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How to Request an Attendee Bulk Upload for New Attendees

This guide walks you through how to request a bulk upload for the Check-In Tool for new attendees, helping you save time and stay organized.

What Is an Attendee Bulk Upload?

A bulk upload is a way to manage a large number of attendees all at once instead of entering them manually.

Step 1: Prepare Your File 

  1. Download the Attendee Bulk Upload Template here. Please do not change or delete the template headers.
  2. Make a copy of the template (File > Copy).
  3. Complete the Mandatory Fields:
    1. Ticket Name 
    2. First Name
    3. Last Name
  4. Complete Optional Fields if applicable:
    1. Email
    2. Phone Number
    3. Mailing Address
    4. Table Number
    5. Paddle Number
    6. Notes
  5. Leave Upload ID and Ticket ID blank, we'll take care of this for you.

Step 2: Save Your File and Send it to support@trellis.org

  1. When your file is ready, save it as:

    Checkin Attendee Bulk Upload <Fundraiser Name>.csv

  2. Email it to support@trellis.org and include the fundraiser name.

FAQ's:

Q: Don't have all your attendees emails?

A: You can leave their email address blank and later update this via the Check-In Tool. 

Q: Can I bulk upload grouped tickets?

A: Only single tickets are supported. Use the Sales Entry System for group tickets. 

 Q: Can attendees reassign tickets at a later date?

A: Yes, if an unique email address was provided a Trellis account was automatically created for them. They can reassign tickets via their account.

Q: Where can I put custom field answers?

A: Please include your custom field answers in the Notes column.

Q: Will attendees be charged?

A: No, attendees will not be charged when uploaded via the bulk upload process.

Q: Will attendees be notified when a bulk upload is completed?

A: No, attendees will not receive confirmation emails, receipts, etc. when a bulk upload is complete.

Q: Will attendees receive their tickets when a bulk upload is done?

A: No, attendees will not automatically receive their tickets.

Q: What is the turnaround time to complete a bulk upload?

A: Bulk uploads require two business days turnaround time.

Email address is no longer required to add an attendee to the check-in tool. If email addresses are not included:

  • The attendee will not have an account created.

  • They will not be able to see their event ticket in their account.

  • They will not be able to edit their event ticket (including custom fields)

  • They cannot complete a purchase until they provide an email.

  • They will not see what you add to their cart. 

Every upload will create offline checkouts, which you'll see in your exports, and it will affect your gross total and fundraising thermometer. We recommend using complimentary tickets or free tickets. 

Once a bulk upload is done you cannot simply delete attendees, refunds must be issued. 

How Does a Bulk Upload Impact My Raiser's Edge NXT Integration

When you bulk upload:

  1. An offline transaction is created for each attendee.
  2. This triggers:
    1. Attendee synced as purchaser
    2. A gift added (based on ticket value)
    3. Event participation record created

You cannot sync event participants without also syncing gifts.

Overview of Bulk Upload Fields

Use this table to learn more about each field available in the bulk upload, and what format our system needs to upload properly.

Checkin Attendee Bulk Upload for New Attendees
Field Name Description Mandatory?
Upload ID Please leave this empty, we will fill this out for you. Yes - Leave blank
Ticket ID Please leave this empty, we will fill this out for you. Yes - Leave blank
Ticket Name Make sure this matches the ticket name you have in your event settings. Yes
First Name First Name

Yes
Middle Name Middle Name  Optional
Last Name Last Name  Yes

Email

Email

  Optional (NEW)
Phone Phone  Optional
Notes If you have specific notes for a guest, you may indicate it here.  Optional
Paddle Number If you are assigning paddle number to a guest, you may assign them here. Optional 
Table Number If you have a table number designated to a guest, you may enter it here. Optional
Mailing Address Line 1 Address Line  Optional
Mailing Address Line 2 Unit Number  Optional
Mailing Address City City  Optional
Mailing Address Province AB, BC, MB, ON, SK, etc.  Optional
Mailing Address Postal Code Zip Code/Postal Code  Optional
Mailing Address Country CA or US Optional

Did this answer your question? If not, please reach out to our Product Engagement Team via the blue chat icon or email support@trellis.org.