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Importing Data

How to import Sessions, Speakers, Exhibitors, Sponsors, and Team Members

Importing helps users create new event contacts, sessions, exhibitors, and sponsors, as well as update fields for existing records.

Before you start importing, let's review some important requirements for your import file.

File Requirements & Technical Limitations

  • Imported files must be saved as UTF-8.

    Excel files: Excel does this by default in North America. For other regions, open in Excel, go to File → Save As, choose "CSV (Comma delimited)" and in the Tools dropdown next to Save, select "Web Options" → Encoding → UTF-8

    Google Sheets: Download → CSV automatically gives you UTF-8

    Database exports: Look for encoding options and select UTF-8

  • The limit of records that can be imported per file is 1000.

  • Phone numbers (i.e., Mobile Phone & Home Phone fields) must be in the following format: +1 (123)456-7891

    • Numbers must include the country code as well as the area code.

  • URL links (i.e., website, LinkedIn URL, headshots) should be provided in the following format: https://sample-website.com.

  • Session dates and times should be in the following format: DD/MM/YYYY HH:MM (Example: 08/08/2025 09:30)

    • The formatting of session dates and times ensures that Sessionboard is most consistent across all regions.

  • Currency field types can not be imported at this time.

How to Generate An Import Template

NOTE: To import data for a field that isn’t standard in Sessionboard, first create the custom field and add it to your view before generating the import template. This ensures the custom field is included in the template.

  1. Within the module you will be importing to (i.e. Contacts, Speakers, Sessions, Sponsors, or Exhibitors), select Options > Import.
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    To generate an import for the Event Team module, select Import > Generate Import Template.



  2. Within the pop-up model, select the option to Generate Import Template.

    1. Templates will automatically download to your device as a CSV file.
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Session Import Template

When using the Sessions module import template, do not add information into the column Session Friendly ID. Session IDs are assigned to new sessions upon import/creation. This field can be utilized if you wish to import data to update existing sessions.

How To Import New Records

For this demonstration, we will review importing contacts; however, this workflow can be followed for importing sessions, speakers, exhibitors, sponsors, and team members.

 

NOTE: To import data to a custom field, add the custom field to your view before importing your data. This will ensure the custom fields within your file are mapped to the custom fields within Sessionboard. 

 

  1. Within the module you will be importing to (i.e. Contacts, Speakers, Sessions, Sponsors, or Exhibitors), select Options > Import.
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  2. Within the pop-up model, select Upload a file to import and admins will be prompted to either select a file on their device to import or copy and paste table data.

  3. Select if your file has a header or not to continue with the importing process. Once completed, select the blue 'Next' button at the bottom right-hand corner of the screen.

    1. NOTE: The system will automatically detect the first row as a header.
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Map your fields: Within this window, you will have 2 columns. The left column provides all of the fields within the event while the right column shows you what fields were included in your imported file. Map your file fields to the fields reflected in the event. Once completed, select the blue 'Next' button at the bottom right-hand corner of the screen.
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NOTE: When mapping your columns within the import process, ensure to use Ignore this column for fields you will not be importing to prevent overwriting existing data within your event.

  1. The last step is to verify that the data is correct. The system will highlight any rows that may need additional attention if a field is invalid. Click on the red cell(s) to identify the error and make updates as needed.

  2. Click the blue 'Submit' button at the bottom right-hand corner of the pop-up window for the system to proceed with importing your data.

  3. Once your data has been successfully imported into your event, you will receive a confirmation message on the screen.​

How to remove date/time formatting in an Excel file:

When entering date and time values into an Excel cell, Excel might automatically reformat these entries in a way that isn't compatible with Sessionboard. To ensure proper data import into Sessionboard, admin users should follow the instructions below to remove any automatic formatting applied by Excel.

  1. Select the cell(s) that you’ll enter numbers into.

  2. Press Ctrl + 1 (the 1 in the row of numbers above the QWERTY keys) to open Format Cells.

  3. Select Text, and then click OK

How To Import To Update Existing Records


To import data so that it updates existing records, you will need to include the following fields within your import file. 

NOTE: When mapping your columns within the import process, ensure to use Ignore this column for fields you will not be importing to prevent overwriting existing data within your event.

  • Updating Contacts (i.e. Speakers):

    • First Name

    • Last Name

    • Email

  • Updating Sessions:

    • Session ID

    • Title

    • Status

       

  • Updating Groups (i.e. Exhibitors, Sponsors):

    • Name
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Additionally, the column 'Update record if already exists' should be included in your import file with records that need to be updated associated with the word 'TRUE'.