How do I import names from my third party event registration system such as Zoom, EventBrite or GoToWebinar?
Neoserra and eCenter Direct work together to help advertise your events and capture online registrations. Using eCenter Direct you can ensure that you capture all the necessary demographic information from your attendees to meet your funding entities data requirements. However, OutreachSystems is aware that there may be times when a third-party event registration system is employed to capture online registrant information. Neoserra will allow you to import the attendees from a CSV or Excel file and add these attendees to a specific training event. If the attendees are not yet in the Neoserra database, then a new contact record can be created using the information found in the file.
Depending upon your permissions, you may also be able to import pre-client details. However, this feature is not available to all users and will not be discussed in the FAQ.
In this FAQ we will discuss:
- How to import a file
- Data file requirements
- Specify data elements
- Import options
- Audit information
To import a file with attendee details into Neoserra, you will first need to create the event record in Neoserra to which you want to import the attendee data as discussed in the FAQ titled: How do I create a new Training Event with one or more instructors?.
To import the attendee information from an third-party online registration system such as Zoom, GoToWebinar or EventBrite you can scroll to the attendee list at the bottom of the screen. There are several ways to populate your attendee list, in this FAQ we will discuss the import from a file feature:
Neoserra will import the names from the list, and if a match is found between the name on the list and a contact record in the Neoserra database based upon either the email address matching or a phone number matching then the existing contact record will be added to the attendee list. If the name on the list does not match an existing Neoserra contact record, then you have the option to create a new contact record with the information provided in the file. If should be noted, that the registration file from third-party applications may (or may not) include all the information required per your internal policies and procedures.
To import the details from a file simply click on the Import|From a File menu option and depending upon your permissions, you may either see the option to import Contacts only, or you may see the option to import "Clients + Contacts". In this FAQ, we will discuss the importing of contact data only. If you have permission to import client data, then you may want to refer to the FAQ titled How to import client data into the Neoserra database?:
Note: The importing from file feature (whether importing contact or contact+clients) is ONLY available to those users with edit permissions to the training event records and add permissions to the contact records.
Neoserra will be able to import data from a .CSV file or an Excel file (either .XLS or .XLSX). While the file may contain as many data elements as you want, Neoserra will only be able to import the following contact details:
- First Name (column mandatory)
- Last Name (column mandatory)
- Email Address (column mandatory)
- Work Phone Number
- Phone Number
- Cell Phone Number
- Address, City, State, Zip and Country
- Any value starting with the letter "M" will be imported as male
- Any value starting with the letters "F" or "W" will be imported as female
At this time, Neoserra does not support the import of any additional data elements (even if they are provided in the file), and you will need to decide whether the above information is sufficient to create a valid contact record in your database. You could using the "Notes" column selection to import certain data elements into the Notes field of the contact record. Thus, if the import file includes company details such as company name, NAICS codes, or total number of employees, then you could import this information into the Notes field of the contact record using the "Notes" designation.
It is important to realize that this feature will only assist in the creation of contact records, not client records. As noted above, the file must include a separate column for first name, and separate column for last name in addition to having a column for email addresses in order for the attendee information to be imported. The data in the columns may be empty, but they must exist in the file:
Many third party applications may generate registration/attendee files that include a lot of "fluff" at the top of the file that is non-essential to Neoserra:
Neoserra will scan the file for the first row it encounters with a properly formatted email address. It will ignore every row that does not include an email address. Next, Neoserra will look for a "header row" where the columns in the file are identified. This header row is mandatory to ensure accurate import into the database.
Once the header row has been identified, then Neoserra will assume that all subsequent rows include attendee information to be imported.
OutreachSystems will continue to add to this list, as we gain experience with additional data files.
|JoinMe||No||Participant details are not separated out in the file|
|WebEx||No, but...||First/Last names are not broken out into separate fields however, this may be something you can resolve within Excel.|
|Zoom (free version)||No||No reporting functionality provided|
|Zoom (Education version)||No||First/Last names are not broken out into separate fields however, this may be something you can resolve within Excel. Furthermore, the Education version of Zoom does not appear to require email addresses for registration whereas this is an absolutely requirement for importing records into Neoserra.|
|Zoom (Pro or higher version)||Yes||Please refer to the Zoom instructions on how to obtain Attendee Reports from Zoom.|
Once you have selected the file to be imported and click to Continue you will be presented with the interface where you can specify each of the data elements to be imported:
First of all, in orange, you will notice that the "fluff" is indeed ignored. Next, in green, you will notice that the header row will not be imported as a new attendee. In the far left hand column the checkbox for the header row is unchecked. Thus, our focus is on the remainder of the file.
At the top of the screen, shown in blue in the screenshot above, you will be able to specify the information found in each column to be imported. Neoserra will make a best guess effort to identify each column, but it will be up to you to verify the information in each column. If a column is not to be imported then you may choose to "Skip" the information. Only the columns that match up to fields on the contact record may be imported, however, you may specify some data elements to be copied to the "Notes" field on the client record. Additionally, in the left hand column you may choose to check or uncheck the box indicating whether the contact will or will not be imported into the attendee list of the event.
Once all the information has been verified and you are ready to proceed, you may click the "Continue" button at the bottom of the screen. Note: Keep in mind that it is your responsibility to accurately specify each data column and verify all the information! Once the data is imported it can only be deleted or edited manually - one record at a time!
Upon clicking Continue, you will be presented with the Import Options interface. Let's discuss each of the possible scenarios that you might encounter by reviewing the interface one section at a time:
- Add new or unknown contacts to the database: Looking at the list presented below, you will need to decide if you want to import the new contacts into the database with the (limited) data available. The new contacts are those marked as "(new)" in the Contact column. Unchecking this box will not import the "(new)" records and these attendees will be ignored for the remainder of this process. The attendees that are recognized as already existing in the database (those marked in blue, green and orange in the screenshot above) will still be processed.
- Status/Fees: Next, you can decide whether you want to set the Status and Fee information for the attendees that will be imported into the system. Presumably you are importing those people who attended your event, in which case you will want to set the Status to "Attended." If you do not select a status, then the imported records will automatically get the status of "Registered."
If your import file includes an "Attended" column to keep track of who truly attended vs. who was a no-show, then the first check box column will be marked for those contacts who had a "Yes" in the Attended column and they will unchecked if the Attended column showed a "No".
Now that Neoserra knows who attended and who did not, in the "Status" drop down you can choose to import the data based upon the "Attended" setting:
Next, you can choose to set the fees due for all imported attendees to a fee level that applies to all imported records.
- Matching Name: If the imported file contains a record with the same first and last name as an existing record in the database, but neither the email address nor the phone number are the same, then Neoserra will let you import that person either as a NEW record, or it will let you associate the event with the existing contact's record. If multiple contact records matched the name then you will need to decide which record should be associated with this event. You can hover over the matching name to see the additional details.
- Matching record already registered: In the screenshot above, you will see that you are not given the option to create a new record for Jill Johnson or Bob Crane. Neoserra determined that the imported file contains a record that exactly matches both of these two names either based upon an exact match of the email address or an exact match on one of the phone numbers. As such, these existing contacts will be associated with this event.
In the case of Jill Johnson, Neoserra furthermore determined that this person was already included on the event's attendee list and their status on the list is shown in the far right column. Based upon your settings at the top of the screen, this status may be updated accordingly.
- Matching record not registered: As noted above, Neoserra may find a contact already in your database that matches either the email address or phone number exactly to the imported record. If this is the case, then this existing contact record will be added to the attendee list.
Once you hacve carefully reviewed the settings on the screen, you can click to continue. Remember, that once the data is imported, it can only be deleted or edited on a one-by-one basis, there is no undo option!
You will be presented with an interface showing all new contacts created and the status update for all attendees:
Click Continue again to see your complete attendee list.
Neoserra will automatically attach a copy of the imported data file to the event record:
And the newly created contact records will show in their audit view that they were imported via the "Training Event Import" process by the user who initiated the process:
And the audit view for the event is similarly updated, although it is a bit more verbose because every attendee is logged individually as it is added to the event.
Want more? Browse our extensive list of Neoserra FAQs.