How To: Importing Sessions
- Marcel van Egdom
Task
Collate and prepare Session Information to Import into your Event.
Pre-requisites
Create a Theme
Create a Event Day
Create a Room/Venue
Create Session Type
Instructions
Within the Admin Tools Dashboard, navigate to the “Event Config” module and then 'Import" via the charcoal navigational bar on the left-hand side of the platform.
Click the ‘Select Importer’ tab on top of the screen and select ‘Import Sessions’ from the dropdown list.
You can now download your CSV file. You can find the CSV file template via the blue "Download Import Template" link as per below image. When you click this link, the CSV template will download to your computer for you to then input your data.
When you have completed inputting your data, you will need to ensure your document is saved as a CVS UTF-8 (Comma-delimited) (.csv) file. You may need to "Save As" your document to ensure it's saved as this file type.
Please refer to the below table to note the fields which are required for a Session Import.
CSV Column Letter | Column Name | Mandatory (Yes/No) | URL SLUG | Information/Notes |
A | id | No |
|
|
B | title | Yes |
|
|
C | description | No but suggested to input at this stage |
|
|
D | session_type_id | Yes | /admin/session_types | You can find the ID within the URL Slug to the left. |
E | event_id | Yes | /admin/events | You can find the ID within the URL Slug to the left. |
F | day_id | Yes | /admin/days | You can find the ID within the URL Slug to the left. |
G | time | Yes |
| Session start time, in 24hr. eg. 20:00 |
H | duration | Yes |
| Session duration. This is required in minutes only. Eg. 2 hours = 120. |
I | background_image | No |
|
|
J | talk_ids | No |
|
|
K | moderators_ids | No |
|
|
L | moderators_emails | No |
|
|
M | venue_ids | No but suggested to input at this stage | /admin/venues | This is the "Room" this Session is being held in. You can find the ID within the URL Slug to the left. |
N | theme_ids | Yes | /admin/themes | You can find the ID within the URL Slug to the left. |
O | registration_required | No |
| Leave this blank |
P | bookable | No |
| Leave this blank |
Q | booking_start_date | No |
| Only required if bookable is TRUE. Format required: |
R | booking_end_date | No |
| Only required if bookable is TRUE. |
S | featured | Yes |
| This needs to be TRUE OR FALSE |
T | active | Yes |
| This needs to be TRUE OR FALSE |
U | completed | No |
| Leave this blank or input TRUE OR FALSE |
V | external_id | No |
| TBA |
W | visibility | No |
| TBA |
Once you have completed all of the details within the CSV file, you can now go back to the evexus event website/platform to import your data.
It's always good practice to import only 1 Session as a test, to ensure this imports correctly before you import the whole document.
Within the Sessions Import page, you will need to click "Choose File" and upload your CSV. Once your file has uploaded with the name of the file next to the button, you can now press "Submit" and commence the import process.The Import may take a few minutes to complete based on how many Sessions are within the document. You can refer to the Sessions page to check in on the progress of the import, refreshing every so often to ensure you are seeing the most up to date Session list.
If any of your columns are not completed correctly for a successful import, you will receive an email which outlines the errors. Where there is an error in your document, the import will cease at this row, and not import anything after this error/row. An example of an error is as per below, this CSV did not have an Event ID in the relevant column and therefore did not import. If you do have any errors in your CSV, you will need to rectify these and complete the import/upload process again.
You can also see your successful or failed imports at the bottom of the imports page. They will show within this section
Once your import/upload is complete, it's also good practice to cross check to ensure all of the Sessions have imported correctly.
Outcome
Once complete, all your Sessions inputted into your CSV file will now be imported into the evexus event website/platform. If you have marked the Sessions as ACTIVE, these will show within the Agenda.