*Import Database Registrants

Overview of Process

If you are using the Database feature you can download an import template to import a list of registrants to be entered into the database.  Access the database import template from 2 locations:

• Under Application > Imports > Database Registrants
• Under the Database tab at the top then click on the Import Registrations button 

1) Under Application > Imports > Database Registrants click "Import Registrants".

2) Click on the link "Click here to download the import template" in which you'll add database records. Any global questions you have added to the Database record (under Application > Database > Database Setup under the DB Questions tab) will appear on the template.

Do not change the structure of the template in any way

3) Once you have downloaded and saved the template (registrant_import_template.xls), add registrant data.

4) When you finish entering data, click "Browse" to select the template on your hard drive.

5) Click "Upload Completed Form Template".

6)   A new screen will appear with the registrant list from the Excel file with a check box next to each row.  Check the box of each registrant you need to enter into the database, and click the Import button. Those users will now be entered into the database.

Importing Individuals to the Database

Only basic Demographic Information can be imported to the Database by default.  Determine if there are additional fields of information needed for reporting purposes that need to be included in the import or if you plan to import registrations into events that require more than basic demographic data.  Any additional fields must be created as Global Questions, then those Global Questions must be assigned to the Database Setup at:

Application>Database>Database Setup>DB Questions.  After each needed global question is selected, edit it and type in an Import/API Field Name.  This will add the question to the Database Import Template as a new column.

At Database, select Import Registrants and download the import template to Excel.

• If your account is set for the Login ID to be Email Address, it is recommended that Columns B, C, and I all contain an identical email address.
• Please ignore columns O – R and T.  These are legacy fields that do not apply to the setup of new Learning Stream accounts.  Do not delete these columns, however.  The template structure must stay intact.
• Columns U and V apply if you are importing connections between individuals’ database records.  Please discuss further with your implementation specialist before using these columns.  Do not remove these columns.
• If you have assigned global questions to be imported, those columns will start at W.  The data provided in global question columns must match the expected responses for those questions.  For example, if the questions options are Yes and No, an entry of Y or N will cause the import to fail.

Complete the template with your data leaving all column headers intact as downloaded. Save the file.   Select “Choose File”, then Upload Completed Form Template.

New Account Welcome Message

Column A in the Database Import Template allows a flag to be set to send the Database New Registrant Message, if content has been created for that message in Database Setup under Application > Database > Database Setup > New Registrant Message

This is helpful for customers who are importing database records and wish to send this message automatically to those participants after the import is complete.