Adding Attendees to the Attendee List

NOTE: This article is for Events set up for collecting RSVPs. If you have set up your Event for selling tickets/collecting registrations, go to Ticketing & Registration.

You can add attendees/guests to an RSVP Event's Attendee List in three ways:

  • Manually one at a time
  • Upload via a .csv (comma-separated value) or .vcf file
  • Upload via another online application

To Add a Single Attendee Manually:

  1. Click on the "Attendee List" tool button on the Event Dashboard - OR - use the Quick Launch or Switch Event tool to select the appropriate Event and the "Attendee List" tool.
  2. Click the "Add New Attendee" button.
  3. If you wish to include the Attendee in all RSVP Events, leave the checkbox at the top of the form checked; if you do not, uncheck it.
  4. Add the attendee's first name; last name; prefix/suffix; title and company.
  5. Click "Save" when you are finished.
  6. The attendee has been added to the List, and you can add additional information (address, email, phone, RSVP status, meal choice, etc.) by clicking on the dropdown arrow next to the attendee's name and clicking on the "Edit Address, Phone & Email" button.

To Upload Attendees from a .CSV (Comma-Separated Value) File:
NOTE: If your attendees are in an Excel or Google Docs spreadsheet, you first need to save the file as a .csv file. You can do this in Excel by going to "File > Save As" or in Google Docs/Drive by going to "File > Download As" and selecting the .csv option.

  1. Click on the "Attendee List" tool button on the Event Dashboard - OR - use the Quick Launch or Switch Event tool to select the appropriate Event and the "Attendee List" tool.
  2. Click the "Import/Export" button and select the "From a .CSV File" option.
  3. Click on the "Choose File" button to find the .csv file on your computer and follow the on-screen instructions to upload it.
  4. Click on the Start Import Process button.
  5. Closely review the "match" page to make sure we have matched the columns in your .csv file (on the left) to the appropriate fields in our database (on the right). If there are mismatches, use the dropdown menus under the "Available fields in Planning Pod" heading to match your data to the fields in our database.
  6. Click "Continue to Next Step".
  7. Review the "matched" data to make sure the fields match up between your .csv file and our database. If they do, click the "Looks Good - Import Now" button. If not, click the "Go Back & Re-Match" button to revise your matches.
  8. After you click the "Looks Good - Import Now" button, the attendees will be uploaded momentarily.

NOTE: You can also import attendees via the "Settings / Import From Files" area of your account.

To Upload Attendees from a .VCF File:
NOTE: VCF files are standard files used by address book and CRM applications for downloading and uploading contact information; they are standardized with specific contact fields, and therefore are the preferred file type when uploading contact information.

  1. Click on the "Attendee List" tool button on the Event Dashboard - OR - use the Quick Launch or Switch Event tool to select the appropriate Event and the "Attendee List" tool.
  2. Click the "Import/Export" button and select the "From a .VCF File" option.
  3. Click on the "Choose File" button to find the .vcf file on your computer and follow the on-screen instructions to upload it.
  4. Click on the Start Import Process button. The attendees will be uploaded momentarily.

To Upload Attendees From Another Application
NOTE: We currently provide importing capabilities for the following online applications/sites: Google, Salesforce.com, MailChimp and Constant Contact.

  1. Click on the "Attendee List" tool button on the Event Dashboard - OR - use the Quick Launch or Switch Event tool to select the appropriate Event and the "Attendee List" tool.
  2. Click the "Import/Export" button and select the "From Other Applications" option.
  3. Click on "Go" to go to the Import/Export With Other Services page.
  4. Find the appropriate application; find the "Import" area; and make sure that "Planning Pod Attendee List" and the name of your RSVP Event are selected.
  5. Click on the "Import" button and follow the on-screen instructions. Your attendees will be uploaded momentarily.

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