Participants - Import and update

To import your database into the back office, click on the three small dots at the top right.

Import via Excel file

Import via Excel file lets you import a participant listing from an Excel file that you can copy and paste into our back office.

To import the listing:

• copy the data from your Excel file, including the column headings to make matching easier
• paste the data from your Excel file into the back-office pop-up window

The tool will automatically recognise the columns.
If you have not copied and pasted the column headers from your file, you will need to uncheck ‘include header with column name’, otherwise your 1st line will not be imported).
If your columns are not recognised, you need to match them manually. To do this, choose the destination column from the list. Once the match has been made, press the ‘Import’ button.

Update via Excel file

Updating via Excel file allows you to update the data in the original Excel import. The update file must contain the email address or id of the AppCraft back office, so that we have a unique value on which to rely.

Attention

If a participant in your excel file is not present in the back-office, it will not be added via the Excel file update.
This excel line will be ignored.

Manual import and modification

You can also import and modify your guests' details manually by clicking on the +. A new window will open with the form fields needed to register the participant.

To change a participant's details manually, simply click on the relevant line in the list of participants. The change will be automatically saved.

Finally, use the bin icon to delete a record.

Anomalies

Your file may contain various types of anomalies, which you can view in the Anomalies tab of the Participants module.

Here are the different types of anomalies detected:

Invalid email: error in the email
Emails with accents: these are emails that could not be sent because of an accent in the address.
Possible typing errors: these are emails containing possible typing errors. The tool looks at the elements in the surname column and the first name column, and if the email contains a first name spelt differently, it will indicate this here (e.g. mathieu in the first name and matthieu in the email).
Duplicate email: these are email addresses that have been listed twice.
Duplicate name: when the tool identifies two people with the same name
Mandatory field missing: the participant has been imported with a mandatory field missing (email address for example)

You can correct anomalies directly here by clicking on the pencil icon. The change will be reflected in the list of participants.

The anomalies are classified by type and you can download the Excel files of the anomalies.

Important

We strongly advise you to correct any anomalies before sending a mailing, as the contacts still displayed here may not receive your e-mails.

Batch file import

Batch file import lets you import files (pdf or image) associated with participants.

For batch file import to correctly associate a file with a participant, your files must be named in one of two ways:

By the email address of each participant
firstname.lastname or lastname.firstname of each participant
If you have namesakes, naming them by email will avoid association errors.

When you click on batch file import, a pop-up menu appears, allowing you to choose which column your files should be imported into.

Only columns of file/image type are displayed.

Then drag your files into the dedicated area, or click on ‘Upload your files here’ to open your library.

Files are matched automatically using your nomenclature.
On the right, you'll find the name of the user into which the file will be imported. If you notice an error, you can click on the drop-down menu to reassign the item.

Click ‘Next’, and a message will appear telling you :

The number of files to be imported
The number of people not affected by this import