How to add registrants in bulk to your event
Adding registrants in bulk can save you time when managing large events. Fortunately, with a few simple steps, you can quickly upload a list of participants to your event dashboard. Let’s walk through how to do it!
Step 1: Open the Add Registrants Menu
To start, head over to the Registrants section of your Event Dashboard. Look for the Add Registrants button, and click on it. Once you open the menu, you'll see an option to Add Registrants in Bulk—select this option to proceed.
Step 2: Choose Your File
Now it’s time to upload your registrant list! Browse CSV files on your computer to select the one containing your registrant list. Each row in your CSV must have the following fields:- First Name
- Last Name
- Email Address (must be a valid company email)
If you’re unsure of the file format, don’t worry—Visit.org provides a helpful CSV template that you can download to ensure your data is formatted correctly.
Step 3: Choose Automated Emails to Send
Next, you’ll be prompted to select which emails you'd like to send to your registrants. Visit.org only sends automated emails to the people with boxes checked. So, feel free to select the ones you want to send out to your registrants right after they’re added.
Step 4: Upload Your File
After choosing your file and selecting your email preferences, hit Upload to start the bulk registration process. At this point, you might see a message letting you know if there were any errors in your file.
Handling Errors
If any errors are found in your file, you’ll receive a notification that specifies which rows have issues. Don’t worry! You can still proceed with adding the valid registrants, and the rows with errors will be skipped.
However, if you'd like to fix the errors, simply go back to your file, make the necessary corrections, and re-upload it.
Step 5: Completion and Summary
Once the bulk registration is completed, you will get a message with a summary of the results. All employees successfully added via bulk registration will appear on your dashboard under the Registrants widget.
Common Errors You Might Encounter
During the bulk registration process, here are some common issues that may pop up:
- Required field is missing - Double-check that every row contains a valid First Name, Last Name, and Email Address.
- Invalid email format - nsure each email address is formatted correctly (e.g., name@domain.com). A missing "@" or misplaced characters can cause issues.
- Email domain validation - The email address did not match the company's approved domain. Make sure the email matches your organization's domain requirements
- Duplicate - The employee is already registered for this event.
- Header rows - Your CSV file needs to have a header row at the top, clearly labeled with First Name, Last Name, and Email.
With these simple steps, you can easily add large numbers of registrants to your event in no time. Whether you're organizing an small event or a large conference, bulk registration helps streamline the process, leaving you more time to focus on other important event details.
Happy event planning, and we hope your registration process goes smoothly!