This guide details the key steps:
Download your import template & prepare your import
1. Preparing the import file
Supported formats
The import can be done via a file:
.xls.csv
Your import columns
(one column per bold field)
🟢 Required information
Email and/or Phone number
At least one of the following columns must be present for your campaigns.
🔵 Important information :
Last name | First name
This will allow you to send personalized emails and improve the user experience in forms or on the site.
🟠 Optional information
We recommend adding one column per information field that you usually collect or ask for in your registration form.
Examples: Company | Job title | Internal codes | etc.
This allows you to pre-fill the form for the participant, avoid input errors but above all speed up their registration journey.
⚠️ Specific case: mass update
When an import is intended to update existing participants, the column used to identify a participant depends on your configuration:
Event with Unique Email enabled → Email
Event without Unique Email → UID
The UID is created automatically by the platform
It is exportable from the participants list
It is the only identifier guaranteed to be unambiguous in this case
2. Column mapping
After uploading the file, Eventmaker displays an interface allowing you to associate each file column with an existing field on the event.
Two mapping options available:
A. Manual mapping
For each column, you manually choose the corresponding Eventmaker field from a dropdown list.
Useful if:
you have poorly named columns,
you want precise control over the mappings.
B. Automatic mapping
Eventmaker will automatically match your file's columns to existing fields based on the column names.
✔ Works when names are explicit and clean
✔ Saves a significant amount of time
3. Choosing categories
Once the mapping is validated, Eventmaker asks you to assign a registration category to all participants in the file.
Examples of categories:
Visitor,
Exhibitor,
Organization,
Staff,
Press.
⚠️ This step is mandatory if your file does not contain a "Category" column. Otherwise you can have an import with multiple categories at once.
4. Choosing the status & type of registration
After choosing the category, you must decide how participants will be integrated into the event. You have two options:
A. Import as "Guests"
Their initial status will be To be invited. This mode then allows:
to send an invitation campaign separately,
to manage a standard registration workflow.
B. Import as "Registered"
In this case, Eventmaker considers that the participants have completed their registration.
Consequence:
They receive immediately a confirmation email if it is enabled in the category.
Their status becomes Registered.
Useful when:
the organizer has already collected the information via another external source,
You are registering VIPs or people for whom you want to avoid the form.
5. Import simulation & confirmation
Before finalizing, Eventmaker displays a summary page:
You can see here:
the number of participants created and updated,
detected errors (missing email, duplicates, invalid formats…),
the field correspondences.
Possible actions:
Go back to modify the mapping,
Confirm the import to finalize.
Following the import, an import report is generated with any error messages.
6. Recommended best practices
✔ Clean the file before import
no duplicates,
valid emails,
consistent fields.
✔ Import in batches
If different categories exist, it is often simpler to create multiple files:
one file = one category
✔ Use custom views
After importing, configure columns to visually check:
category,
status,
custom fields.