The Travel Import Tool gives you the ability to upload travel information to a list of registration records. This information can then be sent to the attendee via email and accessed through their account.
Consider an event that is hosting speakers from around the world. Speakers have their travel booked and paid for by your event management company.
Once speakers register, your travel agent is responsible for booking their travel. Once travel is booked, you need a way to communicate this information to the speaker in a concise fashion.
With the Travel Import utility, you can upload all of this data at once, rather than enter this data (i.e. Flight/Confirmation #, Departure Time, Airline, etc.) into each record one at a time. Even more, once uploaded, you can use the Communication Center to send a receipt of this information to your speakers.
Take a look below for additional details and steps on carrying out this process.
Click HERE to learn more about the basics of Travel prompts.
Click HERE to learn more about communicating travel data.
EXPORT, THEN UPLOAD
When ready for the data import process, head back to the dashboard and click on your desired event, then click the Travel Import button (see below):
Once you click this button, you will be led to a guide sheet with step-by-step instructions:
- Download the Excel template (click DOWNLOAD & SAVE THIS SPREADSHEET TEMPLATE)
- Add/edit your data in the Excel template, then save it as an Excel file
- Do NOT remove any columns from these spreadsheet (it's best to leave as is)
- Highlight and copy the data in your Excel spreadsheet that contains:
- Attendee Name and Registration ID for all registrants included in the upload
- The data you would like to change
- The column headers of the data that you would like to change
NOTE: take a look at the Excel schema that you downloaded in step 1 above. Notice at the top there is a row of yellow highlighted cells. These cells tell you what type of data each field will allow:
Say for example that one of your travel data fields is a dropdown menu in the system and only has a limited set of options. To upload data to that field, you need to enter one of those values. The guide helps with this so you don't have to manually check acceptable input types within the system, for each prompt.
Now that you have your desired data copied, head back into the software and click the blue button at the bottom of the page that says Load Spreadsheet or CSV. It looks like this:
When you click this button, you will be led to a dialogue box that allows you to paste your copied data into the system. The data will appear jumbled; however, make sure not to edit the data here. In the next step, you'll have the opportunity to map the data to the right fields in the system.
If you happen to spot a mistake during this step, make sure you go back to your Excel spreadsheet and upload the data there, then re-upload.
When ready, click Step 2 in the bottom right. Step 2 is the data mapping phase. In this step, you will match your column headers (from your Excel file) to the data fields in the Eventsquid system. This step is done so that the data from your spreadsheet is uploaded into the right fields/prompts within the system.
You ONLY have to match/map the fields of data that you're interested in changing:
Once you're finished mapping all fields for the upload, scroll down to the bottom and click the Step 3 button.
The final screen will give you an overview of your data. Go back to Step 2 if it appears that the data columns in the upload weren't correctly matched with the fields in the system.
After you've made sure your data looks good, take note of the Exclude the first row checkbox in the bottom left corner of the window. This is very important IF you copy/pasted your dataset (from Excel) WITH the column headers.
Once all set, click the DONE button in the bottom right corner.