How To: Importing Sessions

Task

Collate and prepare Session Information to Import into your Event. 

Pre-requisites

• Create a Tenant
• Create an Event
• Agenda Setup
  • Create a Theme
  • Create a Event Day
  • Create a Room/Venue 
  • Create Session Type 

Instructions

1. Within the Admin Tools Dashboard, navigate to 'Import" via the black navigational bar on the left-hand side of the platform.
2. From this page, click "Import Sessions" which will now open up the next page where you can now download your CSV file. You can find the CSV file template via the purple "Download Import Template" link as per below image. When you click this link, the CSV template will download to your computer for you to then input your data. 
   
3. When you have completed inputting your data, you will need to ensure your document is saved as a CVS UTF-8 (Comma-delimited) (.csv) file. You may need to "Save As" your document to ensure it's saved as this file type. 
4. Please refer to the below table to note the fields which are required for a Session Import.
   

   CSV Column Letter	Column Name	Mandatory (Yes/No)	URL SLUG	Information/Notes
   A	id	No
   B	title	Yes
   C	description	No but suggested to input at this stage
   D	session_type_id	Yes	/admin/session_types	You can find the ID within the URL Slug to the left.
   E	event_id	Yes	/admin/events	You can find the ID within the URL Slug to the left.
   F	day_id	Yes	/admin/days	You can find the ID within the URL Slug to the left.
   G	time	Yes		Session start time, in 24hr. eg. 20:00
   H	duration	Yes		Session duration. This is required in minutes only. Eg. 2 hours = 120.
   I	background_image	No
   J	talk_ids	No
   K	moderators_ids	No
   L	moderators_emails	No
   M	venue_ids	No but suggested to input at this stage	/admin/venues	This is the "Room" this Session is being held in. You can find the ID within the URL Slug to the left.
   N	theme_ids	Yes	/admin/themes	You can find the ID within the URL Slug to the left.
   O	registration_required	No		Leave this blank
   P	bookable	No		Leave this blank
   Q	booking_start_date	No		Only required if bookable is TRUE.  Format required: 21/5/2020 7:00:00 pm
   R	booking_end_date	No		Only required if bookable is TRUE.
   S	featured	Yes		This needs to be TRUE OR FALSE
   T	active	Yes		This needs to be TRUE OR FALSE
   U	completed	No		Leave this blank or input TRUE OR FALSE
   V	external_id	No

5. Once you have completed all of the details within the CSV file, you can now go back to the Platform to import your data. (admin/sessions/import)
6. It's always good practice to import only 1 Session as a test, to ensure this imports correctly before you import the whole document. 
   Within the Sessions Import page, you will need to click "Choose File" and upload your CSV. Once your file has uploaded with the name of the file next to the button, you can now press "Submit" and commence the import process.
   
7. The Import may take a few minutes to complete based on how many Sessions are within the document. You can refer to the Sessions Admin page (/admin/sessions) to check in on the progress of the import, refreshing every so often to ensure you are seeing the most up to date Session list. 
8. If any of your columns are not completed correctly for a successful import, you will receive an email which outlines the errors. Where there is an error in your document, the import will cease at this row, and not import anything after this error/row. An example of an error is as per below, this CSV did not have an Event ID in the relevant column and therefore did not import. If you do have any errors in your CSV, you will need to rectify these and complete the import/upload process again.  
   
   You can also see your successful or failed imports at the bottom of the imports page. They will show within this section
   
9. Once your import/upload is complete, it's also good practice to cross check to ensure all of the Sessions have imported correctly. 

Outcome

Once complete, all your Sessions inputted into your CSV file will now be imported into the Platform. If you have marked the Sessions as ACTIVE, these will show within the Agenda.