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.

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

Generate new invites

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 ➡️ People ➡️ 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.

      IMPORTANT:
  5. Export the file (or save as) in .csv format and upload the CSV file in the Brella admin panel for your event by choosing "Invites import.csv." 
  6. You can then 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 mail the join codes and URLs to the attendees. This must be done through your own mailing software provider.
  7. When you have uploaded the new list, please refresh the page, then export the list of invites (the button called "Invites export.csv" from the Admin Panel in the PEOPLE tab - INVITES sub-tab next to "Invites import.csv").
  8. The new list will be sent with the newly generated join codes and URLs.

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

Update existing invites 

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

Avoid creating duplicates by following the steps below to the point. If you don't follow them, you will create duplicates. Invites can be deleted manually only.

  1. Go to the Admin Panel ➡️ People ➡️ 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. ❗
  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❗
  5. Export the file (or save as) in .csv format and upload the CSV file in the Brella admin panel for your event by choosing "Invites import.csv."

    *DON'T IMPORT YOUR CSV FILE FROM YOUR CRM OR CONVERTER SOFTWARE; USE THE EXPORTED CSV FILE FROM BRELLA.
  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 name of the last group of 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 mail the join URLs to the attendees. This must be done through your own mailing software provided.

👉 What are 'seats'? Seats are like tickets. When a registrant has one seat, they essentially have one ticket. When they join the Brella platform for the first time to the event with their unique join code, they will be asked to sign into their Brella account and then be given access to 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. 

👉 Seats are like tickets: the ticket is stamped when they first enter the event using the unique join URL or join code; then, they do not need to use it again. They need to sign into their Brella accounts 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.

Delete Invites

To delete an invite (completely), select the edit icon for the invite you wish to delete, then select 'Delete invite' at the bottom. This removes all users and seats associated with that invite from your event. You can always re-create an invite if needed.

To find more information on how to delete invites, visit this page.

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Resolving issues -Let's review!

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

Invites are missing information!

  • For example, I assigned 1 seat to all invites, but they 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 semicolons ( ; ) instead of commas (,). Brella only recognizes comma-separated CSV files, so if you import a CSV that separates the values with a semicolon, you will not see the number of seats you assigned. 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 semicolon) is.
  • If you exchange lists with colleagues located in different countries, we highly recommend using Google Sheets or Open Office to do the 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 will 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, having commas within a field can cause errors. Before uploading the CSV file to Brella, double-check if you have commas () within your attendee information fields. This 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! 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 February 2021. 

Written by Stephanie Campano Valenzuela. 

Stephanie-rounded

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

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