How to Upload Exhibitors - Video


In this video, we'll show you how to use the import utility to upload exhibitors from a spreadsheet.

From the main event details screen, click on the Utilities button in the top navigation, and then select Exhibitors from the tabs on the left.

We'll begin by downloading an existing spreadsheet to use as a template.

There are two links for file downloads. Use the first if you are going to use a spreadsheet program to manipulate your data.

Or, if you are going to use a script or other automated means to manage your data, use the second link.

For our example, we'll use the first link.

Let's look at the columns in the spreadsheet.

The ID column is the exhibitor's ID in our system. If you're exporting your data from another system, or adding new records, you can leave this column blank.

This is followed by the exhibitor name, a description, and a booth number. The Booth field may contain multiple booth numbers.

Next is the exhibitor's website URL, and a URL for the exhibitor's logo image.

After that, we have contact information, including Email, Address, Phone, and Fax.

Social media links may include Facebook, Linked In, Twitter, and YouTube.

Two optional custom fields are also available.

The External Key field is the primary key for the exhibitor in your source system. This provides a stable, unique identifier for each row, so you want to be sure to include this data.

If an exhibitor with a matching key is found, it will be updated. Otherwise, a new exhibitor will be created.

The External Timestamp is not used by Eventsential, but we can store this value if you provide it. Your system might use this, for example, to determine whether the data that’s in Eventsential is up to date.

If you've set up tag groups for exhibitors, the next few columns may be used for the tags. There will be one column per tag group.

Multiple tags in each group should be separated with a pipe delimiter.

The last column is the Version number. Eventsential uses this to prevent two users from editing the same item at the same time. If you're exporting your data from another system, you can leave this column empty.

Now that you have a template, you can export your data from the source system. You may be able to export your data directly to a .CSV file, or if not, you can paste the data into the template that you've downloaded, which is what I'll do now.

Save your spreadsheet as a .CSV file.

Then, go back to the Utilities page, and select your file in the Upload Data section at the bottom of the page.

Then, click on the Upload File button.

And that's it! Existing records have been updated, and new exhibitors have been created. Exhibitors are not deleted as part of the upload process, so it's possible to upload a partial list.

Be sure to check out these helpful links on the Utilities page for more details on the upload process.

Thanks for watching!

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