How do I prepare my Event spreadsheet to be imported?
If you have a spreadsheet of events that you would like to import into EventGeek, first follow the instructions in this article for preparing the spreadsheet for the upload, then follow the import instructions.
You can click to download this Events Import Template spreadsheet, which already has EventGeek fields set in the column headers: Events Import Template
Preparing your events spreadsheet allows your events information to sync properly with EventGeek fields. These are the basic steps outlined in this article:
- Remove formatting and line breaks
- Extract URLs
- Create column headers for EventGeek fields
- Create Venue and Location columns
- Separate start and end date columns
- Use Planned Amount and Actual Cost Budget columns
- Omit Contacts, Event Staff and Tasks
- Create Custom Fields
- Separate multiple picklist values with commas
Preparing your Event spreadsheet for import
1. Remove formatting and line breaks
Remove all formatting from the spreadsheet including colors, bold, italics, etc. Also remove all line breaks in cells, except in the case of a Notes column. Notes can have line breaks.
2. Extract URLs
3. Create column headers for EventGeek fields
Create a row at the top of the spreadsheet with the event field names from EventGeek as column headers, as shown in the screenshot above.
Include an Event Name column and a Team Name column, as these are required. If your Org only has one team, all events can have the same Team Name, but this column is required for the import to be successful.
4. Create Venue and Location columns
Venue Name and Location should be separated into two columns. If an event has a Venue Name column, but lacks a Location column in the spreadsheet, the Venue Name won't be added to the event.
When adding event Location, make sure to add city, state (if applicable) and country. The Location you add must be able to be found in Google Maps for it to be imported.
5. Separate start and end date columns
When importing event dates, start date and end date should be separated into two different columns in the spreadsheet.
Ensure that the date columns are in date format. Set this in Google Sheets by selecting the columns and going to Format > Number > Date. In Excel, choose the Date format from the drop-down list in the Number group on the Home tab.
6. Use Planned Amount and Actual Cost Budget columns
Currently, you can import total Budget to the event using Planned Amount and Actual Cost fields. Add an event's total Budget to these columns and an Expense named "Total" will be automatically created in the Event Budget after importing.
7. Omit Contacts, Event Staff and Tasks
However, you can import a Leaders column or create a custom members field to import with first and last names or email addresses of members. If these emails are not yet added to your Org, you will receive a notification suggesting to add them during the import process.
You can read about creating Checklist Templates to quickly add Checklists to events and set task due dates based on event start dates.
8. Create Custom Fields
Create Custom Fields in EventGeek Org Settings for any fields you'd like to import that aren't already built into EventGeek.
For example, if you have a column called "Number of Exhibitors", that is not a built-in EventGeek field, so you can create and enable a Number custom field named "Number of Exhibitors". You don't need to set available values for these Custom fields, as this will be done automatically during the import.
9. Separate multiple picklist values with commas
When an event has more than one value for one event info field, you can put multiple values in the same cell, separated by a comma and space.
For example, if you are attending, speaking and exhibiting at an event, in the Roles column of the event you would want three values, separated like this: "Attending, Speaker, Exhibitor". Download the Events Import Template to see more examples.
Once your file has been prepared for import, follow the instructions for importing a csv spreadsheet of Events.