registrations > Import > Type of data = "Registration Session Instances"

(Speaker and Session Management must be enabled for the event.)

Jump to: || Pre-requisites || Steps || Data File || Upload || Mapping || Import ||

This topic describes how you can assign, update and cancel sessions on existing registrations, via the Registrations > Import page.

(From the same page you can also import and update registrations and registration agenda: see Import/Update Registrations and Import Registration Agenda.)

This feature is available to Event Builders and Administrators, and to Registration Support users who have the Import Registration Data user access option selected on their user record.

Video: Importing Registration Session Instances

Prerequisites
You will need:

The Registration Code of each registrant to whom you want to assign session instances
The Session Code and Instance Code of each session instance to be assigned

Registration Agenda Import Wizard

Steps to follow

Create an Excel or .csv file that includes the four columns described below.
Upload your file. (See below for a sample file.)
Map all the columns in the file to fields in the database.
Submit the import.

Notes for success

The import of a row will fail if:
- A session does not have sufficient capacity
- Any of the data fields are invalid: Registration Code, Session Code, Instance ID, or Registration Session Status

If the import of a row fails, only that row fails, not the rest of the import.

You will receive an email upon completion of the import, detailing any records that failed.

Create a File of Data to Import

First prepare the data file to import.

International characters and special characters:
if your import includes international or special characters, best practice is to use a .CSV file.

It must be an Excel (.xls or .xlsx) or comma-separated text (.CSV) file, with:
- the first row naming the columns
- one row per registration per session instance
- one column per field (see list of four columns below)
It must include these four columns, although you can name them as you like:
- Registration Code – Identifying the registration record
- Session Code – Identifying the session record
- Instance Code – Identifying the instance of that session.
- Registration Session Status – "Registered", "Cancelled", "No Show, "Attended", or "Waitlisted".

Example:
This import would assign three session instances to the same registrant (the first three rows, with the same Registration Code but different Session Codes and Instance Codes), and cancel one session instance for a different registrant (the fourth row).

Registration Code	Session Code	Instance Code	Registration Session Status
1234-55-122	Demo	Demo_7592	Registered
1234-55-122	Wshop	Wshop_7597	Registered
1234-55-122	Knote	Knote_7608	Registered
4321-55-111	Demo	Demo_7592	Cancelled

Tip: Keep the columns in the .csv data file in the same order as in the example, and with similar names, to optimize the default mapping to the database fields.

Upload the File

Registration Agenda Import Wizard

Select the type of data you'd like to import – Select "Registration Session Instances".
Read the on-screen instructions about preparing your data.
Click Browse to locate the data file you want to import.
Select the Excel or CSV file and click Open. The name of the file is displayed as confirmation.
Click Upload. This uploads the file to Certain, but doesn't yet import it. The upload process may take a few minutes, depending on file size.

Mapping the fields