Import participants and guests from Events to your Contacts section
Introduction
When you use Artshell to organize events that require mandatory registration or allow participation by invitation only (sent via Artshell’s Inviter feature), you’ll find yourself interacting with a group of Contacts represent a valuable source of information for your business.
These Contacts a network of potential customers, collaborators, or supporters that you may want to nurture and maintain in the Contacts section of your Artshell account.
Once the events are over, you may want to transfer the collected data to the Contactssection. When there are a large number of participants, this process must be carried out carefully to avoid errors or overwriting. For this reason, this article provides a detailed guide with all the steps needed to correctly import Contacts data.
Step 1: Open Reservations
- Select the event for which you want to download the list of Contacts and any guests (if you used the Artshell Inviter).
- Select the " Details" tab in the upper-left corner of the record .
- From the drop-down menu, click Reservations.
Step 2: Export and review the participant Excel file
- Click the Actions button .
- Select the first option, " Export participants to Excel," to automatically download the Excel file.
Once you've downloaded the Excel file, select it to open it. The file consists of:
Sheet PARTICIPANTS
This sheet contains all the Contacts information for Contacts of your event.
Click the title to expand it and read the content:
Explanation of column headings
| Column(s) | What's inside |
|---|---|
| A | Contact ID. A filled-in cell indicates that the contact was already in your Contacts section. An empty cell indicates that the contact was not in your address book. |
| B - C | The contact's first and last name as entered by the contact when registering for an event, or as entered by you or an authorized external user when using the Inviter feature. |
| D | Company. Information from the record , if available. If the contact is not in your address book, the field will be empty. |
| E - F | Contact type and contact tag. Information from the record , if available. Otherwise, the field will be empty. |
| G | The email address as entered by the contact when registering for the event, or by you if you used the Inviter. |
| H - M | Fill in this information only if the contact is in your address book. |
| N | The language in which the invitation was sent, either by you or by the person or organization you authorized via Inviter. |
| O - P | Address. Information regarding the contact's address. |
| Q | Invitation or activity type. The type of invitation created for the event (e.g., VIP or PRESS) or the name of the activity (e.g., Opening Reception or Guided Tour). |
| R - V | Information regarding the duration of the event, as specified by you during setup. |
| W | Participant restriction. The "tag" value indicates that the contact was sent a pass, such as VIP or VIP+. The pass name is also assigned as a tag; see the "AL" column. The value "no" indicates that the contact registered on their own and did not receive a pass. |
| X | Restriction type. Value associated with column W. Displays the name of the pass, as a tag, assigned to the contact. |
| Y–Z | Specific times and days; RSVP required. |
| AA - AB | Coupons used by participants, if applicable. |
| AC | The day the contact was added or received the invitation, if the Inviter feature was used. |
| CEO | Yes: The contact has received a pass that allows them to bring a guest. No: The contact has received a pass that does not allow them to bring a guest. Note: The fact that a contact is allowed to bring a guest does not mean that they have actually done so. |
| AE - AF | Guest information, if applicable and entered. If you use the Inviter feature, this option must have been requested during setup. If you would like to add the ability to collect information about your event, please contact our sales@artshell.eu department. |
| AG - AH | Date and time of contact entry. Empty cells indicate that the pass was not scanned, so the entry was not recorded. |
| AI | Invited by: The name of the person, company, or organization that sent the pass to the contact. |
| AJ | Yes: The contact activated the pass. No: The contact did not activate the pass. |
| AK | QR codes generated when the pass is activated. If the pass has not been activated (column AJ = no), the cell remains blank. |
| AL | Tags assigned to the contact following their interaction with the event: newsletter-ok, the contact has agreed to subscribe to the newsletter; privacy-ok, the contact has accepted the privacy policy, which is required for registration; treatmentA-year, the contact has agreed to have their data shared with third parties. |
Step 3: Import your Contacts
After verifying and cleaning up the Excel file, you can proceed to import the Contacts your Artshell account.
To import your Contacts these steps:
- Select the icon .
- Click the " Import" option.
- Click Contacts and download the Excel template.
- Copy the data from the " Participants " file into the Excel template up to column Q (Country), making sure to keep the column names consistent, such as First Name, Last Name, etc.
- Once you're done, click " Browse " to upload the file, then click " Import."
Step 4: Import Invitations (only for Inviter)
If you used Artshell's Inviter to organize your event, you can import the history of invitations sent by you or by authorized external users.
Inside the "Export Participants" file, you'll find a second sheet containing the details of Contacts and information about the person who invited Contacts. This file allows you to see how many invitations were sent to a specific contact and which person, company, or organization sent the invitation first.
Let's take a look at the layout of the second sheet:
Sheet INVITED BY
Click the title to expand it and read the content:
Explanation of column headings
| Column(s) | What's inside |
|---|---|
| A - E | Information about the invited contact. If the same contact has been invited multiple times, their information will appear on multiple lines. |
| F | Invited by.
Name or company that sent the invitation. |
| G - H | Type and year of the pass submitted. |
| I | Primary Inviter.
The values in this column should be interpreted in relation to the names in column F: yes: indicates that the person or company that invited the contact is the primary inviter, meaning they were chronologically the first to invite the contact. no: indicates that the person or company that invited the contact was not the first to invite the contact. |
| J | Invitation activated.
Whether the pass has been activated by the contact. |
To import invitations, follow these steps:
- Make sure you've already imported the Contacts from the Participants sheet.
- Clean up the " Invited " file by removing any Contacts that are Contacts listed in the " Attendees" file.
- Download the Excel template for importing invitations.
- Once you have downloaded and opened the Excel invitation import template, you will notice that the columns are the same as those in the " Invited by" sheet. Proceed by copying and pasting the columns into the corresponding Excel template for the invitations.
FAQs and Specific Cases
I see " Contacts file Invited by but not in Participants
This happens if you manually removed Contacts the " Attendees " field but didn't perform the same cleanup in the " Invited by" field.
record consisting of multiple invited addresses
If a contact has multiple email addresses (e.g., personal and work) in their record , all invitations received are associated with the same record .
Email address appears in two separate records
In this case, the invitation will be included in both records.