Importing Guests with Tickets requires our assistance. This import is available to new customers only and is generally done when the software has been introduced late in the planning process when ticket sales are nearly complete and recorded elsewhere.
Ticket imports range from simple to very complex:
Keep in mind that Bidder Numbers and Table/Seat Assignments can be bulk edited after import, and couples can be linked to share bidder numbers (or unlinked) from the ticket page at any time.
Minimum Data for Simplest Ticket Imports
Format 1 - Simple
1. The simplest ticketed guest import requires only the names of your guests, using the first/last name columns OR the full name column headers, depending on how your spreadsheet is formatted.
2. Although emails are optional, we always recommend importing those you have. Email addresses allow you to:
- invite guests to check-in online prior to your event (and provide any missing contact information).
- invite guests to place online/mobile bids or votes.
- use the self check-out feature (allows guests to check-out via their smart phones).
- email receipts.
Format 2 - Still Easy Import: Linking Couples to share Bidder Numbers
The link_id column denotes which guests are assigned their own bidder number (specify a unique link_id) and which guests will be assigned a shared bidder number (specify a shared link_id). To share a bidder number, guests must share a link_id AND be on adjacent lines.
Tip: If you have already assigned bidder numbers, they can also do double-duty as the link_id. Use the column header bidder_number, then copy and paste the data to a new column labeled link_id.
Note: if your spreadsheet has couples (John and Mary Smith) sharing a bidder number on the same line, use Format #3.
Format 3 - Couples Name in Same Cell + Sharing Bid Number
1. If your spreadsheet has couples' names in a single cell and you want them to share a bidder number, you must have a ticket type for two (2) guests with a shared bidder number on your site and
2. Add a column and specify the type of ticket each guest should be assigned.
3. The link_id column is only necessary if you also have guests on single tickets that you would like to link to share a bidder number.
Other commonly used column headers for simple ticketed guest imports:
- bidder_number (only use if already assigned)
Note: Some gateways require specific data in order to process credit card transactions. If you'll be using Vanco, SchoolPay or WePay as your gateway, this data should be included in the import or it will have to be manually entered before a transaction:
- Vanco and SchoolPay: Full name and complete billing address
- WePay: Zip code and email address
Preparing Your Import:
- If one of the simple imports above will work for you, organize your spreadsheet as shown. It's often easiest to simply copy and paste the column headers shown onto the matching columns in your spreadsheet - or you can use our Sample spreadsheet templates. Note that the default Sample sheet is for the simplest version. Additional options are provided in the workbook sheets/tabs.
- Review your spreadsheet to confirm that each row contains data in all cells for required columns/fields. You can find more detailed guidelines on organizing and reviewing your spreadsheet here.
- When you're ready, send your import request to email@example.com - be sure to attach your spreadsheet. We will notify you when your import is complete and your data is visible (generally takes 48-72 hours)
- Once data has been submitted for import, all new ticket sales must be entered directly into the software. Imports cannot update existing records and multiple imports are fraught with risks so do not continue to use spreadsheets for data collection. Plan on importing your existing data promptly, then create new records by entering data directly into the software. There are few upsides and many downsides to waiting to import until the week prior to your event.
Be aware that it is always easier (and faster) to manually enter table tickets. And if you offer a wide range of tickets and sponsorships, you may want to simply upload their guest and buyer data, then use the more intuitive software forms to create the ticket orders, selecting the buyer and guest records rather than typing their information. Many find it simpler and faster to manually enter tickets than to prepare their spreadsheet for the complex import needed to re-create transactions and orders.
You can preview instructions for organizing your data here and view the sample spreadsheet for a complex import here.