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Uploading an Attendee List
Uploading an Attendee List

How to bulk add your attendees into Expo Pass via a CSV file upload

Tracey Straub avatar
Written by Tracey Straub
Updated over a week ago

β“˜ This article is for Event Organizers

If you have used a registration process outside of Expo Pass, then you will need to add your attendees via a CSV file Upload into your event. Below are the steps to follow.


Upload Your Attendees

1. Go to the "Attendees" section of Expo Pass and click on "Upload Attendees List". The screen below will appear.

2. You will need a CSV file with at least the First Name and Last Name as columns which are required for your upload.

❗ Important: When saving your CSV file, use the CSV UTF-8 file format. This format will help support special characters in your data upload.

3. Each data field should be a separate column in your file and needs to include all the data you will need printed on your badge

  • If you have custom data points outside of the Expo Pass Standard fields that you need to upload, you will first need to do one of the following:

❗ Important: If you want to enable Edit Attendee Data at Check-In feature OR use Expo Pass for Onsite Registration with Edit Attendee Data enabled, note that we will require that you upload an email address with the rest of your data.

If there are attendees who don't have an email addresses, the suggested dummy email domain that you can use to create an email for them is @expopass.io.

3. Once you save your file in the correct format, with each field in a separate column, it's time to upload your attendees.

The upload process will require you to drag the column headers from your CSV file to the right and match them with the corresponding Expo Pass Attendee Fields. Once done, click "Save"

πŸ’‘ Tip: If you receive an error message when trying to save your upload, you will need to go back into your source CSV file and fix any issues.

The most common errors are:

  • An Event User cannot have the same email as an Attendee: if an Event User or Event Owner also needs to be in the attendee data table, they must use a different email address

  • Duplicate records: each email can only be used once on the upload as this is a unique identifier

    • Quick Tip: Use the de-duplicate feature in Excel on your emails to see where you may have duplicate records

  • Trailing spaces in the cell after an email address

    • Quick Tip: You can use the "TRIM" formula in Excel to help with this

  • Unsupported Characters in the upload

    • We do not support the following characters in an upload

      • ^ [ ] * % ; + $

  • Incomplete email address; forgo the "@" or the ".com"


Troubleshooting Your Upload

Sometimes when you attempt to upload your data, you will receive a red error box that may not be clear as to what is wrong. Follow the below steps to see if it allows you to upload your data:

Event User and Attendee with Same Email

  • An Event User or Event Owner who also needs to be in the attendee data table cannot have the same email. When uploading or adding an Event User or Owner to your event, please make sure to use a different email than what they are using to access the event for Admin purposes.

Duplicate Emails

  • Scrub your list if it includes emails and ensure there are no duplicates. Each email can only be used once on the upload as this is a unique identifier

    • Quick Tip: Use the de-duplicate feature in Excel on your emails to see where you may have duplicate records

Trailing Spaces in Cells

  • Check for trailing spaces in the cell after an email address as this can cause an error

  • Quick Tip: You can use the "TRIM" formula in Excel to help with this
    ​

Incomplete Email Addresses

  • Check that all emails are legit and complete, meaning they didn't forgo the "@" or the ".com"
    ​

Save As a New File in CSV UTC-8 Format

  • Copy all of the data from your spreadsheet and paste into a new spreadsheet

    • This can remove values that may be causing an issue on the upload

  • Save As a CSV UTC-8 format to help with any special characters

  • Try your upload again with the cleaned and formatted spreadsheet

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