Import participants into event

Jenna Magnotti

 Hello,

Does anyone know how or if it's even possible to register participants to an event by doing an import? They are existing constituents in Raiser's Edge, they just need the event added to their record?

Any help would be greatly appreciated.

Thank you! 

Helen Wieger

Jenna Magnotti:

 Hello,

Does anyone know how or if it's even possible to register participants to an event by doing an import? They are existing constituents in Raiser's Edge, they just need the event added to their record?

Any help would be greatly appreciated.

Thank you! 

Hello Jenna,

Yes it is possible. The instructions are found in the knowledge base solution BB31375.

The one thing I would caution on: If you are importing registrants ("hosts"), you can use the Participant import. If you are importing guests (under a registrant), you must use the Guest import. If you use the Participant import it will ignore that you made them guests and will import them as hosts. Once guests are in the event, you can update them (eg. change invitation status, add attributes) through the Participant import.

Jenna Magnotti

Helen Wieger:

Hello Jenna,

Yes it is possible. The instructions are found in the knowledge base solution BB31375.

The one thing I would caution on: If you are importing registrants ("hosts"), you can use the Participant import. If you are importing guests (under a registrant), you must use the Guest import. If you use the Participant import it will ignore that you made them guests and will import them as hosts. Once guests are in the event, you can update them (eg. change invitation status, add attributes) through the Participant import.

Hi Helen, 

Thank you for your help. Do you know if I can import using the Constituent ID? If so, what field would I map it to?

Jenna 

  

Helen Wieger

Jenna Magnotti:

Hi Helen, 

Thank you for your help. Do you know if I can import using the Constituent ID? If so, what field would I map it to?

Jenna 

  

Theoretically you should be able to. When you open the import on Tab 1 there are a variety of options. Under "How do you want the system to identify existing constituents?" select "Use Constituent ID".

When I select that option I don't see "Constituent ID" as an optional field in the import field linking. You could try ("Validate only") with using the "Constituent Import ID" field to see if that becomes the Constituent ID based on selections on Tab 1. Otherwise I would chat with support about that.

Another option: If you have all the Constituent IDs, you could easily create a query of all those constituents, then export their Constituent Import IDs and use those.