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Importing Schedule Data

Overview

To create/import meetings the csv file needs to have the following columns:
  • Meeting ID(Required only when updating meetings. Should be left blank for new meetings.)
  • Subject (Name/title of the meeting.) This is a required field.
  • Start Date This is a required field.
  • Start Time This is a required field.
  • End Date (Should be later than start date.)
  • End Time (Should be later than start time.)
  • Description (Any meeting notes can go here.)
  • Location (Meeting location – the value in this field should be present in the locations/maps section in the conference website. Any other value will be ignored)
  • Organizer (The organizer of the meeting. Only 1 value should be provided in this field. The value can be an email address of an attendee in the conference or a name of an exhibitor in the conference. If multiple values are given, the meeting will not be loaded into the system.) This is a required field.
  • Confirmed (All the parties that are sure to attend the meeting. Multiple values can be provided separated by a semi colon. Example:user1@gmail.com;user2@gmail.com;Exhibitor 1. Note that both email addresses and exhibitor names can be provided.)
  • Pending (All parties invited to the meeting but undecided. Multiple values can be provided separated by a semi colon. Example:user1@gmail.com;user2@gmail.com;Exhibitor 1. Note that both email addresses and exhibitor names can be provided.)

Helpful hints / Things to remember:

  • Please make sure you are importing a file with the extension .csv.
  • After you import the file, you will receive an email shortly after the meetings have been uploaded into the system. If any meetings were not uploaded, you will receive an attachment named error_rows.csv that will highlight the meetings that weren’t loaded and the underlying reason.
  • Some common reasons why meetings will be rejected:
    1. Not providing all the required columns (Subject, start date, start time, organizer)
    2. Providing more than 1 organizer for a meeting.
    3. Providing an organizer (exhibitor name or attendee email address) that is not present in the conference.
    4. Not separating multiple values in a cell (for confirmed and pending columns) by a semi colon. For example, providing multiple values like user1@gmail.com,user2@gmail.com instead of user1@gmail.com;user2@gmail.com
    5. Meeting “end date” being earlier than the “start date”
  • Functionality of Organizer and Confirmed columns: If a valid exhibitor name is provided in the “Organizer” column, the system will check if the exhibitor has any contacts and add the contacts to the meeting with a state of “confirmed” provided none of the contact email addresses are already listed in the “Confirmed” column. If one of the contacts’ email address is mentioned in the “Confirmed” column, only that particular contact will be assigned to the meeting with a state of “confirmed”. The same rule applies for exhibitor names provided in the “Confirmed” column. To illustrate this with an example:
    We have exhibitor Ex1 with contacts c1@gmail.com, c2@gmail.com. We have an attendee a1@gmail.com with whom the exhibitor wants to setup a meeting.
Organizer Confirmed
Ex1 a1@gmail.com

will add c1@gmail.com, c2@gmail.com, a1@gmail.com to the meeting with a “confirmed” state.

Organizer Confirmed
Ex1 c1@gmail.com;a1@gmail.com 
will add c1@gmail.com, a1@gmail.com to the meeting with a “confirmed” state.

Sample file for upload may be found here: Meeting Sample

Exporting Meetings

After you are done importing, if you would like the update a few meetings, please make use of the “Export Meetings” button under the Meetings tag in the admin section. Here is a screen shot:
You will then receive a .csv file to your email within a few minutes that will contain all the meeting information in the system. Every meeting will have a value in the column “Meeting ID”. So you can update any information in this file (description for a meeting, organizer for a meeting etc) and re-import the file. The system will update the corresponding meeting with the help of the meeting id in the “Meeting ID” column.
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