How to Import Linvio Attendees for a Specialty Event

Currently, if you want to import a list of attendees and have it connect to leads – some may or may not already exist as leads in Salesforce, you need to use a campaign.

Importing Linvio Attendees for a Specialty Event

Currently, if you want to import a list of attendees and have it connect to leads – some may or may not already exist as leads in Salesforce, you need to use a campaign.

• Importing Linvio Attendees for a Specialty Event
  • Prepare your Import File
  • Create a New Campaign
  • Link your Event to the Campaign  (This is an optional step, does not functionally do anything, just for reference)
  • Update attendees as either registered and/or Attended

Prepare your Import File

****DO NOT INCLUDE LEAD SOURCE, LEAD SOURCE DESCRIPTION, or LEAD SOURCE DETAIL IN YOUR IMPORT FILE.

Your import file must be a .csv file and must include: Last Name, Company, Email, and Lead Status as fields in your import file otherwise you will not be able to import.

• Not Required but HIGHLY suggested to include: Program of Interest, Intended Start Year, and Intended Immersion.
• The program of interest WILL drive who the lead owner becomes on the lead record.

Create a New Campaign

 

Clicking on this selection starts the Data Import Wizard process.  The Data Import Wizard is actually performing two tasks with one import.  It will create or update existing leads AND for everyone on the list, it will add them as campaign members to the campaign you were on, when you click “Add Members – Import File”

Choose Data:  Select Leads

 

Under what do you want to do:

Choose Add New and Update Existing Records (DO NOT INCLUDE LEAD SOURCE, LEAD SOURCE DETAIL or LEAD SOURCE DESCRIPTION IN THIS IMPORT FILE) because otherwise it will override these values.  Those fields will be updated for all NEW leads when they are added to the event.

Update these values:

• Match Name by Email
• Assign New Leads to this Source “None”
• Assign All Leads Using this Assignment Rule: ApplicantAssignment
• Record Type: Admissions Record Type  (Please note I selected this but it actually still created them as Executive Education – this seems to be a bug which I’ve logged with Salesforce)

Where is your data located?

Click on CSV

And choose your import file

Click Next

If necessary, map any fields

*Best practice is to name your file import headers the same as the field names so it does this for you.

Click Next

It provides a chance for you to review and then click “Start Import”

Now wait a minute or two.  You’ll receive an email with the results of your import.

In this example, I imported three records:  When the lead already existed, it did not create another lead and when the lead did not exist, it created a new lead.

Link your Event to the Campaign  (This is an optional step, does not functionally do anything, just for reference)

• Go to your Event and do a lookup in the Campaign field to find your event.  (If you forgot to mark the “active” button in the campaign it will not be visible)

Add campaign members to your event as attendees

You can repeat these steps as needed

• Navigate to the Custom Links section on the Event

• Find the campaign in the lookup
• Click Invite Members

It will update these to “Invited”

 

Update attendees as either registered and/or Attended

1. Go the Attendees Tab
2. Click on the “View” for Attendees created today (if this view doesn’t work for you, you can also create your own view)

Update Invitation Status to Registered where applicable (You can mass update these)

PELASE NOTE:  When an attendee individually registers for an event on the website, they receive an email registration confirmation.  Following the steps provided here, an email was NOT sent.

Update Attended Check box where applicable (You can also mass update this check box)

Now – you can report on these attendees or see on their lead record who registered vs. attended etc.