Adding Attendees

Attendees can be added to the CMS one at a time or in a bulk upload via a .csv file.

  • Add a single attendee: click the ‘+ Add Attendee’ button at the top of the screen and fill out the fields. Note that first name, last name, email, and password are required.
  • Import multiple items: click the ‘+ Add Attendees’ button at the top of the screen, download the CSV template, fill it out (first name, last name, email, and password are required fields), and then upload that same template by clicking ‘Import’. 


Importing Attendees in Bulk

Here are the guidelines you will need to follow to fill out the template correctly. Required fields are listed as such in the header row. For any columns that you are not filling in data, just leave them blank on the template. Please DO NOT delete or modify any column, including the headers, or the import will not work.

The fields below will appear in the app as follows:

Field
Example / Data Format / Best Practice
Character Limit
First Name
Lawrence
50
Last Name
Coburn
50
Email Address
abc@doubledutch.me
150
Password
The password needs to be a minimum of 6 characters - can be letters and/or numbers.
e.g. 123456 (or) Generic1
150
Title
CEO
500
Company
DoubleDutch
500
Variable Data**
3 fields to fill in any attendee data that there is not a dedicated space for in the profile already (e.g. Department, Customer ID, Industry, Region)
500 in each of the 3 fields
Hide in Mobile App*
Hidden attendees will not be displayed within the attendee list, global search results, upcoming session reminder cards, or user recommendations.
Yes or Blank
Address**
123 Main St
Apartment B
San Francisco, CA 94110
USA
Address Field 1: 400 char
Address Field 2: 400 char
City: 50 char
State: 50 char
Postal Code: 100 char
Country: 100 char
 
Biography
Plain text, attendees cannot edit.
4000
Phone Number**
(415) 867-5309
50
Image URL
http://example.com/profilephoto.jpg
Images should be a minimum of 256x256 PNG or JPG, and must be hosted with public access 

2000
Groups
Comma Separated Designate any number of groups - great for push messages
100
Personal Agenda
Please refer to this article for info on working with personal agendas
Session002, Session002
 
Exhibitor ID
If this person is associated with an Exhibitor, enter Exhibitor ID in this field
e.g. Exhibitor083
500
Exhibitor Role
Admin or Booth Staff
If you don’t enter Admin, Booth Staff will be assumed.
For more info on these roles, click here
 
Attendee ID
Attende001
500

*Note: If a hidden attendee engages in an activity which exposes them to other attendees, their profile card will become visible via that route (e.g., if a hidden user messages Joe, then Joe will see the hidden user's profile; if a hidden user posts to a Topic Channel, then everyone who enters the Topic Channel will be able to see the hidden user's profile, etc.)

**Note: Attendee contact information and the data in variable fields will not be displayed in the app. If you have lead scanning enabled for your event, attendee phone numbers and addresses, as well as the data in the three variable fields, will display in the leads report.

  • To randomly generate passwords, use the function "=randbetween(100000,999999)" in the password column.
  • To find all the ID#s for exhibitors and sessions already listed in the CMS, you can go to that content section of the CMS, click on the 'Actions' button, and choose 'Export Data'.

To import the file after you have completed all the sections:

  1. Click the Content tab and then select 'Attendees' on the left.
  2. Click the 'Add Attendees' button located at the top.
  3. Select 'Import Excel or CSV file' from the drop-down, then select your file, and click 'open'.
    1. Supported file types for import:
      1. .csv (encoded in UTF-8)
      2. .xls (Microsoft Excel 1997-2004)
      3. .xlsx (Microsoft Excel 2007 and beyond)
  4. That will then take you to the import preview where you can see the summary. If this information is correct, click 'save and continue' and the import will process.

    Note: if you accidentally list a session more than once in the same attendee's personal agenda on the template, you will receive a "duplicate identifier" error on the Summary page. Once you remove the duplicated session ID, you can import your template. 

Making Updates to Attendee Information Via Import Once your initial attendee template has been imported, you can continue to edit and update your attendees via imports:
 Navigate to the Content Tab in the CMS and click 'Attendees':

  1. Click the 'Actions' drop-down located to the right.
  2. Select 'Export Data' from the drop-down to export a .csv file of your most up-to-date attendee information in the CMS.
  3. Make your updates to your attendee's template and please note the following:
    1. Attendee passwords cannot be updated via import template, and you will need to leave this column with "[cannot export- leave this when updating]".
    2. For updates to attendee personal agendas, you can add/remove session unique IDs in the Personal Agenda column of the template.
    3. You will need to list all desired sessions in the attendees' personal agendas as the importer supports "de-linking" for personal agendas (meaning it will remove all sessions from the attendee's profile in the CMS that are not listed in the most recent import template).
  4. Save your changes to the exported attendee template.
  5. Then select the 'Add Attendees' button located towards the top of the CMS and select 'Import Excel or CSV file' from the drop-down, to select your updated file.
  6. This will then take you to the import preview where you can view the summary and select 'save and continue' to process your import.
    1. Note: If you accidentally list a session more than once in the same attendee's personal agenda, you will receive a "duplicate identifier" error on the Summary page. Once you remove the duplicated session ID, you can import your template. 

Editing Attendees in the CMS

To edit an attendee already listed in the Attendees section, click on the name of the person.  When you’ve finished adding information for the attendee, be sure to click ‘Add Attendee’ at the bottom of the screen to save the entry.

Attendee Actions in the CMS

Selecting an attendee will activate the ‘Actions’ menu, from which you can:

  • Clear Points:  reset the attendee's points to zero. Their activity and profile will not be affected.
  • Clear Activity: remove all activity from the attendee’s profile and the feed (comments, survey responses, and photos), including points and achievements earned. Their profile will not be affected, and bookmarks and sessions in 'My Agenda' will remain in tact.
  • Delete: delete the user from the database.
  • Reset Password: randomly generate a 6-digit password (displayed in a pop-up). You will then need to notify the attendee directly (notification will not be automatically sent).
  • Set ALL Attendees' Passwords: set the password for all attendees present in this event to a new default password that they will use to log into the app.
  • Send Welcome Email: send selected users the default welcome email.
  • Send Welcome Email to Non-Active: send welcome email to users who have not logged in yet.
  • Send Welcome Email to ALL: send welcome email to your entire attendee list.
  • Export Data: download a CSV file of all the information you’ve added to the attendee list.

Note: by highlighting more than one attendee, you can perform the same action on multiple attendees.

Editing Attendees in the CMS

To edit an attendee already listed in the Attendees section, click on the name of the person. When you’ve finished adding information for the attendee, be sure to click ‘Add Attendee’ at the bottom of the screen to save the entry.