Invite-only: Updating invites with the csv file import

If you are using the invite-only functionality, you can always add new invites by importing a .CSV file with the updated attendee information.

Content

⭐ When importing new invites to Brella or updating them, it's crucial you follow the steps below to avoid mistakes or duplicates. 

⭐ We highly recommend using Google Sheets or Open Office to import/export the CSV file.

⭐ Make sure that none of the fields in the CSV file include commas within the attendee information fields. For example, change the attendee's title from "Customer Success Manager, EMEA" to "Customer Success Manager - EMEA."

Generating new invites (after the first upload)

If you need to generate new unique join codes for last-minute registrants, this is what you need to do:

  1. Go to the Admin Panel ➑️ People ➑️ Invites
  2. Export the existing invites data file from the Admin Panel in the PEOPLE tab - INVITES sub-tab by choosing "Invites export (csv.)".

  3. DELETE ALL THE EXISTING INVITES BUT LEAVE THE TITLES ONLY so that you can add the new list of attendees.
  4. Start adding the new invites to the list by filling the following columns only (do not add any information besides the following):
    • ❗Email (Mandatory) 
    • First name (Optional, up to you)
    • Last name (Optional, up to you)
    • Company (Optional, up to you)
    • Title (Optional, up to you)
    • ❗Seats (Mandatory): indicate how many seats the registrant can have.
    • ❗Group_id (Mandatory): indicate what type of attendance and what group this registrant belongs to.  πŸ‘Copy the Group ID from Groups by clicking on the two pages and add it to the Group_id column.

      Screenshot 2021-10-01 at 16.17.01
      Groups - Invites example
  5. Once you have the new registrants in the file, as shown in the image above. Export the file (or save as) in .csv format.
  6. Then, go to the admin panel and upload the CSV file for your event by clicking on Invites import.csv.
    Screenshot 2021-09-28 at 10.46.35
  7. Now you can mail the newly generated unique join codes and URLs to the new registrants by associating the unique join URLs to the registrant. NOTE: Brella does not send the join codes and URLs to the attendees. This must be done through your mailing software provider.
  8. When you have uploaded the new list, please refresh the page, export the list of invites (click the button Invites export.csv from the Admin Panel), and import it to your email software to finally send it to the registrants.

⭐Tip! When creating new join codes, the csv file will usually display them at the bottom of the list to know the newest ones. So make sure to have the first and last name of the new list so you can find them easily.

Updating existing invites 

Follow these instructions if you need to update multiple invites, e.g., number of seats, group, change name or email, etc.

πŸ’‘Tip: Follow the instructions below and avoid creating invite duplicates.

  1. Go to the Admin Panel ➑️ People ➑️ Invites
  2. Export the existing invites data file from the Admin Panel in the PEOPLE tab - INVITES sub-tab by choosing "Invites export (csv.)".
  3. Open the file in Google Sheets or Open Office and ❗DO NOT TOUCH: ID, JOIN LINK, JOIN CODE. (columns highlighted in red in the image below πŸ‘‡)
  4. Add the new invites to the exported file from Brella by filling the following columns:
    1. ❗Email (Mandatory)
    2. First name (Optional, up to you)
    3. Last name (Optional, up to you)
    4. Company (Optional, up to you)
    5. Title (Optional, up to you)
    6. ❗Seats (Mandatory): indicate how many seats the registrant can have.
    7. ❗Group_id (Mandatory): indicate what type of attendance and what group this registrant belongs to.  πŸ‘Copy the Group ID from the Groups tab by clicking on the two pages next to the code and add it to the Group_id column

      Screenshot 2021-10-01 at 16.17.01Screenshot 2021-10-01 at 17.07.23
  5. Once ready, export the file (or save as) in .csv format and upload the CSV file in the Brella admin panel for your event by clicking on Invites import.csv. ❗ DON'T IMPORT THE CSV FILE FROM YOUR CRM OR CONVERTER SOFTWARE; USE THE EXPORTED CSV FILE FROM BRELLA.
    Screenshot 2021-09-28 at 10.46.35
  6. When you have uploaded the new list, be patient, and please refresh the page. ❗
  7. Then export the list of new invites (the button called "Invites export.csv" from the Admin Panel in the PEOPLE tab - INVITES sub-tab next to "Invites import.csv"). The new list will contain the newly generated join codes and URLs. The new list is usually at the bottom of the file, so remember the first and last names of the previous attendees.
  8. You can then mail the newly generated unique join URLs to the new registrants by associating the unique join URLs to the registrant. NOTE: Brella does not send the join URLs to the attendees. This must be done through your mailing software provided.

    πŸ‘‰ What are 'seats'? Seats are like tickets. When a registrant has one seat, they essentially have one access. When they join the Brella platform for the first time at the event with their unique join code, they will be prompted to sign into their Brella account and access the event. Then, the seat will be used up, and the attendee can then sign into the event again on any device by signing into their Brella account in next.brella.io. No need to use the join code again.

    πŸ‘‰ Seats are like tickets, and a unique join code is like a marked ticket once used. For example, when you attend an in-person event, your ticket gets marked when you first enter the venue. Similarly, using the unique join URL or join code can be used only once, and you do not need to use it again to enter the event.

    You need to sign into their Brella account to access the event from another device. 

    Avoid creating invite duplicates

    ❗ Duplicates might happen when you add all the registrants again to a CSV upload without using the Brella IDs (column A) generated and found from the CSV export of (existing) invites OR by adding the csv file from your CRM or other csv converter software.

    • To update invites in Brella, export the csv file from the admin panel, delete all existing invites or update the necessary invites without changing the Join code or the join code/link. Otherwise, you will create duplicates.

    • To avoid creating duplicates, if you need to generate new unique join codes for new attendees, you can upload a new invite list by following the steps on the Updating existing invites OR
    • Do not add the same existing registrants on the list with a Brella ID in the CSV file.
    • If you need to update a registrant's details or seats, you can directly do it on the admin panel. However, if you have to do it for multiple attendees, follow the section Update existing invites.

    Resolving issues -Let's review! πŸ”Ž

    If you have any issues with the .csv file, please read on:

    Invites are missing information!

    • For example, I assigned one seat to all invites, but they were imported as 0. This happens when there's a typo in the titles. In this case, usually, it happens because the title 'seats' had a typo; it was written as 'seat.'

    invites

    If the CSV file shows errors, double-check:

    • When saving a spreadsheet in Excel as a CSV file, it may separate the values with semi-colons ( ; ) instead of commas (,). Brella only recognizes comma-separated (,) CSV files, so if you import a CSV that separates the values with a semi-colon, you will not see the number of assigned seats. Unfortunately, as this is an Excel issue that can't be changed, we strongly recommend using Google Sheets or OpenOffice, with which you can choose what the separator (comma instead of the semi-colon) is.
    • If you exchange lists with colleagues located in different countries, we highly recommend using Google Sheets or Open Office to import/export, as some countries use (.) instead of (,). 
    • Ensure that none of the CSV file fields include commas or other signs within the attendee information! If an attendee's title is "Customer Success Manager, EMEA," these attendees will not be imported nor generate join codes for them. Change the attendee's title from "Customer Success Manager, EMEA" to "Customer Success Manager - EMEA" to import to work optimally.
    • Make sure your attendee information does not contain commas. Since the CSV file separates the different fields with commas, commas can cause errors. Before uploading the CSV file to Brella, double-check if you have commas (,) within your attendee information fields. It can be done in Google Sheets by going to Edit > Find and replace > then replace the "," (commas) with a "_" (space).
    • If you cannot use any of the software mentioned above, there is another workaround! πŸ‘ Follow the next instructions:
      • Open the CSV file in Text Editor. Check text edit to ensure that there are no semi-colons by clicking right-click > Open with Text Edit. App> then Ctrl/Cm+F > then click Replace like in the image below and import this list again to Brella. If there are semi-colons instead of commas, replace them.




    Last updated on October 2021. 

    Written by Stephanie Campano Valenzuela. 

    Stephanie-rounded

    If you didn't find an answer to your questions, please contact the Support Team here.

    πŸ‘‡