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.
NOTE: Import supports profile fields only. It does not import custom form fields.
Import Registrants
Go to Event Manager App > Registration section > Registrants tab.
Click Import. If you don't see this button, contact the ClearEvent support team to request access.
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 form’s Confirmation Message or Approval Message depending on the Approval Mode of your form.
Download the CSV template from the import dialog (recommended).
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 these exact column names.
Field Name (CSV Header) | Required | Description |
Yes | Registrant’s email address (used to match or create the ClearEvent account). | |
First Name | Yes | Registrant’s first name. |
Last Name | Yes | Registrant’s last name. |
Notes | No | Internal notes about the registrant (optional). |
Phone Number | No | Registrant’s phone number (optional). |
Address 1 | No | Street address line 1 (optional). |
Address 2 | No | Street address line 2 (optional). |
City | No | City (optional). |
State/Province | No | State or province (optional). |
Postal/ZIP | No | Postal code or ZIP code (optional). |
Country | No | Country (optional). |
💡TIP: Keep header names exactly as shown. Add one registrant per row.
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
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.
Invalid or missing required fields: Import stops at the first error 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 Name, and Offline Fee Name (if used).
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.
For more information, please read ClearEvent's Anti-Spam Policy.
📝 NOTE: 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.