How to Bulk Import Companies and Users

Created by John Connolly, Modified on Fri, 26 Jun at 2:28 PM by John Connolly

SOP: Import Companies and Users into ExpoGenie

Objective

This SOP explains how to prepare a spreadsheet, map fields, and complete a bulk import of companies and users into ExpoGenie. It also covers optional settings such as sending welcome emails during import and verifying the import results.

Key Steps

1. Prepare the import spreadsheet 0:00

Start with a spreadsheet containing the company and user records you want to import.
A Google Sheet can be used as the source file.
Make sure the data is organized before exporting it for import into ExpoGenie.

2. Confirm required fields are included 0:10

Ensure the spreadsheet includes these required fields:
- Company
- Level
- First Name
- Last Name
- Email Address
Use the standard Exhibitor Level or create custom levels as needed.
Optional fields such as Title and Address may also be included, but they are not required.

3. Export the spreadsheet for upload 0:31

Export the completed spreadsheet to Excel format.
If preferred, use the built-in Bulk Import template in ExpoGenie instead of starting from your own spreadsheet.
Choose the file format that matches ExpoGenie’s import requirements before proceeding.

4. Upload the file and map fields 0:59

In ExpoGenie, click Bulk Import.
Upload the exported file.
Complete field mapping for the company data first.
Then complete field mapping for the user data.
Verify that each spreadsheet column is matched to the correct ExpoGenie field before continuing.

5. Choose whether to send welcome emails 1:31

Decide whether welcome emails should be sent immediately after import.
Turn on the welcome email option if you want recipients to receive emails upon import.
Leave the option off if you plan to send welcome emails later.

6. Save and complete the import 1:38

Click Save and import to begin the import process.
Wait for the system to finish processing the file.
Confirm that the import completes successfully.

7. Verify import results 2:23

Review the imported records in the results section.
Check for any errors or missing entries.
If no errors appear, the import was successful and the records are ready for use.

Cautionary Notes

Required fields must be present: Company, Level, First Name, Last Name, and Email Address are necessary for a successful import.
Check field mapping carefully: Incorrect mapping can place data in the wrong company or user fields.
Review welcome email settings before importing: If enabled, emails will be sent immediately after import.
Verify the final results: Always confirm that the import completed without errors before considering the task finished.

Tips for Efficiency

Use the provided Bulk Import template to reduce setup time and avoid formatting issues.
Standardize your spreadsheet columns before export to make field mapping faster.
Use custom levels only when needed; otherwise, stick with the standard Exhibitor Level for consistency.
Review a small sample of records first if you are importing a large list, to confirm the mapping is correct.

Link to Loom

https://loom.com/share/b6aafe6d0eb94794b0724a250b3d47f4