Batch importing participants via an Excel spreadsheet is a quick way to upload and manage attendee information on the Swapcard platform. However, to ensure a smooth import, it’s essential to follow the correct spreadsheet structure and adhere to specific guidelines. This guide explains the required format, important considerations, and troubleshooting tips to help you avoid common errors during the import process.
Important considerations for People import
Before starting your import, keep these key points in mind:
Download the latest template: Always download the Excel sheet template directly from the platform each time you want to make an import to ensure it is up-to-date.
Use the .xlsx format: Save your file as an Excel Workbook (.xlsx) and keep the sheet name People. Other formats, such as macro-enabled workbooks (.xlsm), older .xls files or .csv files, can't be imported: if your spreadsheet tool saved your file in another format, save it again as .xlsx. The file can weigh up to 30 MB.
Do not modify key columns: Columns marked as read-only in the template, such as External id and Internal id, must not be edited or deleted. The External id column is for information only: it's ignored on import.
Follow row limitations: Each import file should contain no more than 1,000 rows to avoid errors during the upload process.
Cannot delete via import: Data cannot be deleted via Excel import. If you need to remove participants, delete them directly from the Studio before re-uploading the file.
Updating profiles: Reimporting participants in another event will update their profiles with the latest information, such as job titles. However, some details, like phone numbers, will remain unchanged if they were included in a previous import.
One profile per Community: Each person has a single profile in your Community, shared by all its events. When you add someone who already has a profile there, even one created in another event and later removed, that profile is reused with its existing name, photo and other details. Your import only updates the information you fill in: empty cells don't erase existing values.
⚠️ Each row is matched on its Internal id. If you type a different person over a row from an export, the import overwrites the original person with the new details. Always add new people on new rows, with an empty Internal id.
Understanding the Excel Spreadsheet Structure
The Excel template is structured to match specific fields within the platform. Here's an overview of key columns:
Columns A to AA: Participant Information
These columns correspond to the main profile information displayed in the People section, such as name, account email, profile email, job title, and company.
Columns AB to AW: Platform and People Settings
These columns relate to other parts of the platform or specific participant settings like badge number, custom fields, source of registration, etc.
Troubleshooting Common Import Errors
Here are solutions to common issues you may encounter during the import process:
Unexpected error during import: An error message like "Unexpected error (Please retry to import your file)" occurs. Check for rows that might be improperly set up. For example, a single problematic row can disrupt the entire import. Exclude any faulty rows and re-upload the file.
Custom fields mismatch: Ensure all custom fields in your import file are created and correctly configured in the event settings before uploading.
Invalid phone numbers: Enter phone numbers in international format, starting with + and the country code, for example +33612345678. A row with a phone number that isn't valid for its country isn't imported and is reported as an error: correct the number or leave the cell empty. Don't put phone numbers in a Number custom field, which only accepts values up to 2,147,483,647: use a text custom field instead.
Account creation defaults: The “has an account” column being empty can lead to unexpected account creation. If left empty, the system defaults to “true” if an email address is present, creating an account.
Once a person has an account, the import can't change or remove their Account Email. To turn them into a person without an account, use Transform to a person without an account in their Settings tab in the Studio, after reading what it removes in Adding and Managing People.
Participant information update: Reimporting participants with updated data doesn’t fully replace existing information, such as phone numbers. Updates are applied to current profiles, but some fields may remain unchanged if not updated in the import file.
Best practices for a successful import
Test small batches: If you’re unsure about the data, test with smaller batches of participants to identify potential errors before a full import.
Review data carefully: Double-check that all required fields are filled correctly and that unnecessary columns are not altered.
Keep backup files: Save backup versions of your Excel files before making changes to ensure you can easily revert if errors occur.
Importing participants via the Excel template streamlines the process of managing attendee information, but it’s crucial to follow the correct format and understand the settings to avoid errors. Understanding the spreadsheet structure, from attendee profiles to specific settings like badge numbers, session links, and account creation options, allows you to maximize the benefits of this powerful tool. Properly managing these details not only saves time but also ensures that your attendee data is seamlessly integrated into the event, enhancing the attendee experience from the moment they register