Combining Previous TeamRaisers for Curent Year Participants

Katie,

Great question! And one I've never seen or heard. I'm going to send this up to the TR team and see what they recommend. This may need some sort of custom work and discussed offline. Please let me know if you don't hear from someone on the TR team by EOB tomorrow (7/19)

Kent

Kent Gilliam:

Hi Katie,

 

I confirmed that this isn't possible out of the box. This has never been requested before so our team isn't really sure it it would even be possible with a significant project that could port over the data. If you're interested in this you can contact your AM and ask them to have this scoped.

 

Only other thing I can recommend is associating the new combined event with the larger of your other two past events and build a communication strategy for past participants from the other event that is not connected to this new one. 

 

Wish I had better news for you. Something you might do is go to Convio Ideas in the support portal and submit this as a feature enhancement.

 

Kent

I subscribed to this thread 'cause I was curious. This is the answer I expected.

I did have an idea, though I bet it is unworkably clunky.

What you want is the ability to recover the accounts and teams from two TRs, when you can only associate one as the previous event.

So what if you created a new teamraiser as the previous event, and then just imported both participant and team groups into that TR? The new TR wouldn't have to be pretty, its just a bucket for the participants.

I think you could build the import CSVs using report writer. Then just import using Teamraiser > Imports > Upload Registrations.

Kent Gilliam:

Brian.... This is why we pay you the big bucks! (what's that? we're not paying you? lol) I really thought about importing but I've never imported this much content. Do you think it's possible? If it is and you have time to document how to do this I think our TR team (and definitely myself) might be able to come up with a little token of thanks. We have so many orgs that have multiple events and with the economy I've definitely seen some in larger metro areas combine. (I live in DFW so I've seen the scenario Katie shared).

 

I'm going to share this with the TR team and see if someone can try this in one of our test sites too. If you beat them to the answer let me know. I know this info would help quite a few clients.

 

Once again you're a rockstar!

 

Kent 

If you take a look at the import upload tab, there is a section listing the fields you can import...

BATCH_ID

BIRTH_DATE

CITY

COMPANY_ID

CONS_ID

COUNTRY

EMAIL

EMERGENCY_NAME

EMERGENCY_PHONE

EMPLOYER

EVENT_NAME

EXTRA_GIFT

FEE_PAID

FIRST_NAME

FR_ID

GENDER

GOAL

IS_CAPTAIN

LAST_NAME

MEMBER_ID

MIDDLE_NAME

OCCUPATION

OPT_IN

PARTICIPATION_ID

PARTICIPATION_TYPE_NAME

PASSWORD

PAYMENT_TYPE

PHONE

PREFIX

RACE_NUMBER

REGISTRATION_DATE

STATE

STREET1

STREET2

SUFFIX

TEAM_COMPANY

TEAM_DIVISION

TEAM_GOAL

TEAM_ID

TEAM_NAME

USERNAME

ZIP

So the first task will be to get a report with as many of these fields as is needed so you can build the CSV for importing. If I find some more time, I'll see what exists in ReportWriter for these.The list above should also be the title of each column in the CSV.

I don't know of a size limit for imports, but you can always do it in chunks.

Now, all of these are existing participants we are talking about, so uncheck all the ' Yes, allow creation of new contact records from this Upload ' option on the import. You'll probably want to uncheck 'Yes, allow updates to existing...' as well.

I bet you will have to add the participant types for both TRs before you import. That mean's you'll want to replace the old PARTICIPATION_ID in the CSV with the ID of the corrisponding newly created types in the new DB.

The real clunky part will be if you have to do the same with all the teams. That could really be a pain. But I would try the import without pre-creating the teams and see if the import will make them for you. (You can't separately import teams as far as I know.)

The nice thing about the TR import is you can set it for test mode - kind of a dry run to see if it works before commiting to the real import.

Another bummer about this idea is that you will be forever stuck with this basically functionless dummy TR. I wouldn't import one's participants into the other existing TR though. You probably wouldn't want the actual TRs messed up for reporting purposes.

/ So, wait... Community Kudos aren't transferrable for cash?

Kent Gilliam:

Sure Kudos are transferable. I use mine at Walmart all of the time. lol

 

What about address books and information like that. Is there a way to import that info into a dummy TR event?

"What about address books and information like that?"

I'm pretty certain it is not, since we are barred from accessing our participants address books for privacy reasons.

Very excited to try this, but I don't have an "Imports" tab under TeamRaiser.  Am I looking in the wrong place or is this something I need to ask to get turned on?