Importing Event Contacts

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Cvent allows you to import up to 50,000 contacts into your Address Book at the same time by pulling their information directly from records you submit. This not only saves you time, but also helps keep your data current. Since their information is pre-populated during registration, your contacts can make any necessary updates themselves.
 
NOTE: Just need to upload the latest batch of invitees? Forget the Address Book and import contacts right from your invitation list.

1 Prepare your data. Before opening Cvent, add or export your contacts to a spreadsheet or download this template (you'll be prompted to log in before the file downloads).
 
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After adding your data, save the spreadsheet as a text file (.txt) or Excel workbook (.xls or .xlsx).
 
NOTE: In order for your import to be successful, remove any excess formatting, symbols, and punctuation from your import file.

2 Access the contact import. Now that your data is properly formatted, you're ready to import the file.

Once in Cvent, click Contacts in the top right, then Import.

 
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3 Establish the import settings. Specify how you want to import the contact information. Your options include:
  • Insert new contacts and update existing contacts allows you to add both new contacts and update existing ones in your Address Book. This is the default selection.
  • Insert new contacts, skip existing contacts adds additional contacts without changing information already in your Address Book.
  • Update existing contacts, skip new contacts revisits old information in your Address Book without adding additional contacts.
  • Associate existing contacts to a group or list, skip new contacts lets you assign contacts to contact groups without altering their information. 
 
NOTE: When updating your Address Book, be mindful of empty fields in your records. They will overwrite stored data with a blank.

Choose how you want the system to match your contacts. Since nearly everyone has an Email Address, this option is the most popular. Source ID is best for organizations that have their own internal means of tracking contacts (such as a membership number).

After making your selections, click Next.


4 Import the file. Click Browse... to locate the file on your computer or network. Once you're done, click Next.

Map your columns
to the Cvent fields and click Next again.


Add the contacts to a contact group by clicking Add Contact Group. Your options include:
 
  • Add to new group allows you to create a new group to place the imported contacts.
  • Add to existing group adds new contacts to an existing contact group without removing group members. Enter a name and click Search.
  • Replace members of existing group adds new contacts to an existing contact group and removes the current members. Enter a name and click Search.
 
NOTE: If importing contacts for your eMarketing campaigns, select Distribution List from the Type dropdown.

Click Save or Select and the contact group will now be listed on the page.
 
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Associating the imported contacts to an invitation list is similar. Click Add Invitation List, search for the event, and Select the event you want. If multiple invitations are associated to the event, you'll have to select an invitation list as well.
 
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Once you're done, click Next. Review your selections. If you need to make changes, click Previous.

Confirm you have permission to email these contacts by selecting Yes, then click Finish.


5 Check your work. To check the status of your import, click the link in the message box that appears immediately after a successful import, or click Admin in the top right. Hover over Reporting and, under View, click Recent Imports/Exports.
 
NOTE: Your import will take a few minutes to appear in the report.
 
In the Destination column, hover the User-added image to the right of the name, and click Details. Here, you can determine the number of contacts that were inserted (added to your Address Book), updated (revised with new information), or skipped (failed to import).

 
NOTE: Not sure why your contact was skipped? Check out what each error means and how to fix it.

 

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