This feature requires some additional steps "behind-the-scenes" for each customer. You should see "Comprehensive Import" in your Express Actions panel. When you select it, you may see a "Get Started" button. If so, please click on it so our Support team can help you set up your import connection.
This article is about a specific Express Action called Comprehensive Import.
This is different to the Express Action called Import Data.
The Comprehensive Import Express Action lets you import data directly into EventsAir, dramatically reducing set-up time.
For example, you can directly import Agenda details. (Additional modules will soon be available to import data into.)
Make sure you read this article fully before using Comprehensive Import.
To get started, go to the Express Actions Panel, and click on Comprehensive Import.
1. Download a blank template
These templates are 'event-specific', so make sure you download a new template each time you use the feature (don't re-use old ones or ones from other events - if you upload a template attached to an old event, it will update that event, not the one you're in).
Check your data carefully before starting the import.
Reversing imports is a fee-based service, and isn't always possible.
Imported Data may over-write pre-existing information.
For some imports, you need to either have already done the preliminary setup in EventsAir OR used the "Pre-Requisites" template to set those up.
For example, Agenda Comprehensive Imports are done in two stages.
1. Agenda Setup Prerequisites Import
2. Agenda Setup Import
You need to either manually set up or use the Agenda Pre-Requisite template to set up the pre-requisite setup data that will be referenced by the Agenda items (and included in the second template). This pre-requisite data includes:
· Locations
· Concurrent Session blocks
· Function Groups
· Session Roles
After you've successfully imported the pre-requisites (including seeing the "Success" message), you can then download the second template to add items into your Agenda.
If you download the Agenda Setup Import template before the Pre-Requisites has successfully imported, the import won't work.
Save the downloaded template and rename it.
(Using good naming protocols so you know when you've updated the template can help prevent errors.)
2. Fill out the template
You can open the template in Microsoft Excel, Google Sheets, or another program that supports .xlsx files.
Before editing, you'll need to "enable editing".
When editing the Comprehensive Import template/spreadsheet
Date, time, number and currency formats
When you open a downloaded template, Excel automatically applies the date, time, number, and currency formats from your Windows/IOS Operating System regional settings. So you need to enter dates in your normal local format.
Deleting a date
Data validation settings will stop you from using "backspace" to delete a date, or deleting a row with a date in it. Instead, use the "delete" key to remove a date.
Column settings
Don't change column headings or add or delete columns as this will result in validation errors.
Optional fields
You can leave optional field values blank to keep them unchanged in EventsAir. (In other words, if you're using a Comprehensive Import to update existing data, mandatory fields must have a value - either the value you want to keep, or a new value; but you can leave optional fields blank to keep their existing values.)
Inventory Limits
Set the value to 0, not empty, to remove a limit.
There may be multiple sheets in your template - fill out all that you need, except Configuration. [If you see the Configuration sheet, don't make changes to it.]
Each heading cell has "hint text" as comments (hover over the cell to see the hint). This will let you know whether that cell is required or optional. (It's only required if you're adding items to a row in that sheet).
Using the Agenda Pre-Requisites template, you can add the following:
• Location – Add your venue rooms or spaces (for example, Ballroom, Plenary Room 1, Workshop Room).
• Concurrent Session Block – Add your concurrent session blocks with names, dates, and times. To ensure concurrent sessions are enabled in your event, go to Setup → Presentations and tick Enable Concurrent Sessions, then click Save.
• Function Group – Add any function groups you want to add to the default Functions group (for example, Inclusive Functions, or Local Tourism Activities).
• Session Role – Add role types such as Speaker, Chairperson, or Moderator.
Note: Session Roles are linked to Sessions. These roles can later be assigned to presenters within each session once imported.
• Configuration – If this tab is visible, do not make any changes to it.
Check your data thoroughly and save the template.
3. Upload the completed "template" file.
Go back to the Comprehensive Imports screen, and use "Browse" to find your completed file.
Check it's the correct one (again, using good naming conventions will help here.)
4. Press "Start".
Your import will appear in the Track Import Progress section, displaying:
- The file name
- Import date and time
- Status (Queued or Success)
If you see an error message telling you there are validation errors, you'll need to correct these and re-upload the template (see Step 4a below).
The time it takes to import will vary. You can click elsewhere and come back to the Comprehensive Import tool to view progress.
You'll see a green "Success" message when the import has finished.
If you need to now use a second template, the green "Success" message lets you know that the second template is ready to download (however, you should also check the pre-requisites set up in your event).
Don't download the second template until the first one's been successfully imported (because the second template needs to reference and include data from the first template).
4a. Review validation errors / update and re-upload.
If you see an error message, click "Download Errors" to download the template with the error information included.
Again, you'll need to enable editing.
In the first sheet of the Errors download there'll be a list of cells where the errors have been found, along with information about anything you need to fix (for example, if you've filled out a row but left a required column blank).
You can click directly on the name of the cell in the left-hand column to go directly to the location of the error.
Once you've corrected all the errors, you should re-save and re-upload the template, then press "Start" once more to re-attempt the import.
NOTE: Before you can re-upload the corrected template, you have to remove the original upload file by selecting "X" in the Upload step, as shown in the screenshot below.
After completing the import, check to see that your setup has been modified according to the imported data.
Repeat this process if needed (for example, once you've added Agenda Pre-Requisites, you can download the Agenda template, complete it, and upload it to import the other Agenda data).
The sheets in the Agenda items template (used after the Agenda Pre-Requisites have been set up) are listed below. What you see will depend on what you've created in EventsAir and/or what you've set up using the Agenda Pre-Requisites import.
Each item has to be named differently - for example, you can't use "Lunch Break" for all days. Instead, give these different names for each day, e.g. "Lunch Break - Day 1".
If you've already created options, you'll be able to select from a dropdown in the relevant cell.
If you want the item to be in more than one Agenda track, under Track Number you can enter a comma delimited list of tracks - this allows you to put 1,3,5 or 1,2,3,4,5.
You set up your track names and colors in EventsAir, not via the import.
• Agenda Headings – Used for structuring your program, such as Day One – Keynote Sessions or Afternoon Workshops.
• Agenda Information – Used for general notes, updates, or housekeeping messages, such as Registration Opens at 8:00 AM or Welcome to Day Two.
• Activity / Break – Scheduled breaks or informal networking periods, such as Morning Tea, Lunch Break, or Networking Coffee.
• Functions – Ticketed or social events, such as Welcome Reception, VIP Lunch, or Gala Dinner.
• Sessions – The core elements of your agenda, such as Keynote Presentation: The Future of Events or Workshop: Event Technology Trends.
Note: Presenters and Session Roles are linked to Sessions. Once your sessions are imported, you can assign presenters and roles directly within each session in EventsAir.
• Function Fee Types – Used to define any fees or ticket prices associated with functions (for example, Dinner Ticket – $120). Important: Complete this tab after the Function tab has been imported so your functions exist to link to.
You can't set up taxes via this import, so the default tax setup for the event will apply.
You don't have the option to enable multi-currency for function fee types via this import.
• Configuration – Used by the system for validation. Do not modify this tab.
Again, check after importing to see that your setup is correct.
There are limits on how many items you can import via this tool. You may need to import very large or complex setups in batches.