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How to Import or Add Attendees for a Live Event

TL;DR

You can import a list of attendees using a CSV file or add them manually through your dashboard. This saves time at check-in, ensures everyone is pre-registered, and helps streamline bidding and payments at your live event.

Author: Tom Kelly 2 min reads Oct 15, 2024

Why Importing Attendees in Advance Matters

Pre-registering guests is one of the fastest ways to speed up your live event check-in and keep the line moving. By importing your guest list or manually adding attendees ahead of time, bidders can receive credentials, register their payment methods, and start bidding without delay.

Step 1: Go to the Guest Management Section

  1. Log in to your event dashboard.
  2. Select the live event where you want to add attendees.
  3. Click “Guests” or “Attendees.”
  4. You’ll see your current list of registered guests.

Step 2: Download the CSV Template

  • Click “Import Guests” to access the CSV template.
  • Fill in guest details such as:
    • First Name
    • Last Name
    • Email
    • Mobile Number (for text alerts)
    • Ticket or table assignment (optional)
  • Save the file as a CSV before uploading.

Step 3: Upload Your Guest List

  1. Click “Upload CSV.”
  2. Select your completed file.
  3. Confirm the field mapping (make sure each column matches the right field).
  4. Submit and wait for the import to process.

You’ll see the new attendees appear in your guest list immediately.

Step 4: Add Guests Manually (Optional)

If you need to register a small number of guests or last-minute attendees:

  1. Click “Add New Guest.”
  2. Fill in their contact information.
  3. Assign a table or bidder number if needed.
  4. Click “Save.”

This option is ideal for walk-ins or VIP registrations.

Step 5: Assign Bidder Numbers or Tickets

  • You can pre-assign bidder numbers to make check-in faster.
  • Link attendees to their tickets, tables, or sponsorship packages.
  • Attendees will receive confirmation emails or texts once added.

Step 6: Check Your Guest List Before the Event

  • Review your imported data for errors or duplicates.
  • Ensure each guest has a valid email or mobile number.
  • Send a pre-event reminder to encourage early check-in.
  • Export the list for on-site use if needed.

Pro Tips for Smooth Guest Check-In

  • Import guest lists at least 24 hours before the event.
  • Double-check mobile numbers for SMS bidding.
  • Use table assignments to keep seating organized.
  • Train volunteers or staff on how to look up attendees quickly.
  • Always keep a few extra blank registrations ready for walk-ins.

Frequently Asked Questions

Can I import my entire guest list at once?

Yes. You can import a CSV file containing all guest details. This is the fastest way to register attendees before your event.

What information is required in the CSV?

At minimum, first name, last name, and email address are required. Mobile numbers are recommended for bidding alerts.

Can I add attendees manually instead of importing?

Yes. If you have a small group or walk-ins, you can add attendees individually through your event dashboard.

Can I assign bidder numbers during import?

Yes. You can include bidder numbers in your CSV file or assign them manually after importing your guest list.

What happens if there are errors in my import file?

The system will flag any errors so you can fix them and re-upload the file. Always double-check column mapping during import.

Can attendees be added after the event starts?

Yes. You can add or import attendees at any time. They’ll be able to check in and bid immediately.

Can I assign guests to tables during import?

Yes. Include table numbers in your CSV or assign them after import to keep seating organized.

Will guests get notified when added?

Yes. If contact details are included, they’ll receive an email or text confirmation with event information.

What if I need to update an attendee’s info later?

You can edit any attendee record directly from your dashboard at any time before or during the event.

Can I export the guest list after importing?

Yes. You can export the updated guest list at any time to print name tags, check seating, or use it for event follow-ups.

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Tom Kelly

Tom Kelly

Tom Kelly, TEDx speaker and CEO of CharityAuctions.com, helps nonprofits raise millions through auctions and AI. He hosts The Million Dollar Nonprofit podcast and inspires leaders to live their legacy, not just leave it.

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