How to import Events

Introduction

Managing a directory efficiently requires a structured and scalable approach to importing and organizing event data. Whether you are launching a new directory or updating an existing one, eDirectory offers a powerful import feature that allows site managers (Sitemgr) to upload bulk events via a CSV file. This feature saves time and ensures consistency, enabling a seamless experience for directory administrators and users alike.

Importing events is more than just uploading data—it requires careful preparation to prevent errors, maintain database integrity, and optimize the visibility of events. By following eDirectory’s structured guidelines, you can ensure that your events appear correctly with the necessary details, categories, and location information. This guide walks you through the entire import process, from preparing your CSV file to troubleshooting common errors, so you can manage your directory with confidence.

Step 1: Download the CSV Template

To begin, download the eDirectory CSV file template, which ensures proper data formatting:

Navigate to Content > Import > Events > Download Template File.

This file contains predefined headers and required fields for seamless data entry.

Step 2: Prepare Your Data

Formatting your data correctly is essential to avoid errors during the import process. Follow these guidelines:

Do Not Modify the File Structure

Do not add or remove columns; each is mapped to a specific table in the database.
Do not delete or alter the headers in Row 1. Begin entering your data from Row 2.

Required Fields

Event Title is mandatory.
Adding Category and Location is highly recommended for better searchability.

Categories and Subcategories

Format subcategories as Category->Sub-Category (e.g., Hotels->Luxury Hotels).

Each event can be associated with up to 5 categories or subcategories.
For more details, refer to: How to Fill Out the Event Import Fields.

Avoid Special Characters

Do not include symbols like ™, ®, or ©, as they may cause errors.

Step 3: Upload Your File

When your file is ready:

Go to Content > Import > Events.

Click Choose Your File and hit Next to upload your CSV or XLS file (Note: XLSX files are not supported).

Ensure that your file does not exceed 5MB or 5,000 events per upload.

Step 4: Preview Your Data

Before finalizing the import, eDirectory will display a preview of the first five rows of your file:

Verify that all fields align correctly with the system.

If everything looks correct, click Next to proceed.

Step 5: Configure Import Settings

eDirectory provides various import options:

Default Level for imported items: Assigns a default event level (e.g., Bronze, Silver, Gold).
Set all imported items as active: Automatically publishes events.
Import all new categories as featured: Highlights new categories on the homepage.
Overwrite matching items: Updates existing events with the same Event ID.
Import items to the same account: Assigns all imported events to a single default account if no username is provided.

Click Next to finalize.

Step 6: Monitor the Import Process

Import times vary based on file size and complexity but typically take 15–30 minutes.

Check the status under View Import Log:

On Queue: The process is pending.
Completed: Import was successful.
Error: The system will indicate specific errors that need resolution.

Troubleshooting Common Errors

CSV headers do not match: Ensure your headers match the template.
Renewal date error: Use the correct format (mm/dd/yyyy or dd/mm/yyyy) based on your site settings.

Location mismatch: Verify that locations align with your directory’s structure under Settings > Language & Geography.

Invalid file type: Save your file as CSV or XLS (not XLSX).
Import stuck in queue: If it exceeds 1 hour, contact support at support@edirectory.com.
End date should be a date greater than the start date: This error occurs when the event’s end date is not later than its start date. The end date must always be a future date compared to the start date. Additionally, when importing events, the end date must also be later than the current date (the day of the import). If the end date is equal to or earlier than the start date or the current date, the event will not be imported.
Start date should be a vile date format and cannot be empty: This error indicates that the start date is either missing or formatted incorrectly. The date must follow the format defined in your eDirectory settings (either mm/dd/yyyy or dd/mm/yyyy). If the field is empty or the date does not match the correct format, the system will not be able to process the import.

Conclusion

Using eDirectory’s import feature is a highly efficient way to populate and update your directory with events and location data. By carefully following the guidelines, formatting your data correctly, and leveraging eDirectory’s built-in tools, you can streamline the event import process while maintaining database integrity.

Should you encounter any challenges, refer to the troubleshooting section or reach out to eDirectory support. With these steps, you can optimize your directory's content management, enhance user searchability, and ensure a seamless experience for both administrators and visitors. Happy importing!