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Registration: Import

Learn how to import registrants from a CSV, including phone, address, and country-code rules.

Use Registration Import to add registrants to your event by uploading a CSV file. This is helpful when attendees were collected offline (paper forms, phone sign-ups, partner lists you own, etc.).

Before You Start

  • The Import feature is available only for events with Preview Features enabled. If you wish to enable this feature, please chat with the ClearEvent support team and request access.

  • Trial events cannot import registrants. If you are trialing, you will see a message that importing is not allowed.

  • You must have at least one registration form created. If your event has no forms, importing is blocked.

šŸ“NOTES: Import supports profile fields only. It does not import custom form fields.

Import Registrants

  1. Go to Event Manager App > Registration section > Registrants tab.

  2. Click Import. If you don't see this button, contact the ClearEvent support team to request access.

  3. In the import dialog:

    • Select the Registration Form you want to import into.

    • If your form has fees, you may only select an Offline Fee when importing registrants. Only offline fees are supported.

    • Choose whether to Send Confirmation Email. If enabled, enter the message to include in the email. The default message is pulled from your formā€™s Confirmation Message or Approval Message depending on the Approval Mode of your form.

  4. Download the CSV template from the import dialog (recommended).

  5. Fill in your CSV with registrant data and upload it to start the import.

Supported Import Fields

Your CSV must include a header row. Use the exact column names from the downloadable template:

CSV Header

Required

Description

Email

Yes

Registrantā€™s email address (used to match or create the ClearEvent account).

FirstName

Yes

Registrantā€™s first name.

LastName

Yes

Registrantā€™s last name.

AltEmail

No

Alternate email for confirmation copies (optional).

MobilePhone

No

Mobile phone number. Saved only if Mobile Phone is enabled on the selected form.

OtherPhone

No

Other phone number. Saved only if Phone is enabled on the selected form.

Address1

No

Street address line 1.

Address2

No

Street address line 2.

City

No

City.

StateProv

No

State or province.

ZipPostal

No

Postal or ZIP code.

Country

No

3-letter country code (see below).

Notes

No

Internal notes about the registrant.

šŸ’”TIPS: Keep header names exactly as shown in the template. Add one registrant per row.

Phone, Address, And Country Rules

Phone and address fields do not follow the same import rules.

Phone Numbers

  • Use MobilePhone for Mobile Phone and OtherPhone for the primary business or home phone number.

  • A phone number value is saved only when that field is enabled (visible) on the selected registration form. If the field is not enabled, the phone number value in the CSN import file is ignored and the row can still import.

  • Making a phone field required on the form does not require it in the CSV. Blank phone cells are allowed.

  • Phone numbers are stored as text (up to 30 characters). Import does not validate phone format.

Address Fields

  • Address columns (Address1, Address2, City, StateProv, ZipPostal, Country) are saved on import even if Address is not enabled on the form.

  • Making Address required on the form does not require address columns in the CSV. Blank address cells are allowed.

Country Codes

  • Leave Country blank if you are not importing a country.

  • If Country is filled, it must be a 3-letter ISO country code from the same list used by the Country dropdown on registration forms (for example, USA, CAN, GBR, AUS).

  • Do not use 2-letter codes (such as US or CA) or country names (such as Canada). Codes are not case-sensitive.

  • An invalid country code rejects that row with an error asking you to use a 3-letter code from the allowed list.

What Happens During Import

  • ClearEvent looks up each registrant by Email.

  • If the email already belongs to an existing ClearEvent account:

    • A registration is created and linked to that user (their account profile is not updated).

    • If a matching registration already exists for the selected form (and offline fee, if applicable), that row is skipped and logged as an error to prevent duplicates.

  • If the email does not match an existing account, a new ClearEvent account is created and linked to the new registration.

  • If you enabled confirmation emails:

    • The registrant receives a registration email that includes a one-time sign-in link.

    • New users are prompted to set a password. Existing users sign in with their current password.

Limits And Common Import Errors

  • Maximum import errors: Registrant import will stop after experiencing 50 import row errors in the CSV import file. Duplicate registration detections count as row errors.

  • Form capacity reached: Import is blocked if the form registration limit would be exceeded. The error explains how many registrants you tried to add and how many spots remain. The registrant import will stop at the form capacity if it is reached. If you increase the form capacity and import registrants again, you should remove previously imported registrants from the import file to avoid duplicate registration import errors.

  • Invalid or missing required fields: Rows missing Email, First Name, or Last Name, or rows with an invalid country code, are reported so you can fix the CSV and re-upload.

  • Previously imported rows: When you re-upload, ClearEvent skips records that match the same Email, First Name, Last Name, form, and offline fee (if used). An error is logged.

What Import Does Not Support

  • Custom form fields

  • Payment details and online payments

  • Online or Offline Booth fees

  • Products associated with an imported registration

  • Discounts associated with an offline fee

  • Availability periods associated with a registration form

  • Custom form field defaults

Registrant Import And Best Practices

ClearEvent provides a Registrant Import feature that allows event organizers to upload registrant details, including email addresses. Because imported registrants may receive event-related emails, organizers must follow these best practices:

  • Consent First: Only import registrant data for individuals who have explicitly consented to receive communications about your event (for example, they registered offline or provided permission).

  • Payment Details: Never upload any document containing payment details (credit card numbers, bank account details, etc.).

  • Do Not Buy Lists: Never import purchased, rented, or third-party email lists. These are considered spam sources and are strictly prohibited.

  • Transparency: Make sure registrants understand their information will be used for event-related communications when you collect it.

  • Preference Respect: Respect opt-outs and unsubscribe requests. If a registrant no longer wishes to receive communication, you must not re-import them or attempt to bypass their request.

  • Direct Sign-Up Recommended: Whenever possible, allow registrants to sign up directly through the Event Portal registration forms. This supports compliance, creates a clearer audit trail of consent, and reduces risk to you and ClearEvent.

āš ļøIMPORTANT: Misuse of the Registrant Import feature to send unsolicited messages will result in event suspension and may lead to permanent loss of access to the ClearEvent system.

For more information, please read ClearEvent's Anti-Spam Policy.

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