How to Import attendees via CSV.


When a completely new event is created, the Attendee Module will show: New - Import - Export function.  


However, please note: 

  • Importing of Attendee List is possible ONLY on RSVP Events and for non-paying events. 
  • There is NO option to import Attendee for events, where:
    - Ticket has a price
    - Merchandise & inventories with price and/or quantity
    - Promo code applying a discount
    - upon request from Event Organiser (EO), import can be enabled on the Paid event, EO to take responsibility of the limitations.  
  • Importing will override the system check (i.e. ticket capacity check, merchandise capacity check,...)
  • Other validations setup on the fields will not be considered during the import.
  • When importing, no order is created; hence the status is Blank.
  • Imported attendee will always remain a free ticket with no price.


Follow the below steps to start importing Attendee (also reference Importing Invitees): 


Step 1. In GEVME backend, choose Attendees under Manage. 


Click "Import", a box “Import Records” will show up. 


Step 2: In "Import Records", click on "Download a sample template CSV file"



 

Step 3: Open the sample CSV file, fill in the necessary information based on the available columns. This Sample CSV file consists of the available fields of the Attendee Form. 


- If you don't have all the information, leave it blank. Do not delete columns, as the system will not be able to detect the file due to missing columns.

- System generated data columns like IDs, created/modified date, etc should be left blank.


Step 4: Import the CSV file into the Attendee Grid.  After importing, the new Attendee records will be created. 


The Imported attendees list is saved for tracking as static lists.


Step 5: When it is required to update the attendee records, export the attendee(s), make the changes to the CSV data and re-upload that CSV file with settings to matching records based on a unique field and update with new information.


After importing, the existing Attendee records will be updated, instead of creating new attendee records. 


When import completes, the status (created/updated/failed) is shown, the failed results can be downloaded for review.


Its good practice to take a backup of existing attendees before doing the import into Attendee Grid. 


Note: 

Data for multi-select field: To assign multiple options to a multi-select field, the options have to be separated by a pipe (|) character. For example: Choice 1|Choice 2|Choice 3


How to update data post-importing.


Step 1: Export the Existing Attendees

Navigate to the Attendees section of your event in Gevme. Click on Export to download the list of current attendees in CSV format. This file will contain all the information currently stored in the system for your attendees.




Step 2: Make the Necessary Changes

Open the exported CSV file using a spreadsheet editor such as Microsoft Excel or Google Sheets. Modify the attendee details as needed (e.g., name, email, ticket type, custom fields).


Important: Avoid changing or deleting the column headers, as they are required for the system to correctly map the data during import.



Step 3: Re-Import the Updated CSV

Return to the Attendees section in Gevme. Click on Import and upload the updated CSV file.


The system will automatically match and update existing attendee records based on the unique identifier (such as Attendee ID, Ticket ID etc.).




Once the importing is completed, you will see a report on the status of your import attempt: