Knowledge Base

Import Contacts


Frequently Asked Questions

#1 How to Import Contacts?

View the purpose of the Contact UUID when updating existing contacts article - click here.

  1. Click Dashboard
  2. Click Contacts Module
  3. Click Contact Import (bottom left side menu)
  4. If importing members or individuals into specific group(s), select applicable group(s) in the listing and click Generate Template
  5. If not importing to specific group(s), click Generate Template
  6. Excel should automatically open the template file
    • If it does not open automatically, locate the saved template in your downloads folder and open the file in Excel.
  7. Copy and paste data into the file under the proper columns.
    IMPORTANT NOTES:
    • If you are not using the UUID, leave this column empty; if in doubt, leave empty
    • Email field should only contain 1 email address AND must not be left blank
    • Make sure there are no hidden spaces, tabs, line breaks before or after the email address or any of the data supplied in the file
      • How to remove tabs in data
        • Resave the file as .txt file type / UTF-16 unicode .txt (for MAC)
        • Open the file in a text editor e.g. Notepad / TextEdit (for MAC)
        • Search and Replace tab characters with commas (Hint: copy and paste a tab character from a word document into the search field)
        • Save file as .csv with UTF-8 encoding / .txt and rename extension to .csv (for MAC)
    • Importing values that are pre-defined in X-CD?
      • Radio, Drop down and Check Box field values must match exactly (case-sensitive). e.g. Country field is pre-defined list of options in X-CD, the country value in the import file must match with proper capital lettering in the name.
      • In addition, Check box fields that allow more than 1 value, the values in the import file must be separated by a comma
    • UPDATING EXISTING contacts?
      • Only populate the email address and fields to be updated in the import file
    • Importing members / specific group
      • Enter a  value of '1' under the column for member group / specific group
      • Populate the expiry date column for each member in format of mm/dd/yyyy e.g. 11/30/2020
        • e.g. Full Member - in the full member group column, there should be 1 for each row that corresponds to a Full Member
        • Full Member expiry - should contain the expiry date
  8. Save file.
    • If using special characters (e.g. accented characters): SAVE-AS FILE WITH UTF-8 ENCODING / UTF-16 Unicode (For MAC)
    • Ensure to keep the file formatted and save as CSV.
      • For PC's, use Save as File Type CSV UTF-8 (*.csv)
      • For MAC's, refer to above steps to remove tabs in the file and saving to .csv format
  9. Return to Step 1 to 3 and click Already have your template? Skip to Step 2 to Upload import file.
    • You may also choose the following options:
      • Update Contacts? - Check this if updating existing contacts in the system
      • Update if field is blank - If checked, if the field in the import file is a blank in the import file then this will overwrite the current data on the contact profile with a blank
      • Email New Contacts - if checked, this will send an email with login information to new contacts
    • Attach the csv file by clicking browse and select the import file
    • Click Upload file
    • The next screen will display a one-to-one match of the contact profile fields and import file data as an example
    • If this is correct, click Import Template
      • The import file will be processed at 50 rows per minute and you will receive an email once the import has completed.

    NOTE: The import will be rejected if

    • The column titles are changed, moved or deleted.
    • File format does not match .csv


    #2 Where to find the Contact Import Template?

    1. Click Dashboard
    2. Click Contacts Module
    3. Click Contact Import (bottom left side menu)
    4. IMPORTANT: Ensure to read through the notes for the import file on the page.
    5. If applicable, select one or more groups
    6. Click Generate Template button
      • This will save a .csv fie to your downloads folder

    #3 Why did my contact import fail?

    The import will fail if any of the following circumstances are encountered

    • Column heading name(s) in the template were changed
    • Columns in the template were deleted
    • Columns in the template were moved
    • Upload file contains more than 250 rows
    • File format does not match .csv
    • Special characters contained within the data
      • Note: This often happens if text is copy and pasted from a non-text editor

    If you have reviewed and corrected the above issues in your file and it still fails, submit a support ticket.
    Note: Do not attempt to attach the import file, as the support ticket system does not support attachments.

    Overview

    You may use the built in Contact Import function in the Contacts Module to batch import existing contacts into your X-CD system. This bypasses the user in creating their own user profile. This is a useful tool if you already have a contact database from your association or a previous conference. 

    You may import general contacts, or you may import contacts and mark them immediately as reviewers in your system. This would bypass the step of assigning reviewers manually in your submission module. 

    If you would like to import a member database into your X-CD system, contact the X-CD support team and we will provide assistance. 

    X-CD Technologies (pronounced "Exceed"!) has been supporting the association and conference industry since 1995. All of our software modules are proprietary and developed in-house which gives us the flexibility to make customized changes to meet all of our clients unique needs.

    We have offices in both San Francisco and Toronto and a network of conference management organizations and suppliers worldwide that can help and serve your needs wherever your next conference venue is located.

    Our clients include both small and large associations and conferences and events range from as small as 100 to 5,000 attendees. Our client base includes universities, corporations, associations, private companies, conference management groups and government.

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