How To: Importing Speakers

Owned by Marcel van Egdom
Last updated: May 30, 2024
4 min read

Task

Collate and prepare Speaker Information to Import into your Event. 

Pre-requisites

Instructions

  1. Within the Admin Tools Dashboard, navigate to the 'Event Config" module and then “Imports” via the charcoal navigational bar on the left-hand side of the platform.

  2. Click the ‘Select Importer’ tab on top of the screen and select ‘Import Speakers’ from the dropdown list.

  3. 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. 

    image-20240530-000557.png

  4. 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. 

  5. Please refer to the below table to note the fields which are required for a Speaker Import. 

CSV Column Letter

Column Name

Mandatory (Yes/No)

URL SLUG

Information/Notes

A

id

No 

 

 

B

pronoun

No

 

 

C

first_name

Yes

 

 

D

last_name

Yes

 

 

E

email

Yes 

 

This needs to be a unique email. If the Speaker already has a User Profile, the import will upgrade their User Profile to a Speaker Profile. 

F

location

No

 

 

G

state

No

 

 

H

country

No

 

 

I

phone

No

 

 

J

bio 

No but suggested to input at this stage

 

 

K

company

No but suggested to input at this stage

 

 

L

job_title

No but suggested to input at this stage

 

 

M

company_website

No

 

Enter a valid website URL, including https:// 

N

theme_ids

No

/admin/themes

You can find the ID within the URL Slug to the left. 

O

talk_ids

No but suggested to input at this stage

/admin/talks

You can find the ID within the URL Slug to the left to link the Speaker directly to their Talk if this has already been uploaded into the Platform. 

P

event_ids

Yes 

/admin/events

You can find the ID within the URL Slug to the left. 

Q

speaker_type_id

Yes 

/admin/speaker_types

You can find the ID within the URL Slug to the left. 

R

featured

 No

 

This should be updated to be TRUE or FALSE.
TRUE = FEATURED SPEAKER. 

S

facebook

 No

 

Enter a valid Facebook URL, including https:// 

T

twitter 

 No

 

Enter a valid X URL, including https:// 

U

linkedin

 No

 

Enter a valid LinkedIn URL, including https:// 

V

external_id

 No

 

TBA

W

profile

No

 

TBA

  1. Once you have completed all of the details within the CSV file, you can now go back to the evexus event website/platform to Upload your Completed Import Template file.

  2. Before the commencement of your import, always check to ensure your Trigger Notifications are set to either TRUE or FALSE based on what you require. (/admin/emails) 
    Please refer to How To: Trigger Notifications for further information about how these function.

  3. It's always good practice to import only 1 Speaker as a test, to ensure this imports correctly before you import the whole document. 
    Within the Speakers 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.

    image-20240409-025529.png

  4. The Import may take a few minutes to complete based on how many Speakers are within the document. You can refer to the Speakers Admin page to check in on the progress of the import, refreshing every so often to ensure you are seeing the most up to date Speaker list. 

  5. 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

  6. Once your import/upload is complete, it's also good practice to cross check to ensure all of the Speakers have imported correctly. 

Outcome

Once complete, all your Speakers inputted into your CSV file will now be imported into the evexus event website/platform and will be shown on the Speakers Page. 

Further Reading