Import data

Import data, participants, partners, speakers, moderators, sessions, rooms, discount codes and team members.

1. Import module
2. Import datas correctly
3. Importing data from another event
4. Import participants
5. Import partners
6. Import moderators
7. Import speakers
8. Import sessions
9. Import participants for a specific session 
10. Import rooms
11. Import discount codes
12. Import team members

 

Import module

File upload

To import, click on the button at the top right of the grid.

The window below appears, select your file or drag it into the window. The supported formats are : XLSX / XLSM / ODS / XLS / XML

Your file is then loaded into the import module.

Module structure and functionnalities

The window looks like a spreadsheet, with rows and columns.
In this window, you will find :

1. The list of rows to import
2. The parameters at the top left
3. The views filtered by import status at the top right
4. The different types of import at the bottom left
5. The additional actions at the top right
   
   

Lines list to import

This list contains the data of the file you have imported.
To know :

• By clicking on a data item, you can change its value or delete it
• Data with an incorrect format are displayed in red.
  The import format is defined according to the type of the target inwink field
• A ⚠️ panel on the column name indicates that the module has not made the link between the column in your file and the inwink field.
  (See below how to map the fields between your file and the inwink module)

Parameters

The SETTINGS button, at the top left of the import window, allows you to :

• Choose the field(s) used to uniquely identify the elements
• Match columns and fields (column mapping)
• Deactivate columns during import

The menu is divided into two parts:

Data update
We advise you to use the unique ID for all grids (this ID is exportable)

 

Column mapping

This part allows you to perform data mapping by associating the columns of your file to the inwink database.

If you don't want to import a column from your file, deactivate the Active column option by switching it to OFF.

Once your settings adjusted, save it by clicking on SAVE.

Filtered views

The top menu shows :

• the total number of rows to be imported
• the number of valid rows
• the number of errors* (if at least one data item in the row cannot be imported)

the number of deleted rows


*Possible errors:

• Data to be imported as an email has the wrong format
• Data to be imported into a Yes / No field does not have a programmed value

Complementary actions

By clicking on the "3 little dots" at the top right of the window, you access to 2 actions:

• Upload a new file
  • Allows you to change the file for the import
• Export modified data
  • If you made changes on your file from the import module window, you can export your new file by clicking on this button

Import types

• Import without update

If in your settings, you didn't indicate a field to base the update on, all lines will be imported in creation.
It is possible in this case that you have duplicates in your grid.

• Import with update

If in your settings, you indicate a field(s) to base the update on, your import will be divided inton four parts:

• Lines created

  • On these lines, the module didn't find in your inwink grid the data of the field the update is based on.
  • These lines will have the indication on the left to show that it's a creation.

• Lines updated

  • On these lines, the module found in your inwink grid the data of the field the update is based on.
  • On the imported columns, data have changed from the Excel file to the inwink grid.
  • These lines will have the indication on the left to show that it's an update.
  • Green data will be updated on the inwink grid. Grey data will not be changed.

• Ignored lines

  • On these lines, the module found in your inwink grid the data of the field the update is based on.
  • On the imported columns, data have not changed from the Excel file to the inwink grid.
  • These lines will have the indication on the left to show that it is ignored.

• Lines with errors

  • On these lines, the module got a format error on one of the data to import.
  • These lines will have the indication on the left that means that there is one or more errors.
  • Datas that don't have the right format are in red.
  • See the section Import datas correctly to find the right format.

Import datas correctly

Text and multilines text field

The data is in text format

Email field

Data need to have an email address format, as:
texte@company.com

Unique choice field

The data to be imported must correspond to one of the possible values of the field.

Example:

• Field name: What is your knowledge on this subject?
• Possible values selectable by the participant:
  • Limited knowledge
  • Commun knowledge
  • Advanced knowledge

Only lines containing one of the choices provided will be considered valid for import.

If an incorrect value is entered, the module will offer to choose one of the correct values as a replacement.

Multiple choices field

As with Single Choice fields, the imported values must match the available values in the field.

Yes / No field

Field value is either True or False.
Module will transform it in ON or OFF

Date field

For your import, dates must have the following format:

MM/DD/YYYY HH:MM

If you import a data that looks like a date, when the file is loading, module will ask 3 options:

• Date with time
• Date without time
• Time only

Number field

Data must be a number, with 1 comma maximum.

Import datas from another event

You can import grid datas from another event.

In the IMPORT window click on the Edit button and select the event from which the data is to be imported.

Once the event is selected, the event grid datas appear:

• Select the rows you wish to import, to import all do not tick any rows
• Click on IMPORT SELECTION
• Choose the list of fields to import

• After clicking on IMPORT, the import module with the column mapping opens to finalise

Import participants

Video tutorial

Non-importable fields

• Unique ID
• Is registered
• Photo
• Date of creation, registration, modification
• Fields that do not exist in your event

Import partners

Video tutorial

Non-importable fields

• Unique ID
• Logo/ Photo
• Time slots
• Galerie de média
• Team Members
• Offers

Import moderators

Video tutorial

Fields you can import

• Participant : Firstname (if the moderator doesn't exist in the backoffice)
• Participant : Lastname (if the moderator doesn't exist in the backoffice)
• Participant : email
• Global moderator : yes/no

Import speakers

Video tutorial

When importing participants, it is possible to assign the participant category "speaker" directly.

Non-importable fields

• Photos
• Sessions related to the speaker

Import sessions

Video tutorial

Non-importable fields

• Photos and logos
• Speakers
• Rooms
• Time Slots
• Thematic fields
• Partners
• Moderator
• Unique ID
• Quota

Importing participants to a specific session 

To register participants for a specific session :

• Have the table to be imported
• Edit the session you wish to import participants into
• Tab Enrolled/ Participants click on the "Import data" arrows and select the file
  
  Keep only the column "Participant: unique ID" and activate "Use this column as identifier" (by clicking on the small key with settings):
  

You can proceed with the import. 

Import rooms

Video tutorial

Non-importable fields

• Unique ID
• Logo/image
• Time Slots

Fields you can import

• Name of the room
• Room capacity
• Description

Import discount codes

Video tutorial

Non-importable fields

• Partners
• Attendee category
• Discount Type
• Discount Amount
• Ticket : apply the discount on
• Maximum number of products per order on which the discount code can be applied

Fields you can import

• Name
• Description
• Code
• Quota
• Availability start and end date
• Ticket category

Import team members

Be sure to check in the settings that the inwink identifier is "Partner name".

Fields you need to put in your import

• Partner name
• Participant : Firstname (If the participant is created in the backoffice)
• Participant : Lastname (If the participant is created in the backoffice)
• Participant email
• Rôle (Business contact, Administrator, Badge access)