While creating and editing feature items one-by-one in the Webex Events Platform is simple, it can be time consuming if you need to add a lot of information. To save yourself some time, use our import templates to add lots of new content quickly and simply. If you need to update or reorder a lot of existing data in your Event App, export that data and import it with changes.

This article provides general import guidance and instructions on downloading feature templates for new data, exporting existing data for editing, and importing both new and edited data.


General import guidelines

Before you start importing content, read the following tips we gathered to help you import successfully. 👍

  • Carefully read the 'Instructions' sheet in the import template and revisit it often. It includes import instructions, column explanations and examples, important notes, and more.

    Screenshot of the Instructions page in a feature template.

  • If you receive any error messages, read them carefully to learn how to locate and resolve the errors. They provide details about what happened, and they include the exact cells or sheets that caused each error. Refer to our common import errors article for help resolving errors.

  • The 'Image' column requires a URL (link) to an image hosted online. Use the Webex Events Uploader to host images and generate URLs, or use your favorite file hosting tool.

  • If you don't use the Webex Events Uploader, make sure you test before you commit to using another tool.

  • Ensure that any Internal Links you want to add are connected to already existing feature content. For example, you must add your speakers to the Speakers feature before internally linking them via an Agenda import.

  • Download the import template right before you fill it out and import to ensure you're using the most up-to-date version. If our product team has updated the template since the last time you downloaded it, your import might fail.

  • If you're adding an External Link using the Phone Number, Email Address, or Website columns, the associated Label field is required.

  • Two items can't have the same Name and Label or Subtitle.

Event App features with export and import capability

Registration, Onsite, and Lead Retrieval imports

In Registration, importing attendees and promo codes can save lots of time. In Onsite, import attendees if you're not also using Registration. In Lead Retrieval, import a list of exhibitors that will use the Lead Retrieval App at your event if you're not using Exhibitor Purchase Forms.

Download a feature template

If you simply want to add brand new data to your Event, we provide templates that include instructions and examples to help you format your data correctly.

When editing any of the features or products mentioned above, click the Import button. In the modal that appears, click the Download button.

Screenshot of the Lead Retrieval Exhibitors page. The Import button and Import modal are visible.

If necessary, authorize the download in your browser, then open the .xlsx file on your device.

Export existing data

When viewing the existing items in a feature, check the box at the top of the list to select everything, or check the boxes next to individual items. Now click the three-dot icon to the right of the Import button and click Export.

Screenshot of the steps just described.

A notification pops up letting you know that the system is preparing your file. When the export is ready, a new notification appears. Click the Click here to download link to download the file.

Screenshot of the 'Processing' and 'It's Done!' export notifications.

If you missed the notification, don't worry! From any page on the platform, simply click the bell icon at the top right corner of the screen to review all your past notifications.

Open the .xlsx file on your device. This file is an exact copy of the feature template, and it contains all the data you exported already in the fields along with a new Unique Identifier column.

⚠️ Caution! Never edit the unique identifier for any item. This identifier is how Webex Events can make updates to existing data when you import the file.

Make changes and import

Both the import templates and export files contain an Instructions sheet, and one or more other sheets where you'll enter or edit information. Read the instructions carefully and review the Column Examples section if you're unsure how to format data or which data belongs in which column.

⭐️ Keep in mind, the order of items in the spreadsheet is the order they'll be in when you import them. Make sure to sort the spreadsheet based on the correct column so that the order is correct after import.

⭐️ Keep in mind, when importing Attendees, the character limit for the Summary field is 250 characters. The upload will fail if any cell in this column has more than 250 characters.

Description text formatting

Use the following standard HTML tags in any Description cell so the text is formatted accordingly after it's imported into Webex Events.

⚠️ Caution! Don't use HTML formatting on any elements except Description fields.

  • Headings: <h1>text here</h1> <h2>text here</h2> etc.

  • Bold: <strong>text here</strong>

  • Italic: <em>text here</em>

  • Underline: <u>text here</u>

  • Line break: <br>

  • Paragraph: <p>paragraph here</p>

  • Color: <span style="color: rgb(255, 255,0);">text here</span> Change the rgb value to your desired color, or use a hex color.

  • Background color: <span style="color: rgb(0,138, 0); background-color: rgb(68, 68,68);">text here</span> Change the rgb value to your desired color, or use a hex color.

  • Ordered list (numbered): <ol><li>first item text here</li><li>second item text here</li>/ol>

  • Unordered list (bullets): <ul><li>first item text here</li><li>second item text here</li>/ul>

  • Hyperlink: <a rel="noopener noreferrer"href="https://examplelink.com "target="_blank">anchor text here</a>

  • Image: <img src="https://imagelink.com">

Below is an example of text formatted via upload.

Screenshot of the example just mentioned.

When you've filled in or edited all the necessary information and are ready to import, save the file.

⚠️ Caution! Don't change the name of the file or remove any columns or sheets.

Import the file

Back on the page you downloaded the template or exported data from, click the Import button. In the import modal, click the gray box under step 3, or drag and drop the file into the gray box.

A notification pops up letting you know that the system is preparing the file for upload. While the file is processing, you can continue to work on other aspects of the event. After the file has finished importing, either the "It's Done!" message, or the "Oops!" message appear.

Screenshot of the importing and imported successfully pop-ups.

If there were errors during the import, click the View Error Report button to review a detailed description of what went wrong and the exact cell that caused the error, when relevant.

Screenshots of the error notification that has a View Error Report button, and the error details modal.

Once you've fixed the error, simply try the import again! If you need help with import errors, refer to our helpful article about fixing common import errors. Chat with our amazing support team for further help.

⭐️ Keep in mind, if there's an error during import, no data from the file will be uploaded. Data is only added after an import with no errors.

Now you know how to export and import data into your Webex Event!

Questions? Chat Us or Email support@socio.events

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