Synchronizing Spreadsheets

This article explains how to synchronize attendees, agenda, speakers, and sponsors data using spreadsheets. You can update or add multiple entries at once, making it easier to manage large events with complex schedules.

The ease of use allows you to upload new information without needing to change each attendee's, speaker, sponsor, or activity data.

Synchronizing attendees data via spreadsheet

You can send various spreadsheets with the attendees' updated data. The updated attendees' information can be sent via the platform during the event. It can be automatically synchronized with the new data and available to the attendees.

Which tool allows this synchronization?

We use the Sync functionality on the attendees' list. To do so, you need to use the standard spreadsheet download (Importing/ Exporting Spreadsheets), fill in the Name and Username columns corresponding to the attendees you would like to update the data. Fill in the other relevant information in the correct columns.

The only item that cannot be edited is the Username. If you are using an email as the username, this means that you will not be able to edit the email.

Click here for further information on usernames.

How do I add a new column to the attendees' standard spreadsheet?

To add a new column to the attendee standard spreadsheet, you need to create a new question in the registration form. To learn how, click here. Set the answer type as plain text.

Once the new question is added you can go to People > Attendees > Edit > Import > Download demo file > the new field will show on the spreadsheet, you need to fill in the name and username columns to sync the new data with the original attendees. Then import the spreadsheet.

Synchronizing activity updates via spreadsheet

Synchronizing activity updates in bulk can be done efficiently using a spreadsheet. This process allows you to add or modify multiple activities at once, ensuring a seamless update to your activity agenda.

To begin, navigate to Agenda > Activities > Edit > Import in the platform. Here, you will find the option to download a Demo File, which serves as a template for your activity updates. Downloading this file ensures that your spreadsheet is formatted correctly for a smooth import process. Refer to the Agenda Management article for more information

Once you have the template, fill in the necessary details for each activity. The spreadsheet includes several key columns: Name, which refers to the title of the activity, and Description, where you can provide details about the session. You will also need to specify the Start Time and End Time to define when the activity will take place. Additionally, you can include the Location, whether physical or virtual, to guide participants. If there are speakers or sponsors associated with the activity, their names should be entered in the corresponding columns, separated by commas if there are multiple entries.

After completing the spreadsheet, return to Agenda > Activities > Edit > Import and click the Import button. Select your file and upload it to the platform. Once uploaded, the system will process the information and synchronize the activity updates accordingly.

Synchronizing sponsors' data via a spreadsheet

This method allows you to add or update multiple sponsors at once, ensuring accurate and streamlined event management. To get started, navigate to Event > Sponsors > Edit > Import, where you will find the option to download a Demo File. Once you have downloaded the demo file, fill in the necessary details. The spreadsheet includes several important columns:

CompanyName: The sponsor’s name.

Email: A unique identifier for each sponsor, such as an email address.

Bio: Details about the sponsor, including background information or key contributions.

Logo URL: A link to the sponsor’s logo, which must be hosted on InEvent’s servers.

Refer to the Sponsors article for more information

Synchronizing speakers' data via a spreadsheet

This method allows you to add or update multiple speakers at once, ensuring that all relevant details are accurately reflected in your event.

To begin, navigate to Event > Speakers > Edit > Import, where you can download a Demo File. This file serves as a template to help you format your data correctly before uploading it to the platform.

Once you have downloaded the demo file, fill in the required details for each speaker. The spreadsheet includes several key columns:

• Name: The full name of the speaker.
• Username: A unique identifier for the speaker, such as an email address.
• Bio: A short description of the speaker, including their background or expertise.
• Role: The speaker’s role in the event (e.g., Keynote Speaker, Panelist).

  

Refer to the Speakers article for more information

Best Practices for Spreadsheet Synchronization

1. Use the demo file: Always start with the demo file to ensure the correct format.
2. Backup data: Export your current data before making bulk changes.
3. Test with a small file: Upload a small sample file first to check for errors.
4. Check for updates: After syncing, review the platform to ensure all data is accurate.