How to Upload Sessions - Video

In this tutorial, we'd like to show you how to use the import utility to easily upload session information from a spreadsheet.

To get started, you'll want to download an existing spreadsheet, which will contain all of the appropriate columns and headers.

From the main event details screen, you can click on the Utilities button in the top navigation, or from the Sessions tab, you can click on the Upload / Download Data button.

There are two links here for file downloads.

Use the first if you are going to use a spreadsheet program to manipulate your data, such as Microsoft Excel or Apple Numbers.

If you are going to use a script, or other automated means to manage your data, use the second link.

Let's take a look at the columns in our spreadsheet.

The first column is the local ID for the session. If you are exporting your data from another system, you can leave this column blank.

Next, we have the session name, followed by the description.

After that, we have the session start and end times. Make sure these columns contain both the date and the time. These are assumed to be in the event's local time zone if no time zone information is provided. Internally, our system stores these values in Universal Time, which is what you'll see when you download the data.

Next, we have the optional Location field, followed by two custom fields which you can use as suits your event.

The External Key field should contain the primary key for your session in the system from which it originates. This provides a stable, unique identifier for each row, so you want to be sure to include this data.

If a session with a matching key is found, it will be updated. Otherwise, a new session will be created.

The Parent Session ID and Parent Session Key fields are used to create sub-sessions. The Parent Session ID column refers to the internal, local ID; this corresponds to the ID field in the first column. Whereas the Parent Session Key refers to the parent session's identifier in your source system, corresponding to the External Key field.

The External Timestamp is not use in our system, but we can store this value if you provide it. Your system might use this, for example, to determine whether the data is up-to-date.

If you've set up tag groups for your sessions, the next few columns may be used for tagging session content. There will be one column per tag group. Multiple values in each tag group should be separated with a pipe delimiter.

The last column is the version number. This is used to prevent two users from editing the same item at the same time. This value should not be changed, but if you are importing your data from another system, you can leave this column blank.

So, now that we have a template, we can export the data from our source system. This might be done from a report, or a query, or a database export, depending on what system you're using and what means they provide to export your data. You may be able to save a .CSV file directly from your system, or, if not, you can paste the data into the template that you've downloaded, which is what I'll do now.

Save your spreadsheet as a .csv file.

Then, select your file in the Upload section at the bottom of the utilities page.

Click on Upload File.

And there you go! Existing sessions have been updated, and new sessions have been created. As a safety measure, sessions that are not included in your upload will not be deleted from our system. So if you need to delete sessions, you'll need to do that manually from the session detail page.

Be sure to check out these helpful links on the utilities page for more details.

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