Bulk Upload Guide

Save hours of manual data entry by importing hundreds of speakers, attendees, exhibitors, sponsors, and sessions using Excel or CSV files with automatic image matching.

15-30 minutesIntermediateSupports Images

Where to Start

Import lives on the page for the thing you are importing. Open Dashboard → your event, then:

To import	Go to
Attendees	Attendees → the Import button
Speakers	Speakers → Import
Sessions	Sessions → Import
Sponsors	Sponsors → Import
Exhibitors	Exhibitors → Import

Each Import dialog offers the matching template. Download it, fill it in, and upload the same file back — the columns map themselves.

What You Can Import

Speakers

Profile photos

Max: 1,000

25 min

Attendees

Badge photos

Max: 5,000

20 min

Exhibitors

Logos + banners

Max: 500

30 min

Sessions

Not applicable

Max: 1,000

20 min

The Import Process

Download Template

Excel/CSV format

Prepare Data

Fill required fields

Upload File

Choose entity type

Map Columns

Auto-detected

Upload Images

Zip file (optional)

Validate Data

Check for errors

Review Results

Fix any issues

Import Records

Create/update data

Verify

Check imported data

Speaker Template Example

Required Fields

first_name

Example: Jane

last_name

Example: Smith

email

Example: jane@company.com

Optional Fields

external_id

Example: SPK001

title

Example: Senior Product Manager

company

Example: Tech Innovations Inc.

bio

Example: Jane has 15 years of experience...

linkedin

Example: https://linkedin.com/in/janesmith

twitter

Example: @janesmith

profile_photo_filename

Example: SPK001.jpg

Image Requirements

Supported Formats

JPG, JPEG, PNG, WebP, AVIF, SVG (logos only)

Entity	Image Type	Recommended Size	Max File Size
Speakers	Profile Photo	400x400 - 1000x1000px	5MB
Attendees	Badge Photo	300x300 - 800x800px	3MB
Exhibitors	Logo	400x400 - 800x800px	2MB
Exhibitors	Banner	1200x400 - 1920x600px	5MB
Sponsors	Logo	400x400 - 800x800px	2MB
Sponsors	Banner	1200x400 - 1920x600px	5MB

What to Expect: Validation Results

Validation Complete - 150 rows processed

145 Valid

96.7%

4 Warnings

2.7%

1 Error

0.7%

Row 23: Duplicate email detected

Email: john.doe@example.com - Will skip this row

Row 56: Missing required field

Field: email - Must fix to import

Best Practices

Do's

Start with the template - Ensures correct structure
Test with small batch first - Upload 10 records to verify
Keep original files - Save backups before editing
Validate data before upload - Clean in Excel first
Match images by External ID - Most reliable method
Use consistent naming - Standardize across all files

Don'ts

Don't mix date formats in one column
Don't use formulas (paste values only)
Don't ignore validation warnings
Don't upload images larger than limits
Don't use unsupported image formats (BMP, TIFF)
Don't skip the preview step

Common Scenarios

Import 100 Speakers with Photos

Files Needed

speakers.xlsx (100 rows) + speaker-photos.zip (100 JPG files)

Steps:

1.Fill template with speaker data
2.Add external_id column (SPK001-SPK100)
3.Add profile_photo_filename column
4.Prepare zip file with matching filenames
5.Upload Excel file
6.Upload zip file
7.Select 'Match by External ID'
8.Validate (100 valid)
9.Import
10.Verify photos display

25 minutesSuccess: 98%

Import 500 Attendees (No Photos)

Files Needed

attendees.xlsx (500 rows)

Steps:

1.Fill template (first_name, last_name, email)
2.Add optional fields (company, title)
3.Upload Excel file
4.Skip image upload
5.Validate (495 valid, 5 duplicates)
6.Import valid rows
7.Done!

15 minutesSuccess: 99%

Import 50 Sponsors with Multiple Images

Files Needed

sponsors.xlsx (50 rows) + sponsor-media.zip (150 images)

Steps:

1.Fill template (company_name, email, tier)
2.Add filename columns for all image types
3.Prepare zip with folders (logos/, banners/, white-logos/)
4.Upload Excel file
5.Upload zip file
6.Validate (50 valid, 145 images matched)
7.Import
8.Verify all 3 image types display

30 minutesSuccess: 96%

When an Import Does Not Do What You Expected

A row is missing and the summary says "Failed: 1"

One row could not be created. The summary names the row number and the reason — that line is the answer, not an aside.

Fix that row in your file and import again. Rows that already imported are skipped, so nothing is duplicated.

Your event is called "unnamed-event" or has the wrong date

The Event Info sheet was not read, so the title, date and web address fell back to defaults — and the date becomes the day you imported.

Keep Event Info as two columns, Field and Value, exactly as the template ships it. Do not rename the Field column or reorder the rows.

Columns from your file are simply not there afterwards

A heading was not recognised, and an unrecognised column is ignored rather than guessed at.

Use the headings from the downloaded template. "Company Name", "company_name" and "Company Name*" all work; "Sponsor Org" does not.

"This does not look like a sponsors file"

The file was uploaded on a different tab from the one it belongs to. The check compares your columns against what that tab expects.

Use the matching tab — Sponsors for sponsors, Exhibitors for exhibitors. This check is what stops a sponsor list being imported as exhibitors.

Session times are hours out

Times are read as the local time at your venue, so they depend on the event's timezone being set.

Set the timezone in Settings before importing sessions, then import again. Write plain times (09:00) rather than times with a zone attached.

Your sponsor tier is not one of ours

Nothing to fix. "Government partner", "media partner", "founding member" — whatever you write is kept exactly as you wrote it.

Platinum, gold, silver, bronze and community are ranked and styled automatically. Any other wording is shown as you typed it.

Your speakers are listed, but not shown on their sessions

Speakers and sessions are imported separately, so nothing connects them unless you say which speaker belongs to which session.

Add a speaker_emails or speaker_names column to your sessions file, separating several with a semicolon. Import the speakers first — a name on its own does not create a person, and anything that does not match is reported rather than guessed at.

Sponsors appear in the wrong order

Order comes from the Display Order column when you set one; without it, sponsors fall back to tier ranking.

Number Display Order 1, 2, 3 to put your headline sponsor first regardless of its tier.

If You Sell Tickets on Your Own Site

Point your event at your ticketing page

Open your event, go to Settings, and paste your ticketing address into External ticketing link. Your event page’s button then sends people straight there. Leave it empty to take registrations here as usual.

Use the full address, starting with https://. Everything else about your event — agenda, speakers, sponsors, the mobile app — works exactly the same.

Bringing those attendees across

Selling elsewhere means we never see the sale, so the attendee list is yours to bring over. Export from your ticketing system, paste into the attendee template, and import. You can set registration and payment status as part of the import, so a paid list arrives marked paid, and re-importing later skips anyone already added.

Purchases do not sync back from an outside system automatically — bring them across whenever you want the list current, such as the day before you print badges.

Ready to Import?

Start by downloading a template and preparing your data. Need help with specific entity types?

Bulk Upload Guide

Save hours of manual data entry by importing hundreds of speakers, attendees, exhibitors, sponsors, and sessions using Excel or CSV files with automatic image matching.

15-30 minutesIntermediateSupports Images

Where to Start

Import lives on the page for the thing you are importing. Open Dashboard → your event, then:

To import	Go to
Attendees	Attendees → the Import button
Speakers	Speakers → Import
Sessions	Sessions → Import
Sponsors	Sponsors → Import
Exhibitors	Exhibitors → Import

Each Import dialog offers the matching template. Download it, fill it in, and upload the same file back — the columns map themselves.

What You Can Import

Speakers

Profile photos

Max: 1,000

25 min

Attendees

Badge photos

Max: 5,000

20 min

Exhibitors

Logos + banners

Max: 500

30 min

Sessions

Not applicable

Max: 1,000

20 min

The Import Process

Download Template

Excel/CSV format

Prepare Data

Fill required fields

Upload File

Choose entity type

Map Columns

Auto-detected

Upload Images

Zip file (optional)

Validate Data

Check for errors

Review Results

Fix any issues

Import Records

Create/update data

Verify

Check imported data

Speaker Template Example

Required Fields

first_name

Example: Jane

last_name

Example: Smith

email

Example: jane@company.com

Optional Fields

external_id

Example: SPK001

title

Example: Senior Product Manager

company

Example: Tech Innovations Inc.

bio

Example: Jane has 15 years of experience...

linkedin

Example: https://linkedin.com/in/janesmith

twitter

Example: @janesmith

profile_photo_filename

Example: SPK001.jpg

Image Requirements

Supported Formats

JPG, JPEG, PNG, WebP, AVIF, SVG (logos only)

Entity	Image Type	Recommended Size	Max File Size
Speakers	Profile Photo	400x400 - 1000x1000px	5MB
Attendees	Badge Photo	300x300 - 800x800px	3MB
Exhibitors	Logo	400x400 - 800x800px	2MB
Exhibitors	Banner	1200x400 - 1920x600px	5MB
Sponsors	Logo	400x400 - 800x800px	2MB
Sponsors	Banner	1200x400 - 1920x600px	5MB

What to Expect: Validation Results

Validation Complete - 150 rows processed

145 Valid

96.7%

4 Warnings

2.7%

1 Error

0.7%

Row 23: Duplicate email detected

Email: john.doe@example.com - Will skip this row

Row 56: Missing required field

Field: email - Must fix to import

Best Practices

Do's

Start with the template - Ensures correct structure
Test with small batch first - Upload 10 records to verify
Keep original files - Save backups before editing
Validate data before upload - Clean in Excel first
Match images by External ID - Most reliable method
Use consistent naming - Standardize across all files

Don'ts

Don't mix date formats in one column
Don't use formulas (paste values only)
Don't ignore validation warnings
Don't upload images larger than limits
Don't use unsupported image formats (BMP, TIFF)
Don't skip the preview step

Common Scenarios

Import 100 Speakers with Photos

Files Needed

speakers.xlsx (100 rows) + speaker-photos.zip (100 JPG files)

Steps:

1.Fill template with speaker data
2.Add external_id column (SPK001-SPK100)
3.Add profile_photo_filename column
4.Prepare zip file with matching filenames
5.Upload Excel file
6.Upload zip file
7.Select 'Match by External ID'
8.Validate (100 valid)
9.Import
10.Verify photos display

25 minutesSuccess: 98%

Import 500 Attendees (No Photos)

Files Needed

attendees.xlsx (500 rows)

Steps:

1.Fill template (first_name, last_name, email)
2.Add optional fields (company, title)
3.Upload Excel file
4.Skip image upload
5.Validate (495 valid, 5 duplicates)
6.Import valid rows
7.Done!

15 minutesSuccess: 99%

Import 50 Sponsors with Multiple Images

Files Needed

sponsors.xlsx (50 rows) + sponsor-media.zip (150 images)

Steps:

1.Fill template (company_name, email, tier)
2.Add filename columns for all image types
3.Prepare zip with folders (logos/, banners/, white-logos/)
4.Upload Excel file
5.Upload zip file
6.Validate (50 valid, 145 images matched)
7.Import
8.Verify all 3 image types display

30 minutesSuccess: 96%

When an Import Does Not Do What You Expected

A row is missing and the summary says "Failed: 1"

One row could not be created. The summary names the row number and the reason — that line is the answer, not an aside.

Fix that row in your file and import again. Rows that already imported are skipped, so nothing is duplicated.

Your event is called "unnamed-event" or has the wrong date

The Event Info sheet was not read, so the title, date and web address fell back to defaults — and the date becomes the day you imported.

Keep Event Info as two columns, Field and Value, exactly as the template ships it. Do not rename the Field column or reorder the rows.

Columns from your file are simply not there afterwards

A heading was not recognised, and an unrecognised column is ignored rather than guessed at.

Use the headings from the downloaded template. "Company Name", "company_name" and "Company Name*" all work; "Sponsor Org" does not.

"This does not look like a sponsors file"

The file was uploaded on a different tab from the one it belongs to. The check compares your columns against what that tab expects.

Use the matching tab — Sponsors for sponsors, Exhibitors for exhibitors. This check is what stops a sponsor list being imported as exhibitors.

Session times are hours out

Times are read as the local time at your venue, so they depend on the event's timezone being set.

Set the timezone in Settings before importing sessions, then import again. Write plain times (09:00) rather than times with a zone attached.

Your sponsor tier is not one of ours

Nothing to fix. "Government partner", "media partner", "founding member" — whatever you write is kept exactly as you wrote it.

Platinum, gold, silver, bronze and community are ranked and styled automatically. Any other wording is shown as you typed it.

Your speakers are listed, but not shown on their sessions

Speakers and sessions are imported separately, so nothing connects them unless you say which speaker belongs to which session.

Sponsors appear in the wrong order

Order comes from the Display Order column when you set one; without it, sponsors fall back to tier ranking.

Number Display Order 1, 2, 3 to put your headline sponsor first regardless of its tier.

If You Sell Tickets on Your Own Site

Point your event at your ticketing page

Use the full address, starting with https://. Everything else about your event — agenda, speakers, sponsors, the mobile app — works exactly the same.

Bringing those attendees across

Purchases do not sync back from an outside system automatically — bring them across whenever you want the list current, such as the day before you print badges.

Ready to Import?

Start by downloading a template and preparing your data. Need help with specific entity types?