How do I import attendees?

Have you asked this question? This is a frequent question from new clients. We understand there are other event platforms and different ways to run events. But when people decide to make the switch to Brushfire, we want it to be as seamless as possible. So we built the 🥁 ... Attendee Import Tool!

Whether your attendee data lives in an event tool "that must not be named", a spreadsheet, or your CRM/CHMS, we can quickly add attendees to your event. All we need is a .CSV file and we can hit the ground running. Without further ado, let's get started.

There are many reasons why event organizers need this tool, but here are a few examples:

  • Switching from a different event/registration platform.
  • Importing a list of people to invite to your Brushfire event.
  • Authentication for a virtual event, but using a different system for registration.

 

1. The Prep Work

Before we get going, let's ensure that your event in Brushfire is ready for the import. For the import to work, you will have to at least provide Name and Email in both your .CSV and Attendee Fields ssection. Let's take a look at how to edit your Attendee Fields.

From your Brushfire Event Page, using the ✏️ Edit Icon, select Attendee Fields.

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From here you can view and adjust your attendee field options. Making sure that you're asking the right questions for your import to populate per attendee. 

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2. Ready To Import

Looks like you're ready to import. From the dashboard page above or from your event page, use the 🔧 Manage Icon to view the Manage Page. From here, select Import in the Import Attendees section.

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3. How To Import

This is the Import Attendees page. Here you can see the list of requirements for a successful import, the delivery method for tickets and registrations, and finally a place to upload your .CSV file. Let's walk through it.

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A. Requirements

  • FirstName is required and must be less than 50 characters.
  • LastName is required and must be less than 50 characters.
  • Email is required and must be less than 100 characters.
  • AttendeeType is required and must match an Attendee Type setup for this event.
  • Amount is required and must be a decimal, zero is acceptable.
  • ExternalId is optional but if used it must be unique and must be less than 200 characters

Download a sample file.

B. Delivery Method

Once the attendees are imported into your event, how would you like them to receive their ticket or registration information? The options are E-ticket, Mail, or Will Call. Selecting the delivery method does not automatically send communication or confirmation emails. Learn everything about our Email Communication tool.

C. Upload

You're ready to upload your attendee file! Make sure it has all the requirements above and everything will go smoothly! 

 

4. After Import

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When your file has been successfully imported, you'll let you know via a message on your screen. Once the import has been completed, you'll receive an email letting you know the import is ready and a few helpful links to communicate to your attendees. 

 

Pro Tip: If you need more information from attendees, simply import Name and Email, then send an email out asking them to update the rest of their information. 

 

For more information and help on Attendees, view our Attendee Help Guide.

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