Adding new invites via 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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⭐ Tip! If you exchange lists with colleagues located in different countries, we highly recommend you to use Google Drive or Open Office to do the import/export of the CSV file. 

Generate new invites

Follow these instructions, if you need to generate new unique join codes for 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 so you can add the new list of attendees.
  4. Start adding the new invites in 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. Then, 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 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 new, generated join codes and URLs.

Update existing invites 

Follow these instructions, if you need to update multiple invites e.g number of seats.

  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 on any information related to the existing invites.
  4. Start adding the new invites in the list by filling the following columns only (do not add any information besides the following):
  5. Email (Mandatory)
  6. First name (Optional, up to you)
  7. Last name (Optional, up to you)
  8. Company (Optional, up to you)
  9. Title (Optional, up to you)
  10. Seats (Mandatory): indicate how many seats the registrant can have
  11. 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"
  12. 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"). The new list will be sent with the new, generated join codes and URLs.
  13. Then, you can 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.

πŸ‘‰ What are 'seats'? Seats are like tickets. When a registrant has one seat, they essentially have one ticket. When they join onto 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 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. 

πŸ‘‰ 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 just 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) that are generated and found from the CSV export of (existing) invites.

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

If you have any issues with the CSV file. Please read on:

  • When saving a spreadsheet in Excel as a CSV file, in some geographical regions it often separates the values as semicolons ( ; ) instead of with commas (,). Brella only recognizes comma-separated CSV files, so if you import a CSV that separates the values with a semicolon, you'll not see the number of seats you assigned. Unfortunately, this is an Excel issue that can't be changed (it has something to do with the region - if you use the Finnish version of Excel, for example, it contains this error. The US version doesn't have this problem). I strongly recommend using OpenOffice, with that, you can choose what is the separator (comma or semicolon).
  • If you exchange lists with colleagues located in different countries, we highly recommend you to use Google Drive or Open Office to do the import/export. 
  • Doublecheck on Google Sheets or Open Office, if you have commas (,) on your file. By going to Edit > Find and replace > then replace the; by _ (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 make sure 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.

  • Make sure that none of the fields in the CSV file include commas within the attendee information! So, if an attendee's title is "Customer Success Manager, EMEA", then these attendees will not be imported nor will generate join codes for them.