The Attendees section in the CMS can be used to add your attendees to your event in the app. Items added in this section must include a first and last name, email address, password, and can be tied to agenda sessions for personal agendas.
Adding Attendees
Click on the Content tab in the CMS, and then click on the attendee section from the menu to start working with attendees.
From the attendee list screen in the CMS, you can add attendees in two ways:
- Add a single Attendee: click the ‘Add Attendees’ button at the top, click 'Add single attendee', and fill out the fields. The first and last name, email address, and password are required fields.
- Import multiple Attendees: click the ‘Add Attendees’ button at the top, download the import template, fill it out, and then upload that same template by clicking ‘Import Excel or CSV’.
Learn how to import attendees from Eventbrite.
Importing Attendees in Bulk
Here are the guidelines you will need to follow to fill out the template correctly. Required fields are listed in bold. 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.
|
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 |
|
Biography |
Plain text, attendees cannot edit. |
4000 |
|
Phone Number** |
(415) 867-5309 |
50 |
|
Image URL |
https://example.com/profilephoto.jpg Images should be a minimum of 256x256 PNG or JPG, and must be hosted with public access |
2000 |
|
Address** |
123 Main St Apartment B San Francisco, CA 94110 USA |
Address Field 1: 400 char |
|
Attendee ID |
Attendee001 |
500 |
|
Groups |
Comma Separated Designate any number of groups; great for push notifications |
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 |
|
|
Speaker ID |
If this person is associated with a Speaker, enter Speaker ID in this field e.g. Speaker083 |
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. However, hidden attendees will still be visible on exhibitor profiles if they are listed as booth staff. |
"yes" (case-sensitive) or blank |
*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.
To randomly generate passwords, use the function "=randbetween(100000,999999)" in the password column. To find all of your IDs for exhibitors, sessions, and speakers already entered into the CMS, you can download the Content Lists file from the Exportable Reports section of the Event Performance tab in the CMS.
To import the file after you have completed all the sections:
- Click the 'Add Attendees' button from the Attendee list.
- Select 'Import Excel or CSV' from the drop-down, then select your file, and click 'open'. Supported file types for import include .csv (encoded in UTF-8), .xls (Microsoft Excel 1997-2004), .xlsx (Microsoft Excel 2007 and beyond).
- That will then take you to the import preview where you can see the summary. If this information is correct, click 'Save & 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.
Updating Attendee Information via Import
- From your attendee list, click the 'Actions' drop-down.
- Select 'Export Data' from the drop-down to export a .xlsx, .csv, or .xls file of your most up-to-date attendee information in the CMS.
- Add any additional attendee info to the template, but please note the following:
- Attendee passwords cannot be updated via the import template, and you will need to leave this column with "[cannot export- leave this when updating]".
- For updates to attendee personal agendas, you can add/remove session unique IDs in the Personal Agenda column of the template.
- 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).
- Save your changes to the updated template and re-import in the CMS.
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.
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.
- Hide in Mobile App: hides the attendee from the attendee list. See the disclaimer mentioned above for rules around this feature.
- Show in Mobile App: makes the attendee unhidden from the attendee list.
- 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 .xlsx, .csv, or .xls 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.
Comments
2 comments
Is there a way for me to see who has downloaded the app?
There's an image in the above article, just slightly below the embedded video, that doesn't load.
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