The booking assistant
Management -> Attendee Registration -> Booking assistant
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Management -> Attendee Registration -> Booking assistant
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Once the preparations for importing bookings have been completed, the import can be carried out. Either a completed import template can be uploaded or existing personal data from Converia can be used (in which case a file upload is not necessary).
Source personal data (Fig. 1, point 1): Here you can select from people already available in Converia, members or speakers, or you can import new people as part of the booking import.
Important in this context: When booking existing persons in bulk, only one predefined shopping cart can be used per process (Fig. 1, point 3). This means that if there are several shopping carts, the booking assistant must be used several times in succession.
If, on the other hand, persons are imported, any number of predefined shopping carts can be entered in the csv template. The importer then accesses the information in the import file. It is not necessary to make a selection in the Predefined shopping cart (Fig. 1, point 3).
If all bookings are to be summarized on a collective invoice, an invoice can be selected under Invoicing (Fig. 1, point 2). A new, empty invoice can be created in advance. If necessary, this should only be updated after the import.
Optionally, a keyword can be added (Fig. 1, point 4). This is very helpful for filtering all personal data that is affected by (different) booking imports at a later stage. When importing new persons, a keyword can be assigned in the next step - uploading the import template.
If existing data sets from Converia were selected as the source of the personal data, the import will start in the next step. The process may take some time. Do
If importing new persons has been selected as the source of the personal data, clicking on the Start button will take you to the upload area. You can then upload the csv file and assign one or more keywords.
Show preview (no import will be carried out at this point).
The following error messages may appear at this step:
Invalid email address. > Check the email address in the line indicated. The problem may be a space before or after the email address.
Invalid country code. This must correspond to the ISO code. > Check the country code in the line indicated.
An inactive language is to be imported. > Change the language in the line indicated.
Incorrect number of columns, use the template. > Deleting, moving or adding columns causes this error message.
The specified shopping cart could not be found. > Check the spelling of the predefined shopping cart(s).
Check whether all data records are displayed correctly. Particular attention should be paid to umlauts and special characters.
If error messages appear or the display of umlauts and special characters is incorrect, the data records in the import template must be corrected and the conversion to UTF-8 repeated.
All data records can be checked individually by clicking on Next data record example below (no import will take place yet).
The Start import button only appears under the data records when there are no more error messages.
The booking wizard performs two steps in one go: importing a person into Converia and creating a booking for that person. Since the bulk automatic creation of bookings requires a lot of computing power, it may be necessary to split the process into several batches of up to 200 entries per import file for large files or many bookings.
If the booking contents allow it (e.g. if only a predefined shopping cart exists), the two processes can also be separated from each other. Then a normal person import (don't forget keywords!) is carried out first and then a mass booking is carried out with the help of the booking assistant.
