Relevant to: Event Lead Management
In addition to using the Integrate Events mobile app, you can populate an Event with leads by uploading a CSV file in the dashboard. This is useful when you have leads from virtual events and those where the Event Lead Management system was not used for lead capture.
The benefits of uploading leads into the Event Lead Management system include keeping all your lead data in the dashboard, where it can be searched and managed. Uploading a spreadsheet of leads will trigger your usual event workflows such as sending out any follow-up emails and/or sending leads to your integrated Marketing Automation or CRM system.
In this article
Preparing your CSV file for lead upload
Before you begin uploading leads into an Event, ensure that your CSV file is prepared according to the guidelines below to avoid issues during data transfer.
Formatting your file columns
Your CSV file must be formatted with the following columns:
First name | Last name | Email | Any other columns that relate to your form fields
or:
Full name | Email | Any other columns that relate to your form fields
Formatting your file data
Required fields
Ensure your file contains values for all required fields. At a minimum, each lead in your CSV file must contain:
- A full name (first and last name)
- A valid email address
| If a required field value is missing in your CSV file when uploading, the row will not be imported and you will receive an error message. If you experience this issue, refer to the troubleshooting section below. |
Additional columns
To avoid issues with data transfer while uploading leads to an Event, ensure you have followed the guidelines below:
- Ensure that you have added any static values that should be included for all leads. (e.g. Marketo Program Name)
- Ensure that you have added a column for any fields that are used within your form logic (e.g. if you have a 'Collection methods' radio button and logic to hide or display fields according to the user's selection, you should ensure that your CSV has a column for this with an appropriate value. If you do not do this, any fields hidden by logic will not be mapped on import
Adding in Default Values
It is important to note that default values will not be added to the lead record unless the value is provided in the file. This is because the role of the default value is only to pre-populate the mobile app with a starting value, which is then saved when the lead is submitted.
If you have default values (either static values in a hidden field or an initial value in a drop-down or autocomplete), ensure that you manually add a column to your file with the static value and/or manually populate the default value in the file before you upload.
Extended Latin characters
If you are uploading a CSV spreadsheet that contains extended Latin characters (eg. ß é ö æ), it is advised to use Google Sheets for the most compatible formatting. To save a spreadsheet as CSV within Google Sheets, choose File > Download as > CSV.
Field requirements and validations
Radio buttons
Radio buttons by their nature can only be set to have a single value, so these require you to upload a text value that exactly matches one of the values you entered in the Event Form Builder.
| Capital letters and spaces matter. It is advisable to copy and paste the value from the form builder if you are uncertain. |
Checkboxes and fields that accept multiple responses
For all fields that accept multiple responses like checkboxes, the selected responses should be separated with a single comma, with no white space between.
If the checkbox only has one value, use TRUE (or 1) to set as checked, or FALSE (or 0) to set as not checked.
If you have configured the field to work with a different key using the semi-colon method (eg. United Kingdom; UK) you must instead only use the value on the right-hand side of the semi-colon, and not the text value to the left-hand side of the semi-colon.
|
Field type |
Desired result |
Appearance in CSV |
|
Checkbox with 1 option |
Checked |
TRUE |
|
Checkbox with 1 option |
Unchecked |
FALSE |
|
Field with 3 options:
|
Product A & Product C both selected |
Product A,Product C |
|
Field with 3 options, using the semi-colon method:
|
Product A & Product C both selected |
PRODUCT001,PRODUCT003 |
| If existing validation rules on fields are not observed, the value will not show up when you preview the uploaded lead in the dashboard. However, the value will still be stored upon upload and included in any export file that is created. |
Formatting your CSV file
To ensure your CSV file is read correctly by the Event Lead Management system, be sure to use the following settings:
-
- Encoded as UTF-8 - you can usually find this in the Save As dialogue box.
- With commas set as the delimiter (separator) - if you don't have this set as the default, you can change this in the computer settings:
| Windows | Mac |
| 1. In Microsoft Windows, click the Start button, and then click Control Panel. 2. Open the dialog box for changing Regional and Language settings. 3. Type a new separator in the List separator box [this needs to be a comma] 4. Click OK twice. |
1. Go to System Preferences, click on Language & Region 2. Click on Advanced… and set the Number Separators to a comma 3. Click OK. |
| After you change the list separator character for your computer, all programs use the new character as a list separator. You can change the character back to the default character by following the same process. |
Preparing your Event for lead upload
To avoid issues with data transfer while uploading leads to an Event, ensure you have followed the guidelines below:
- If your event is only being used for lead upload and is not for use within the mobile app, be sure to remove entry method questions and any badge scan or business scan fields (they may be added automatically depending on if you have copied from a template)
- If the event is being used for both lead upload and with the mobile app, you can keep an entry method question, but you must add a column to your CSV to account for this (see Additional Columns section)
- Keep in mind any logic set in your form will be applied during lead upload
- Consider ticking the option to 'Allow additional values' on Autocomplete fields if you are unsure whether the values being sent will match the options selected. Where a value uploaded does not match, you may be able to add a mapper in your Event source (if using Integrate sources to govern your data) to transform the values before they reach your MA/CRM
Sending uploaded Event leads through the Demand Acceleration Platform to your CRM
Before sending Event leads through the Demand Acceleration Platform to your third-party CRM (such as Marketo), you must map Event form fields in the Event Lead Management system to those in an Event Source.
Refer to the guide below for complete instructions:
And ensure that:
- The same fields exist in all platforms, including your CSV file
- Required statuses are consistent in all platforms, including your CSV file
Uploading leads into an Event
For new Events or existing Events that have not captured any leads yet
1. Create or open the Event where you would like to upload leads.
2. Click on Upload a file....
|
You can click 'Download an example leads file' to download a sample spreadsheet. |
For existing Events that have already captured leads
1. Create or open the Event where you would like to upload leads.
2. Click the Actions drop-down menu and select Upload Leads.
3. Select the relevant CSV file.
4. Map the headings (using the drop-down menus) to the corresponding form fields.
In the example below, the column containing names should be mapped to 'Full Name' and the column containing email addresses should be mapped to 'Email'. Data that isn't mapped to your form can be discarded.
| You must map Email and Full name (or First name and Last name). These are required fields and you will see an error if you attempt to upload leads without them. |
5. Click Import to add the leads to your Event.
Troubleshooting
Below are some common issues that you may encounter and how to rectify them.
| Issue | Reason | Solution |
|
I received an error message that says "Errors occurred while processing some of the data in your uploaded spreadsheet" and indicates data was not provided in my row(s). |
This indicates you are missing required field value(s) in your CSV file. When this occurs, the row will not be imported and you will receive an error message. | Add in the required field values and re-upload your file. Any rows that contain an exact duplicate of a row already uploaded will be skipped. |
Frequently Asked Questions
Will you de-duplicate or merge records on upload?
Records will not be merged on upload. Instead, a duplicate lead will be created if the record contains different information than previously uploaded.
Can you upload leads into check-in enabled events?
For check-in enabled events, you can upload Pre-registration data rather than leads.