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Importing Participants

Use this feature to upload participants from another system or from entries collected elsewhere to manage everything in Eventrac. If migrating from another platform, close entries there first and export your participant list to avoid duplicates.

Angus Williams avatar
Written by Angus Williams
Updated over a week ago

📍 Where to Find the Import Feature

Dashboard → Event → Sign-Ups → Import Participants

📄 CSV Format Guidelines

Before importing, make sure your file is formatted correctly:

🔹 File Type

  • Must be a .csv file.

  • The first row should contain headers; data starts from the second row.

  • Headers will be matched to Eventrac fields during import.

🔹 Unique IDs

  • Each participant should have a unique ID.

  • Do not import the same file twice if there are no unique IDs—it will create duplicates.

🔹 Dates

  • Acceptable formats: d/m/Y, d/M/Y, Y-m-d, d-m-Y, d-M-Y, d M Y

  • Example: 03/09/1969, 03-Sep-1969, 1969-09-03

  • Incorrect formats will leave empty fields.

🔹 Date & Time

  • Acceptable formats: d/m/Y H:i, d/M/Y H:i, d-M-Y H:i, Y-m-d H:i, Y-m-d H:i:s

  • Example: 03/09/1969 23:45, 1969-09-03 23:45:37

🔹 Capacity/Custom Questions

  • If importing responses to custom questions (e.g., wave selection), ensure they match existing options exactly.

  • Imported responses will be recorded even if a particular option has reached capacity.

⚠️ Only participant entries can be imported. Products must be added manually after import.

➕ Importing Entries for a Single Race

  1. Select the event you want to import participants into.

  2. Go to the Import Participants tab in the sign ups section.

  3. Click Choose File and upload your .csv.

    ⚠️ Ensure your file does not contain code, HTML, or formatting that could break the import.

  4. Select Import for a single race.

  5. Choose the race to import participants into.

  6. (Optional) Select the booking source.

  7. Tick prevent sending email confirmations if you don’t want participants to receive emails.

  8. Confirm you’ve read the import guidelines, then click Import.

➕ Importing Entries for Multiple Races

  1. Follow steps 1–2 above.

  2. Select Import for multiple races.

⚠️ Your .csv must include a Race ID on every row to assign participants correctly.

Learn how to find your Race IDs here.

📊 Viewing Import Status

  • Check progress by clicking the Imports Here button in the Import Participants section.

⚠️ If your file format is incompatible, the import may fail. Contact [email protected] for assistance.

🕵️ Identifying Manually Added Participants

  • Viewing the entry details will indicate that it was manually added with the tag "External Source".

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