How to Fill Out the Event Import Fields
Introduction
If you plan to import a large number of events into your eDirectory platform, using a CSV (Comma-Separated Values) file is the most efficient way to do so. This file format allows you to organize your data clearly, making it easier to upload and manage bulk event entries.
To ensure a smooth and error-free import process, it’s essential to understand how each import field works. This guide provides detailed explanations and examples for each field in the Event Import CSV file, helping you prepare your data accurately.
1. Event Title
The main title of your event.
✅ Required field.
2. Event SEO Title
An SEO-friendly version of your event title to improve search visibility. You can enter here the same text as the Event Title field.
3. Event Email
The contact email associated with the event.
⚠️Note: Make sure it follows a valid email format (e.g., example@domain.com ) — incorrect formats will cause import errors.
4. Event URL
Enter the event’s website URL, if applicable.
⚠️Important: Ensure the URL starts with either "https://" or "http://". URLs typed with just "www" or without these prefixes will not work correctly and will cause a 404 error.
✅ Must start with http:// or https:// .
❌ Avoid starting with just “www”.
Correct: https://www.edirectory.com
Incorrect: www.edirectory.com
5. Event Address
Enter the main address of the event venue.
6. Event Venue
Specify the venue name where the event will take place.
7. Event Contact Name
Enter the contact person’s full name for the event.
8. Event Start Date
9. Event End Date
Specify the start and end dates for the event.
Use the correct date format based on your site’s settings under Settings → Language & Geography.
- Date format:
mm/dd/yyyyordd/mm/yyyy - Clock type: 12-hour or 24-hour
⚠️ Important: Make sure your CSV file matches the date and time formats configured on your site.
For example:
- mm/dd/yyyy:
12/31/2025 - dd/mm/yyyy:
31/12/2025
If your file uses the wrong format, the import process will fail.
Common Errors When Importing Dates
“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 earlier than the current date—the event will not be imported.
“Start date should be a valid date format and cannot be empty”
This error indicates that the start date is either missing or incorrectly formatted.
The date must follow the format defined in your eDirectory settings (
mm/dd/yyyyordd/mm/yyyy).If the field is empty or formatted incorrectly, the system will not process the import.
10. Event Start Time
11. Event End Time
Enter the event’s start and end times according to your site’s time settings.
You can check your preferred time format under Settings → Language & Geography, where you can select between a 12-hour or 24-hour clock.
Here are two examples:
- 12-hour format:
10:00AMto02:30PM - 24-hour format:
10:00to14:30
⚠️ Make sure your CSV uses the correct time format selected for your site. Mixing 12-hour and 24-hour formats in the same file may cause errors.
12–21. Location Fields
| Field | Description |
|---|---|
| Event Country | The country where the event occurs |
| Event Country Abbreviation | Country code or short form (e.g., “US”) |
| Event Region | Region or area of the event |
| Event Region Abbreviation | Abbreviated region name |
| Event State | State or province |
| Event State Abbreviation | State abbreviation |
| Event City | The city of the event |
| Event City Abbreviation | Abbreviated city name |
| Event Neighborhood | District or neighborhood |
| Event Neighborhood Abbreviation | Abbreviated neighborhood name |
⚠️ Important: When filling out location details, only include the levels that are enabled in your site’s location settings (Settings → Language & Geography). Missing or mismatched locations may cause import errors.
Note: When filling out the location for your listings, it is fundamental to take into account your site location settings, only add the location data which is enabled in your site. For example, under Settings → Language & Geography, check which locations are enabled:
In the example above, the site has Country, State and City enabled, so when filling out the CSV file, this site owner will fill out only the Country, States and City fields to match the location settings with the site, and leave blank the other locations.
It is also important to be attentive when typing the locations because it is needed to type the data for all enabled locations. If there is a listing which misses one of the enabled locations, the site will not import the file, and it will display an error related to the location. Here is one example:
If there is a missing location as demonstrated above, when trying to import, the site will display in which row the error is and display the following message: "Location hierarchy doesn't match the system settings. One or more locations are missing (for instance, city without state)"
22. Event Postal Code
Enter the postal code for the event’s address.
23–24. Event Latitude / Longitude
Optionally, provide coordinates for map accuracy.
25. Event Phone
Include a contact phone number for the event.
26. Event Short Description
A brief summary of the event (up to 250 characters).
27. Event Long Description
A detailed overview of the event’s content, schedule, and highlights.
28. Event SEO Description
An SEO-friendly description that helps search engines understand your event page.
29. Event Keywords
Add keywords relevant to the event, separated by || .
Example: festival||music||outdoor event
30. Event Renewal Date
The renewal date for the event record (optional).
31. Event Status
Define the event’s current status, such as Active, Suspended, or Pending.
32. Product
Specify the event level that matches the names configured under:
Settings → Products & Plans → Manage Products
33–37. Event Categories (1–5)
You can assign up to five categories.
If using subcategories, format as: Main Category-> Subcategory
⚠️ Tip: Match category names exactly as they appear on your site. Typing errors or mismatched capitalization will create duplicate categories during import.
38. Event DB ID
A system field for existing event updates. Leave blank when importing new events.
39. Custom ID
Optionally, assign a custom ID to the event.
40–53. Account Fields
These fields allow you to assign events to user accounts.
| Field | Description |
|---|---|
| Account Username | User’s email (used for login) |
| Account Password | Password for the user |
| Account Contact First/Last Name | Contact person’s name |
| Account Contact Company | Company name |
| Account Contact Address / Address2 | Contact address |
| Account Contact Country / State / City / Postal Code | Location details |
| Account Contact Phone | Phone number |
| Account Contact Email | Email address |
| Account Contact URL | Website or profile link |
💡 If you do not intend to create user accounts, leave these fields blank.
54–64. Image Upload Columns
If your eDirectory license is 13.6 or above, you'll be able to import images to your listings.
You can import images for your events using direct image URLs.
| Field | Description |
|---|---|
| Cover Image | Main cover image for the event |
| Gallery Main Image | Featured gallery image (Event thumbnail image) |
| Gallery Image 1–10 | Additional gallery images |
These columns are designated for adding image URLs to your events, including the Logo, Cover, Gallery Main, and Gallery Additional images. Ensure that the URLs you provide are valid and properly hosted. We recommend using a reliable image hosting service that allows you to upload images from your computer and generates shareable URLs. Once uploaded, simply insert the generated URLs into the corresponding columns.
Here are some free image hosting websites that generate direct URLs for your images:
- Imgur (https://imgur.com) – Easy to use, supports multiple formats, and provides direct links.
- PostImage (https://postimages.org) – No registration required, allows bulk uploads, and generates direct URLs.
- ImageBB (https://imgbb.com) – Free and user-friendly, with an option to generate direct image links.
- Catbox (https://catbox.moe) – Allows hotlinking and supports large files.
- FreeImageHosting (https://freeimage.host) – Simple upload process with direct URL generation.
- Google Drive (https://drive.google.com) – Requires setting images to “public” and modifying links to create direct URLs.
✅ Make sure URLs end in .jpg or .png and are publicly accessible.
Important Notes
Do not rename, delete, or add columns in the CSV file.
The import system depends on exact field names.
- Only Event Title is required for import — other fields can be left blank.
- Use the standard import file provided by your eDirectory installation.
Conclusion
By carefully completing your Event Import CSV file according to this guide, you’ll be able to upload your events efficiently and avoid common errors. Following the proper format ensures smooth importing, accurate data mapping, and a seamless publishing process for your events on eDirectory.