Import registrations

• Requires only the FirstName, LastName, and EmailAddress columns to be included in the import file. If you are importing registrations onto multiple courses from a single file, CourseCode is also required. All other supported columns can be added or omitted as required.

• Supports updating registration details e.g. status, attendance, grade, result where FirstName, LastName and EmailAddress are the same (and CourseCode where multiple courses registrations are on the file). 

• Supports linking contacts with existing organisations or creates new organisations if they do not already exist.

• The importer warns you if a contract will be registered on a course template that they have previously been registered on. 

• The importer warns you if a course will be oversubscribed as a result of the import, i.e. the number of registrants is greater than the maximum registration limit.

• The import file must be a CSV (comma delimited) file type. Use the Save as. feature in Microsoft Excel to save the import file in the correct file type format.

• Does not support importing registrations onto a course with a choice of sessions.

• Has a default limit of 30 registrations at a time.

• If you have automated certificates activated for the course, and you want them to be sent to the imported registrants, you will need to import the registrations with the conditions required for the course (i.e. Completed, Attended, Passed etc), then you will need to go to the Certificates email on the course, tick to Apply your selected criteria retroactively to all existing registrations, and save the changes (and the course). Your imported registrants (and any other registrants on the course who meet the criteria who have not already received their certificate), will then be sent their certificate, based on the configured delay setting.
  
• The only custom fields available for registration imports are registration custom fields.
• Importing registrations will create new contacts.
• You can import new contacts with the registrations import but you cannot import custom contact fields. You would need to complete a separate contact import to import the custom contact fields.

You can use the registration importer to import registrations onto either a single course or multiple courses at the same time. There are different methods of completing the import depending on whether the import is for one course or more.

The importer is designed to allow you to update the details of existing registrations. Arlo will attempt to match a registration within the file being imported with an existing registration when;

• The CourseCode, FirstName, LastName, and EmailAddress are the same

If you choose to update existing registration information, the following rules apply where a match is found;

• If the existing registration contains data in a field and the same field being imported has no value (is blank), then the data in the existing field will be deleted.

• If the existing registration contains data in a field and the same field being imported also contains data, then the data in the existing field will be updated with the data being imported.

• If the existing registration contains data in a field, but the field is not included in the file being imported, then the existing data will remain unchanged.

If you do not choose to update existing information then where a match is found the details for the existing contact will not be updated.

The importer allows you to update the details of existing contacts. Arlo will attempt to match a contact being imported with an existing contact when;

• The FirstName, LastName, and EmailAddress are the same

If you choose to update existing information where a match is found the following rules apply;

• If the existing contact contains data in a field and the same field being imported has no value (is blank), then the data in the existing field will be deleted.

• If the existing contact contains data in a field and the same field being imported also contains data, then the data in the existing field will be updated with the data being imported.

• If the existing contact contains data in a field, but the field is not included in the file being imported, then the existing data will remain unchanged. 

If you do not choose to update existing information then where a match is found the details for the existing contact will not be updated.

Each of the fields listed below must be activated on your platform before they are visible when editing a contact/registration.

• Column headings are not case sensitive.

• Each of the fields listed must be activated on your platform before they are visible when editing a contact. Read more information about configuring fields.

• All fields have a maximum number of characters that they will accept. Typically this is either 63 or 127 characters. 

• If an import fails with an 'Inner Exception' error, look for a field in your import file that exceeds this character limit then edit it down.

• Fields currently not supported: Area, Twitter, Facebook, LinkedIn, Business region, Business area, Business location, Branch, Employment status, Cost centre, Citizenship, National Student Number.

Custom registration fields can be imported with your registrations if they have been created in Arlo. If your custom fields do not exist, read more information about adding fields.

• Open the Settings menu item.

• In the Platform setup section, select Fields.

• Select Registrations.

• Find the custom field you would like to import and press Edit.

• Copy and paste the System Name of the field onto your import template as a new column.

• Fill in the information you would like to import into the fields, in the new column.

• Repeat for other fields, as required.

• Complete the standard import process.