Manage your sessions and their content in bulk via a spreadsheet
The session CSV uploader provides an efficient and accurate way to upload session data into Grip. By using easy-to-fill templates, event organizers can quickly create or update sessions in bulk, streamlining the management of event agendas. This article will guide you through using the session uploader, highlighting the differences from the bulk profile uploader and offering best practices for a smooth process.
In this article, we will cover:
Use cases and information
The session bulk uploader is designed to quickly create or update multiple sessions at once. This tool is particularly useful when you need to:
- Add new sessions to an event in bulk.
- Update existing session information across an event’s agenda.
- Utilize templates that can be prefilled with existing session data, allowing for mass updates with minimal manual input.
Whether you're adding simple session details like names and descriptions or more complex data like custom fields and links, the bulk uploader simplifies the process, ensuring consistency and accuracy across your event.
Using the bulk session uploader
Step 1: Select an Event
If you haven't already, select the event you want to update.
Step 2: Navigate to Event Agenda
Go to Event Details > Event Agenda.
Step 3: Start the Bulk Upload Process
Click on the Create Session button, and from the drop-down menu, select Upload in Bulk via Spreadsheet.
Step 4: Downloading the Right Template
Choose the appropriate template for your needs:
- Simplified Template: For basic session details like names, descriptions, and a live stream link.
- Full Template: For more detailed session information, including custom fields and additional session links.
You can preview the fields included in each template by clicking the 'Template Fields' dropdown.
Note: If you have already downloaded the template, you can skip directly to the upload step.
Step 5: Prefilled Templates
If you want to update existing sessions, enable the option to Prefill with Existing Session Data. This will include all current sessions in the event within the downloaded template, making it easy to edit and re-upload.
If you choose to download a prefilled template, you'll be asked what symbol you'd like to use to separate any multiple choice data fields. For a full explanation of what a separator is, please see this dedicated section in the profile uploader article.
The uploader will remember this choice on the next step when you come to re-upload the data.
Step 6: Handling Separator Symbols
If you download a prefilled template, you’ll need to choose a separator symbol for any multiple-choice data fields. For more details on separator symbols, refer to the relevant section in the profile uploader article.
The uploader will remember your chosen separator symbol when you re-upload the data.
Step 7: Notes on the .CSV File Type
The template you download will be in .csv format, which is compatible with most spreadsheet software. Be sure to:
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Keep the File Format: Do not save the spreadsheet in a different file format; it must remain a .csv file to be uploaded successfully.
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Preserve the Layout: Do not alter the layout, such as removing header rows, as this could cause errors during upload. However, you can remove non-mandatory columns if they are not needed.
If you encounter issues with CSV files, refer to our article on handling CSV files here.
Step 8: Filling Out the Spreadsheet
Once downloaded, fill out the spreadsheet with the necessary data. Use the tables provided in the Available Information section to correctly input data into special fields:
- Available Session Types: Indicate the type of session you are creating.
- Available Stages: Verify the stage compatibility using the stage ID or create a new stage by entering its name.
- Available Tracks: Use the existing track ID or create new tracks by filling in the track name field.
- Available Custom Fields: Copy values from the active custom fields in your event to ensure consistency.
Step 9: Uploading Your Completed Spreadsheet
Choose your upload method:
- Create New Sessions Only: Adds new sessions and ignores any sessions with a matching Registration ID.
- Create New Sessions and Update Existing Sessions: Adds new sessions and updates any existing ones with a matching Registration ID.
Next, select the .csv file from your computer, choose the appropriate separator symbol if applicable, and click Continue.
Step 10: Review Upload Results
After uploading, you’ll be directed to a review page. If everything looks good, click View Uploaded Sessions to return to the event agenda page. Note that large uploads may take some time to process.
Step 11: Handling Failed Sessions
If any sessions fail to upload, a table will list the issues, allowing you to correct them and re-upload the file. Common reasons for failures include:
- Missing required fields.
- Incorrect data or formatting in date/time fields.
- Invalid URLs.
Grip validates this information to prevent problems during your event. Correct any errors and try uploading again.
Special Fields
There are a number of special fields that can be used to perform certain functions while sessions are imported or updated. Each column in the spreadsheet has its own description to help you understand its purpose, and each one matches an option available when you create a session manually in the dashboard - for example, adding an Audience Interaction URL, or adding a sponsor to a session. See this section on the Event Agenda article for details regarding the different features of Sessions.
FAQ
Q: Why do I see an error about time-blocking sessions when I haven't made any sessions time-blocking?
A: This error could relate to either existing sessions in your event or other sessions in your upload spreadsheet. Check both for overlaps. Time-blocking is relevant for sessions marked as mandatory, as they appear in all participants’ schedules, preventing overlaps with other sessions. Adjust the session timings or make them non-mandatory to resolve this issue.
Q: Can I update sessions without changing their existing Registration IDs?
A: Yes, when you upload a spreadsheet using the "Create new sessions and update existing sessions" option, the Registration IDs of existing sessions will remain unchanged. This allows you to update session details without affecting their identifiers.
Q: What happens if I upload a spreadsheet with missing mandatory fields?
A: If any mandatory fields are missing, the affected sessions will fail to upload. You will see a detailed error message specifying which fields are missing. Correct these errors in your spreadsheet and try uploading again.
Q: Can I include new custom fields in my session upload?
A: Yes, you can include new custom fields by ensuring they are added to the template before uploading. Make sure the custom fields match those configured in your event to avoid errors.
Q: How do I ensure that the session data in the spreadsheet matches the required format?
A: Refer to the "Available Information" tables when filling out the spreadsheet. These tables provide correct formats for data such as dates, times, and URLs. Additionally, each column in the spreadsheet includes descriptions to guide you.
Q: Is there a limit to the number of sessions I can upload at once?
A: While there is no strict limit, very large uploads may take longer to process. If your upload is particularly large, it may be more efficient to split the sessions across multiple uploads to ensure smooth processing.
Q: Can I use the bulk uploader to delete sessions?
A: No, the bulk uploader is designed for creating and updating sessions only. To delete sessions, you must do so manually through the event dashboard.