Set up your import files

Make sure your import data is formatted correctly to avoid any errors when importing visitors list to the platform.

Three types of files can be imported: the list of visitors with their answers, the list of visitors (only with Name and Email) and the sessions' registrations.

Set up the list of visitors and their answers

If you have the complete list of visitors of your event and their answers as well, before setting up the file and importing the list to your event you must make sure that all fields in your list exist in the visitor form builder-tool on the platform.

  1. Create your custom visitor form fields on the beamian platform

Please note: The "Name" and "Email" fields are mandatory fields. Therefore, it's not necessary to create these two fields on the visitor form because they already exist by default.


  • Go to your beamian account and click on your current event.
  • Navigate to Visitor Forms tab.
  • In the upper left, click Attending Fields.
  • Click Add Field.
  • In the dialog box, type exactly the field Title as it is in your list (eg., City, Address, Age, Phone Number, Job Title, Company, etc.) and select the Type of field you want (eg: text, radio, checkbox, etc).

    add-field-import-list

Please note: When importing visitor lists, we advise you to choose always the "Text" type field.

  • Once you've created all fields (as they are in your list of visitors) navigate to Events on the top bar.
  • Click on your current event.
  • Navigate to Visitor Forms tab.
  • Drag and drop fields onto the form preview on the left (Available fields) to include them on your form on the right (Selected fields). Fields can be placed above or below to other fields.
  • Choose the order of the fields.
  • And, click Update Fields.

    available-and-selected-fields

    2.     Set up your import file


    Requirements for import files

    • The import file must be .xlsx or .xls file.
    • Don't include a header row in your file.
    • Duplicated emails or emails with spaces are skipped.
    • The “Name” and “Email” fields are mandatory fields. If the "Name" row isn't filled in, it'll be automatically filled in with the text "Visitor".
    • The columns tag_id/rfid, qrcode, short_id, preço pago and ticket_type aren't mandatory. (If my visitors already have an associated QR Code?). These columns must not be filled.
    • Each column must correspond to a field that exists in the visitor form.

    How to set up my import file

    • Go to your beamian account and click on your current event.
    • Navigate to Visitor tab.
    • Click Import Visitors and Answers.
    • Copy the field structure of your own form that is displayed in the import box (on the second line).
    • Paste that row of data into the first row of an excel file. (Each column has a mandatory filling order that must be respected).
    • Fill each column with answers from your list of visitors.
    • Save the spreadsheet to your computer.

      Once you've created all the fields in the visitor form builder-tool and your file is set up correctly, learn how to import these files.

       

      Set up your import files

       

      Tip: When you set up the file, the mandatory fields such as Email go in the second column (B) and Name in the third column (C). 

      Please note: For a file with multiple fields/columns, ensure that the data in the rows match up to the correct header (e.g., rows with email data should have the email header, and rows with job title data should have the job title header).

      Set up the list of visitors (only with Name and Email)

      If your list of visitors only contains Name and Email fields, you need to create a simpler import file.

       

      Requirements for import files

      • The import file must be .xlsx or .xls file.
      • Don't include a header row in your file.
      • Duplicated emails or emails with spaces are skipped.
      • The “Name” and “Email” fields are mandatory fields. If the "Name" row isn't filled in, it'll be automatically filled in with the name "Visitor".
      • The columns tag_id/rfid, ticket_type and phone_number are not mandatory. These columns must not be filled.

       

      How to set up my import file

      To create an import file for a list of visitors with only two columns - Name - and - Email:

      • You can download the example below.

      Name and email import file example spreadsheet [download]

      • You can use this spreadsheet and fill in the respective data in the Name and Email columns.
      • You must delete the header row.
      • Save the file on your computer.
      • Go into your current event on the beamian platform and import the file.

        Please note: A single email is required per visitor. The platform doesn't accept duplicate emails. Two visitors cannot be imported with the same email.

        Tip: If you wish to personalize the badge with the visitor name or other information field, please pay attention to the number of characters of data you are filling in, in order to be possible to print in a standard label format. Learn how to set up labels for badges.