ⓘ This article is for Event Organizers
One attendee or one thousand? No problem. Expo Pass makes it easy to add attendees however works best for you, manually for quick, one-off additions, or via CSV upload when you're working with a larger list. Let's walk through both options.
Option 1: Add Attendees Manually
Best for: small groups or one-off additions.
1. Log Into Your Event
Visit Expo Pass and log into your account.
Select the event where you want to add the attendee.
2. Click on Attendees in the left Nav.
3. Click Actions ➔ Add Attendee.
4. Enter the Attendee’s Information
A form will appear for you to fill out.
Enter the required details for the attendee.
✅ Expo Pass Required Fields:
First Name
Last Name
❗ Important: If you are using Badge Printing with Expo Pass, make sure to fill out all necessary fields that should appear on the badge (e.g., Company Name, Job Title).
If you plan to allow Edit Attendee Data at Check-In, you must upload an email address for the attendee.
➔ No Email Address? Create a dummy email using @expopass.io (e.g., johnsmith@expopass.io).
Option 2: Bulk Import Attendees vis CSV File
Before You Start
Before uploading your attendee file, make sure your CSV is set up correctly.
❗ Important: Your file MUST be saved in CSV UTF-8 (Comma delimited) (.csv) format to ensure there are no issues when uploading;
DO NOT USE
❌ CSV (Comma delimited): The BOM (encoding breadcrumb) causes issues.
❌ CSV (Macintosh): Often problematic in modern systems.
❌ CSV (MS-DOS): Doesn’t support special or non-ASCII characters well.
Required Fields: Every file must include at minimum:
First Name
Last Name
Custom Fields: If your event collects information beyond standard Expo Pass fields (like T-shirt size or meal preferences), set up your custom fields in Expo Pass before uploading.
Values in your CSV must match the configured options exactly, including case and spacing.
If you are not using Expo Pass for registration, Create Your Custom Attendee Fields.
Create the custom attendee fields on your Registration Form
Recommended Fields: While not required, these fields improve the attendee experience and support key features:
Field | Why It Matters |
Email Address | Required for attendee communication, mobile app access, QR Code Check-In, Lead Retrieval, and Session Tracking. Must be unique per attendee. |
Company / Job Title | Useful for badge printing. |
City / State | Optional, but helpful for organizing attendee details. |
Registration Level | Helps categorize attendees for event activities. |
Badge Type | Typically "Exhibitor" or "Default." Helpful with badge print layer assignments. |
Uploading Your File
💡 Tip: Leave non-required fields blank rather than entering placeholders like "N/A" as these will appear on printed badges.
1. Navigate to the Attendee section in the left nav bar.
2. Click the Import option in the Attendee Table.
3. Drag and drop your file OR click on Import CSV
Your file MUST be saved in CSV UTF-8 (Comma delimited) (.csv) format.
If you need a template file to use, click on our formatted file as your starting point.
4. Your data will auto-map and you will be on the Review Import page.
Any fields highlighted in RED have an issue
Any fields highlighted in GREEN are good for import
Any fields left in GREY are not included in the import
💡 Tip: If you do not know what a certain field or issue means, simply hover over to read a detailed explanation.
5. From the Review Import Page, you can:
Review an issues that appear from your file import. These will be highlighted in RED.
In-line edit the data that was imported by clicking on the cell that you wish to edit.
Update the mapped headers from the file to the Expo Pass Fields
6. Once you have reviewed all of the data from the import, click ➜ Review Changes for Import ➜ Yes, Proceed.
7. If your import looks correct, click Save.
💡 Tip: From the attendee data table, you can still in-line edit by clicking on any cell and updating the data. Once your updates are complete, you will see the text in green if it is good or red if it is not.
Click on Review Changes at the bottom of the data table to complete the changes
NOTE: If you do not click Review Changes to save the edits, they will be lost.
Common Mistakes to Avoid
Skipping required fields: First Name and Last Name are mandatory. Badge printing will also require additional fields like Company and Title if you want that info displayed on the badge.
Not uploading an email address: If you plan to use the Attendee App, want Exhibitors to have attendee emails for Lead Retrieval, or plan to allow attendees to edit their own info during Check-In, you must have an email address assigned.
Using invalid dummy emails: When creating placeholder emails, always use the format
@expopass.ioto avoid system errors.Saving incomplete information for Badge Printing: Always double-check that badge details are fully entered before saving.
Consider manual vs. bulk additions: Use manual entry for small groups and CSV uploads for larger lists to streamline operations and reduce errors.
Uploading duplicate records: Avoid re-uploading the entire attendee list when using CSV uploads—filter files for new entries only to prevent issues at check-in.