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How to Upload or Import Guest List with Bulk Registration
How to Upload or Import Guest List with Bulk Registration

A guide to upload registrants information to your onsite event and send confirmation email to all of them within one click.

EventNook avatar
Written by EventNook
Updated over a week ago

EventNook provides Bulk Registration feature to easily upload confirmed guests lists to the system along with sending out the confirmation email in just a few steps. This guide will help you to set up the Bulk Registration. This is a short video guide for how to do Bulk Registration Upload.

Why do you need Bulk Registration Upload?

  • If you are using the 3rd party online registration systems such as Eventbrite, Hopin, Tito, CVent, Google Form, etc., you need to import the guest list to EventNook Onsite App for the event day check-in, attendance tracking, and Badge Printing.

  • You may have the guest list, such as Crew, Speakers, VIP and you want to simply import the guests' data for printing event badges or checking in on the event day.

Please ensure that event information, ticket types, and registration forms are set up correctly before uploading the Bulk File.

  • From the Main Page, go to My EventsDashboardManage

  • Choose Bulk Upload + under the Registration section.

  • Prepare the guest list information file that you want to upload. See the example by downloading a sample file from the embedded link of the Sample File Format.

  • For guest data in this example, we use Google Spreadsheets before making it as a .csv file. You are free to use Microsoft Excel or Numbers.

    Check the filled up registrants information in the file and make sure the information in your file is the same as in your event’s registration form.
  • Delete every column and row outside your table to ensure there’s no extra row and column with a space that will affect when you upload the file

  • For Google Spreadsheets file, go to FileDownloadComma Separated Values (.csv).

    EventNook allows uploading .csv formatted files with maximum size of 4MB and contained up to 500 registrants per batch.
  • Under the Choose File on the Upload File tab, click Choose File, select the file to be uploaded, or drag and drop your file.

  • Fill in the Batch Name and Ticket Type that are related to the file. Click Upload

  • Under the Field Mapping tab, double-check the columns and data from your uploaded file with the fields you’ve set before for your registration form. You can also edit/add each data.

  • After everything is perfect, click Next

Please note that:
a) Do not import empty fields. Ensure that no field imported is blank or incomplete.
b) If the imported field or column is not matched, you can click on "Change" and select the correct one from the dropdown field.
  • Under the Review and Proceed with Upload tab, you can go over your fixed data before you go ahead with Upload. This step ensures there are no mistakes in the guests' information. When all the data is correct and ready to be imported, click Process with Upload.

  • Congratulations, your file has been completely uploaded to your event.

  • Under the Send Confirmation Email tab, send the registrants a confirmation email by clicking Send Confirmation Email Now.

  • You can click on View Uploaded Attendees to view uploaded data. Here you can see the Order Number and the Ticket Code for each registrant.

  • Please look over your email before sending them and click on Send Now. You can edit your Confirmation Email in the Email Template Section.

  • You can preview the confirmation email before sending it when you send the confirmation email. To send the confirmation email, click Send Now.

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