Options for Mass Updating Data in Cadmium Registration

This article outlines the different options for mass updating data in Cadmium Registration to modify multiple registration records simultaneously, saving time and reducing manual effort. It covers several instances of bulk updates within the system:

• Import Registrations
• Load Fees from CSV
• Update Registrant UDF Values and Upload UDF Choice Lists
• Update Registrant Workshop Values (P&W)
• Load Sessions (P&W)
• Load Workshops and Update Workshops (P&W)
• Load Discounts and Load Coupons
• Update Registrant Data (RFIs)
• Load in Check-ins (Basic Badging Onsite)
• Upload Membership List

Import Registrations

Administrators use the Import Registrations feature to efficiently process multiple registrations at once without requiring individuals to complete the online registration form or manually enter each attendee one by one. This is particularly valuable for, but not limited to, several common scenarios:

• Staff and Volunteers: Upload entire lists of event staff or volunteers who need to be registered but don't need to go through the standard registration process
• Speakers and VIPs: Import speaker lists and VIP attendees who are being registered by the event organizer
• Pre-existing Lists: Load attendees from existing spreadsheets or databases maintained outside the registration system
• Bulk Processing: Save significant time when registering large groups of people who don't need to register themselves individually

The feature allows administrators to navigate to Registration → Offline Multipage → Import Registrations link and upload a CSV file containing registration data including attendee information, registration fees, program sessions, and user-defined fields.

Follow instructions on the 'Import Registrations' page to download, create, and upload your CSV file.

See the help article: Upload a registration list

Load Fees from CSV

Admins use the CSV fee loading feature to efficiently add multiple registration fees to their Fee Schedule in bulk rather than manually entering each fee one by one through the admin interface. This is particularly valuable for events with complex pricing structures that include many different main registration fees and option fees.

The feature is accessed at the bottom of the 'Fee Schedule' page under Meeting Wizard → Fee Schedule → Load Fees from CSV. Admins follow instructions and download a sample CSV template, populate it with their fee data following the specified format (including fee names, prices, dates, categories, and other attributes), and upload the completed file. The system validates the data and reports any errors that need to be corrected.

See help article: Load Fees from CSV

Update Registrant UDF Values and Upload UDF Choice List

When event organizers need to add or update custom information for multiple registrants after they've already registered, the bulk UDF update feature eliminates the need to manually edit each registrant's record individually. This is particularly useful when data is collected outside the registration system and needs to be imported. Organizations may maintain attendee information in other systems (spreadsheets, CRMs, databases) and need to synchronize that data into the registration system. Examples include:

• Emergency contact information
• Professional credentials or certifications
• Company positions or titles
• Membership status updates
• Survey responses collected separately

The CSV upload feature under Meeting Wizard → User-Defined Fields → File Update allows administrators to update UDF values for hundreds or thousands of registrants at once, rather than accessing each individual registrant detail screen. This saves significant time for large events. Download the file format and follow instructions on the 'Upload UDF Data' page.

Similarly, admins can upload a choice list into Registrations for use with UDF choice dropdown or radio buttons. From the User Defined Fields page, scroll to the bottom and find the 'Import Lists' link.

See help articles: How to upload UDF Values for a set of registrants and Upload and Import UDF Choice Lists

Update Registrant Workshop Values (P&W)

Administrators can update registrant workshop values with an upload to efficiently manage workshop assignments in bulk rather than editing each registrant's record individually. This feature is particularly valuable for several common scenarios:

Efficiency and Time-Saving: When administrators need to assign or change workshop/session selections for multiple registrants at once, uploading a CSV file is significantly faster than manually updating each registrant through the admin interface.

Pre-Assignment Scenarios: Events often need to assign registrants to specific workshops before they arrive, such as:

• Assigning staff, volunteers, or VIP attendees to designated sessions
• Pre-placing speakers into their presentation workshops
• Managing workshop assignments based on external criteria (membership tier, department, role, etc.)

Post-Registration Updates: After registration closes, event administrators may need to redistribute attendees across workshops to balance capacity, accommodate special requests, or optimize room usage.

Data Import from External Systems: Organizations may manage workshop assignments in external spreadsheets or systems and need to bulk load those selections into Registration rather than having administrators manually re-enter the information.

The upload process works by submitting a CSV file containing registrant IDs, program session IDs (the workshop time slots), and program item IDs (the specific workshop selections). The system processes the file and creates or updates the records that link registrants to their workshop selections. Administrators receive an email notification when the upload is complete.

Access this feature from the Control Center under the Meeting Wizard banner, click the Programs and Workshops link → General Setup tab → Load Registrant Workshop Values from CSV File link, where you can download the pre-formatted file and view upload instructions.

Load Sessions (P&W)

Administrators may want to load sessions from a CSV file for efficiency and time savings when managing large numbers of sessions. This bulk import functionality is particularly valuable when:

• Setting up events with many sessions: Instead of manually entering each general session one by one through the admin interface, administrators can prepare their entire session schedule in a spreadsheet and upload it all at once.
• Working with existing data: If session information already exists in another system or spreadsheet format (from prior events, abstract management systems, or planning documents), importing via CSV avoids duplicate data entry.
• Updating multiple sessions simultaneously: The system supports both importing new sessions and updating existing sessions from CSV, making it easy to apply bulk changes to session details.
• Reducing manual entry errors: Bulk upload minimizes the risk of data entry mistakes that can occur when manually creating many individual session records.

The CSV import feature is accessible through: Programs and Workshops link → Sessions tab → Load Sessions link, where administrators can upload a properly formatted CSV file. The system validates the file and displays any errors that need to be addressed before the upload completes successfully. Follow instructions on the 'Load Sessions from Excel' page.

Load Workshops and Update Workshops (P&W)

Administrators may want to load workshops with an upload for efficiency and time savings when managing large numbers of concurrent sessions. Rather than manually creating and entering details for each individual workshop one by one through the admin interface, the upload feature allows administrators to bulk load multiple workshops at once using a CSV file.

This action is particularly valuable for events with:

• Many concurrent workshop sessions
• Complex programs with numerous breakout sessions
• Pre-existing workshop data in spreadsheets or other systems
• Large conferences where manual entry would be time-prohibitive

The system provides a standard CSV format template that includes workshop details like session ID, capacity, names, descriptions, rooms, and tracks. Workshops are automatically loaded into their designated time slots, and the system handles display ordering automatically.

Like the registration import tool that allows bulk uploading of attendee lists instead of entering volunteers, staff, and VIP attendees individually, the workshop upload provides the same bulk processing advantage for program management. The CSV import feature is accessible through: Programs and Workshops link → Workshops tab → Load Workshops from CSV File link, where administrators can upload a properly formatted CSV file.

Similarly, updating a workshop is located on the same Workshops tab; administrators can bulk update already created workshops from a CSV file through the 'Update Workshops from CSV File' link. As with all other bulk uploads in the system, follow instructions on the upload page.

Load Discounts and Load Coupons

For Discounts:

Bulk uploading discounts allows admins to quickly create multiple discount codes with different configurations (amounts, percentages, expiration dates, usage limits, and fee section applications) without manually entering each one through the admin interface. This is particularly useful when setting up:

• Multiple early bird or promotional discount tiers
• Sponsor-specific discount codes
• Partner organization discounts
• Conference track or session-specific pricing

For Coupons (Invitation Codes):

Uploading coupons is essential when admins need to generate unique, single-use invitation codes that are tied to a specific registration fee item. This enables:

• Creating individual invitation codes for VIP attendees or invited guests
• Generating tracked codes for marketing campaigns where each code can only be used once
• Distributing unique codes to specific individuals or organizations
• Controlling access to special pricing or registration types with individually trackable codes

The coupon upload accepts codes up to 20 characters and allows you to specify the fee item the coupon applies to.

The CSV upload functionality accepts a standard format file and processes it in the background, with email notification sent upon completion. This saves significant time compared to manual entry when dealing with dozens or hundreds of discount codes or unique coupon codes.

To access these features, administrators navigate to Meeting Wizard → Fee Schedule → 'Discounts' or 'Coupons' link and scroll to the bottom where they'll find "Load Discounts from CSV" or "Load Coupons from CSV" options. Sample CSV files are available for download to ensure proper formatting. Follow instructions on the corresponding upload page.

Update Registrant Data (RFIs)

Administrators may want to update registrant data via upload (RFI = Registration Form Items) for several key efficiency reasons:

• Bulk Updates at Scale: Instead of manually editing individual registrant records one by one, administrators can update hundreds or thousands of registrants simultaneously using a CSV file upload. This is particularly valuable when data needs to be corrected or supplemented across many attendees.
• Offline Data Collection: When registration information (RFI fields like name, address, phone, company, etc.) is collected or maintained outside the system, such as in spreadsheets, CRM systems, or other databases, the upload feature allows that data to be efficiently synchronized into the Registration system.
• Time-Sensitive Updates: For situations requiring quick mass updates before an event (e.g., updating company names due to a merger, correcting address information for shipping badges, updating contact details), bulk upload is far faster than individual edits.
• Integration with External Systems: Organizations often maintain attendee data in other systems (membership databases, corporate HR systems). The upload feature enables them to keep Registration data current without dual data entry.

To use this feature, from the Control Center page, administrators navigate to Registration under the Meeting Wizard banner → Registration Form tab → Update Registrant Data from CSV File link, upload a properly formatted CSV file with RegistrantID and the RFI/RFIE fields to update, and receive email confirmation when complete. Follow the instructions on the update page.

Load Check-in data (Onsite)

Administrators may want to bulk update registrant check-in values with an upload for several key operational reasons:

• Bulk Processing Efficiency: When dealing with multiple attendees, uploading check-in data via CSV eliminates the need to manually check in each registrant individually, saving significant time and labor.
• Integration with External Systems: Organizations often use alternative attendance tracking tools such as virtual meeting platforms, webinar software, or third-party check-in systems. The upload feature allows them to capture attendance data in those systems and then import it into Registration in bulk.
• Post-Event Data Reconciliation: After an event concludes, admins may need to reconcile attendance records from various sources (badge scanners, session trackers, third-party apps) and update their registration database to reflect accurate check-in status.
• Backdating Check-in Times: The upload allows admins to set specific check-in timestamps for attendees, which is useful when importing historical data or correcting records.

To use this feature, administrators navigate to Basic Badges → Basic Badging - Onsite → Onsite Home → Load Check-ins by Email button or Load Check-ins button and upload a CSV file containing email addresses and check-in times or RegistrantID and Check-in times. The system processes the file and marks the corresponding registrants as attended. Follow instructions on the corresponding upload page.

Load Membership List

Administrators can upload a membership list for updating current membership data or adding new members to the registration system. From the Membership Center, select the 'Upload Membership List' under the Manage header; admins will find Settings and Upload File information, including a formatted file template for downloading and updating.

See the help article: Upload Membership List